KSFB Event Merchandising

The Kentucky State Fair Board (KSFB), operating under the Kentucky Venues brand, issued Request for Proposal (RFP) 235 2600000368 on March 20, 2026, seeking qualified vendors to provide comprehensive merchandise design, sourcing, and production services for official event merchandise across three major annual events: the National Farm Machinery Show (300,000+ annual attendance), the Kentucky State Fair (600,000+ annual attendance), and the North American International Livestock Exposition (200,000+ annual attendance). The procurement solicits original merchandise design concepts, artwork development, product sourcing, manufacturing, physical samples, digital proofs, packaging, and delivery of finished goods to designated warehouse or event locations, with product categories including apparel, headwear, outerwear, premium lifestyle merchandise, and collectibles spanning extensive merchandise lines such as caps, beanies, koozies, t-shirts, hoodies, vests, sweatshirts, polos, youth and infant clothing, and promotional items. Vendors must demonstrate experience servicing large-scale events with attendance exceeding 200,000 and provide detailed examples of comparable event merchandise programs with state fairs, livestock shows, trade shows, or festivals, along with company background information, years of operational experience, and financial stability supported by two years of financial statements. The RFP evaluation employs a maximum of 1,500 points with 1,000 points allocated to technical criteria—including design and production capabilities, e-commerce fulfillment options, inventory management models, design and brand control, and event experience—and 500 points for cost proposal evaluation. Critical deadlines include written vendor questions due by March 27, 2026, anticipated Commonwealth responses on April 3, 2026, and proposals due by April 10, 2026 at 3:00 PM EST, with the anticipated contract term of two years featuring two optional two-year renewal periods upon mutual agreement.

The RFP does not identify specific set-aside designations or restrictions limiting response to disadvantaged enterprises, though foreign entities must provide a certificate of authority from the Kentucky Secretary of State with their solicitation response. No incumbent vendor information or existing infrastructure requiring integration is specified in the available documentation. Vendors must submit responses through the Kentucky Vendor Self Service (VSS) online platform at https://emars311.ky.gov/webapp/vssprdonline3111d/AltSelfService, including completed bid information, a technical proposal with transmittal letter identifying any proposed deviations and designated primary and day-to-day operations contacts, Attachment E Vendor Experience Form demonstrating qualifications, and a cost proposal utilizing the provided Attachment C form with pricing submitted on a separate bid sheet and $0.01 entered in the electronic unit price field. The RFP specifies that vendors must identify minimum order quantities, production lead times, drop-ship capabilities, and reorder timelines, with optional e-commerce fulfillment services available including online store setup, order fulfillment, shipping, and returns processing with itemized service fees such as design fees ($50 per hour), platform fees ($20), fulfillment fees ($20), storage fees ($120 per day), and setup or screen charges ($50 each). The KSFB retains full pricing authority, POS system control, inventory control, all customer data, and final approval authority on all designs and products, and award of a contract does not guarantee a specific volume of orders, with either party permitted to terminate the agreement for convenience with 60 days' written notice.