Event production concession

The Commonwealth of Kentucky Finance and Administration Cabinet, on behalf of the Kentucky Horse Park located in Fayette County, issued Request for Bid (RFB) 758 1900000240 to procure event production concession services. The solicitation seeks qualified vendors to provide comprehensive exposition and convention services including pipe and drape, freight and material handling, electrical connectivity per event specifications, tables, chairs, and decor/furniture for various events such as weddings, horse shows, trade shows, and hospitality functions at the Kentucky Horse Park, which hosts over 100 events annually with approximately 800,000 visitors. Bidders must demonstrate a minimum of five years' experience in event production services and must agree to remit a 10 percent commission on gross sales per event to the Kentucky Horse Park. Up to six vendors will be awarded under this concession opportunity. The initial contract term is one year from the date of award, with four optional one-year renewal periods subject to written approval by all parties and potential renegotiation of terms, with the initial contract term commencing by January 1, 2019. All unit prices must be quoted on an F.O.B. Destination Freight Prepaid and Allowed basis, with vendors responsible for all shipping and freight charges. Written questions were due by October 16, 2018 at 4:30 PM ET, and hard copy bid submissions were required by October 24, 2018 at 1:30 PM ET. The Commonwealth reserves the right to award on a best value basis and to cancel the RFB if responses exceed available funding.

Kentucky resident bidders are eligible to receive reciprocal preference consideration, and qualified bidders including Kentucky Correctional Industries and nonprofit agencies serving individuals with disabilities may receive preference points under the evaluation criteria. Bidders must submit completed Revenue Form 10A100 Kentucky Tax Registration Application, comply with recycling requirements per 200 KAR 5:330, and provide various affidavits including the Annual Affidavit, Resident Bidder Affidavit (if claiming resident status), and Qualified Bidder Affidavit (if claiming nonprofit or disabled services status). All awarded vendors must maintain liability insurance with minimum coverage of $500,000 per person, $1,000,000 aggregate per accident, and $500,000 property damage, with the Kentucky Horse Park named as an additional insured, and must adhere to National Electrical Code and OSHA requirements. Vendors are responsible for establishing their own rental fee schedules subject to Kentucky Horse Park approval and must maintain detailed accounting records for a minimum of two years with annual certified gross sales statements due within 60 days of June 30. The solicitation does not specify an overall award value or budget range; however, vendor compensation is structured entirely on a commission basis with each concessionaire remitting 10 percent of gross sales per event, with late payment penalties of $50 per month applying to commissions more than 21 days overdue.