Kentucky Oaks and Derby Hotel Accommodations

Louisville Jefferson County Metro Government is seeking high-quality, full-service hotel accommodations for guests of the Mayor during the 152nd running of the Kentucky Derby and Oaks, with a specific Request for Proposal (RFP #260065) released by the Economic Development department. The procurement requires hotels located in the Central Business District or within a half-mile, with specific geographic boundaries defined by the Ohio River, Broadway, 9th Street/Roy Wilkins Boulevard, and Interstate 65. Required deliverables include a minimum room block of eight king-size rooms, with breakfast options on Oaks Day (May 1, 2026) and Derby Day (May 2, 2026). Evaluation criteria are weighted equally between amenities/guest experience (50 points) and price (50 points), with proposals to be reviewed by representatives from the Mayor's Office and Economic Development. The procurement timeline includes a question period from August 22, 2025, at 11:00 AM EDT through August 28, 2025, at 3:00 PM EDT, with sealed proposals due by 3:00 PM EDT on September 5, 2025, to be submitted through Louisville Metro's web-based Bonfire portal.

The RFP includes several preference provisions that may impact vendor selection, including a minimum wage preference offering a 5% price reduction for businesses paying at least $10.10 per hour and a local vendor preference providing a 5% price reduction or 5 additional points for qualifying local businesses. The procurement includes standard government provisions for insurance requirements, indemnification, and compliance with Louisville Metro ordinances regarding employment practices. Vendors must complete and submit multiple forms, including a W-9, Ban the Box certification, Acknowledgements & Preference form, and a comprehensive amenities list detailing available hotel services. While no specific contract value is explicitly stated, the procurement suggests the contract will cover accommodations for the Mayor's guests during the Kentucky Derby and Oaks weekend. Proposers must be prepared to demonstrate compliance with local ordinances, provide detailed pricing for a three-night king room stay, and showcase their ability to offer a unique Louisville experience with a full range of high-quality services and amenities.