Hay and Straw for Kentucky Horse Park

The Commonwealth of Kentucky Finance and Administration Cabinet is issuing a Request for Bid (RFB 758 2600000556) on behalf of the Kentucky Horse Park to establish a Master Agreement for the supply of hay and straw. The procurement is divided into two groups: Group 1 consists of baled straw (40-60 lbs per bale, two or three string tied), and Group 2 comprises four varieties of baled hay—Orchard Grass/Alfalfa, Timothy Grass/Alfalfa, Timothy Grass/Orchard Grass mixture, and Western Straight Alfalfa (50-80 lbs per bale)—totaling 129 tons across five line items: 5 tons of baled straw, 20 tons of Orchard Grass/Alfalfa hay, 20 tons of Timothy Grass/Alfalfa hay, 80 tons of Timothy Grass/Orchard Grass hay, and 4 tons of Western Straight Alfalfa for aged horses. Vendors may bid on either or both groups and must meet stringent quality specifications requiring all hay and straw to meet USDA Hay Quality Designation Guidelines (minimum premium quality for alfalfa/alfalfa mixes and minimum good quality for grass mixes), be free from mold, excessive dust, weeds, and foreign matter, and comply with specified weight and tie configurations. All deliveries must be completed within seven calendar days of order placement, coordinated Monday through Friday between 8:00 a.m. and 4:00 p.m. local time at 4089 Ironworks Parkway in Lexington, Kentucky, with vendors responsible for all unloading labor and equipment, including hay elevator provision for loft access at the Hall of Champions barn. The evaluation criteria uses a best value ranking approach allocating 90 points for pricing (with lowest price receiving maximum points) and 10 points for delivery performance (with lowest delivery time in working days receiving maximum points), and the contract will award to the vendor with the highest combined score. Written vendor questions were due April 29, 2026 by 10:00 a.m. ET, with bid closing on May 8, 2026 at 1:30 p.m. ET through electronic submission in the Commonwealth eProcurement system; all bidders must register in the Vendor Self Service portal at least 24-48 hours before submission.

The procurement includes preferential scoring designations for Kentucky resident bidders, who qualify for reciprocal preference equal to the preference given by non-resident bidders' home states, and for qualified bidders receiving preference equal to 15-20 percent of maximum points, including Kentucky Correctional Industries, Kentucky Industries for the Blind, and qualified nonprofit agencies furthering Kentucky Revised Statutes Chapter 163 or employing individuals with severe disabilities for at least seventy-five percent of direct labor hours. Bidders claiming resident or qualified bidder status must complete and notarize required affidavits confirming business authorization in Kentucky, filing of corporate income taxes, payment to unemployment insurance and workers' compensation funds, and compliance with applicable regulations; the Commonwealth reserves the right to request supporting documentation. All pricing must be submitted on an F.O.B. Destination Freight Prepaid and Allowed basis exclusive of federal excise taxes and Kentucky sales or use taxes, with the initial contract period of one year from award date followed by optional renewal for four additional two-year periods subject to mutual written approval and potential price renegotiation. Vendors must maintain Commercial General Liability Insurance of $1,000,000 per occurrence and $2,000,000 aggregate, plus Automobile Liability Insurance of $1,000,000 combined single limit for delivery vehicles, with proof of insurance required prior to award. Price increases are not permitted during the first twelve months; thereafter vendors may request increases based on industry-wide price changes with written justification and 30 days' notice, while price decreases must be reflected immediately. A one percent daily deduction applies to invoices for each day delivery deadlines are missed, and all deliveries remain subject to inspection and acceptance with moldy or unsatisfactory bales returned at vendor expense; no specific budget range or award value is provided in the solicitation documents.