Horseback Riding Concession for Carter Caves SRP

The Commonwealth of Kentucky Department of Parks is soliciting bids through a Request for Bid (RFB 758 2500000444) to establish a master agreement with a horseback riding concessionaire for Carter Caves State Resort Park in Olive Hill, Kentucky, located in Calloway County. The concessionaire will provide guided horseback trail rides of approximately 45-50 minutes in duration during the 2025 summer season (May 1 through October 31, 2025) and for special events at the Park Manager's discretion, with an estimated 2,000 to 3,000 rides annually based on historical operational data. The successful vendor must maintain a minimum of twelve horses from April through October, provide all necessary equipment including Western saddles and safety helmets, employ competent on-site management and trail guides with a minimum staffing ratio of one staff member per eight riders, and maintain all facilities and animals in accordance with comprehensive health, sanitation, and animal welfare requirements. Bidders must demonstrate a minimum of five years of experience operating horseback riding concessions and must submit written questions by February 4, 2025 at 10:00 AM ET, with bids due electronically through the Kentucky eProcurement system by February 13, 2025 at 1:30 PM ET. The award will be determined using a best value methodology with two evaluation criteria: Commission percentage (100 points, with the highest bidder receiving maximum points and others scored proportionally) and minimum five years of experience (pass/fail requirement). The initial contract period is one year beginning May 17, 2025, followed by four optional one-year renewal periods subject to written approval by all parties. Compensation is structured as a percentage of gross receipts derived from horseback riding operations (excluding Kentucky Sales Tax and Federal Excise Taxes), with the ride price fixed at $22.00 per ride as set by the Department.

Reciprocal preference for Kentucky resident bidders applies to this solicitation, along with preferences for qualified bidders defined as nonprofit corporations furthering Kentucky Chapter 163 purposes or qualified nonprofit agencies for individuals with severe disabilities (which receive 15 percent of maximum points) and Kentucky Correctional Industries (which receive 20 percent of maximum points). Bidders must be registered in the Kentucky Vendor Self Service System and allow 24-48 hours for registration completion prior to electronic submission. All bidders are required to submit a completed Kentucky Tax Registration Application (Revenue Form 10A100) if applicable, Certificate of Authority for foreign entities, required affidavits including the Annual Affidavit attesting non-violation of campaign finance laws and proper tax compliance, and EEO forms if applicable, along with proof of required insurance coverage including Commercial General Liability Insurance ($1,000,000 per occurrence, $2,000,000 aggregate) and Automobile Liability Insurance ($1,000,000 combined single limit). Historical revenue data from the past five years indicates annual gross receipts ranging from approximately $57,236 to $90,388, which provides vendors with baseline financial projections for commission calculations. The contract is classified as miscellaneous services under commodity code 962, and this solicitation represents a re-solicitation of RFB 758 2500000381, which closed on January 21, 2025 without award. Possible award values are contingent upon the commission percentage bid by the successful vendor and actual annual gross receipts, with the Department retaining the contact Keith Srutowski at 502-564-7007 for additional information.