Campground Reservation Management System

The Commonwealth of Kentucky Finance and Administration Cabinet is requesting proposals for a campground reservation management system to serve Kentucky Horse Park's 260-site campground, with proposals due September 9, 2026 at 3:30 p.m. ET under RFP 758 2600000490. Written vendor questions are due by July 29, 2026, with Commonwealth responses provided the same date. No set-asides or preference programs apply.

The scope is a web-based, cloud-hosted reservation platform supporting online and phone-based campground reservations, real-time campsite availability via interactive visual mapping, payment processing compliant with PCI-DSS standards, and a dedicated customer service call center operating minimum 8:00 a.m. to 10:00 p.m. Eastern Time. The system must provide comprehensive reporting with filtering and export to Excel, CSV, and PDF formats; multi-factor authentication and secure credential management; disaster recovery and business continuity planning with periodic testing; and full implementation services including system testing, user acceptance testing, staff training, and user manuals. All 14 mandatory requirements in the checklist must be satisfied for proposals to be deemed responsive. The place of performance is 4089 Ironworks Parkway, Lexington, Kentucky 40511.

The initial contract term is two years from award, with four optional two-year renewal periods available at mutual agreement. Pricing must be submitted on a per-reservation cost basis; the Commonwealth is tax-exempt and excludes federal excise and Kentucky sales tax from quoted prices. Pricing remains firm for the first twelve months; thereafter, vendors may request increases based on industry-wide changes with thirty days' written notice and justification. The incumbent vendor is Aspira (formerly RA Outdoors LLC dba ReserveAmerica LLC), operating the current system since 2005 under a fee-per-reservation structure that the Commonwealth intends to continue.

Evaluation allocates 800 points to the technical proposal, 800 points to the cost proposal, and up to 400 points for optional oral demonstrations from a maximum of 2,000 total. Proposals scoring below 50 percent of maximum technical points will not advance to cost evaluation. The Commonwealth reserves the right to negotiate with the highest-ranked vendor and proceed to lower-ranked vendors if agreement cannot be reached. Addendum 1 (July 8, 2026) extended the question deadline and proposal due date from the original July 27, 2026 closing. The Commonwealth Buyer is Melissa Hubbard, CPPB, KCPM (502-782-5336).