Office trailer rental

The Commonwealth of Kentucky Finance and Administration Cabinet issued Request for Bid (RFB) 758 1900000452 on January 29, 2019, on behalf of the Kentucky State Fair Board (KSFB) for office trailer rental services to support three annual events held at the Kentucky Exposition Center: the National Farm Machinery Show in February, the Kentucky State Fair in August, and the North American International Livestock Show in November. The procurement seeks a master agreement for temporary mobile housing units in various configurations and sizes, divided into two primary groups: ground-level trailers without stairs (including 8 ft x 20 ft units with one room, and 8 ft x 40 ft units with one or two rooms) and trailers with stairs in multiple configurations ranging from 8 ft x 32 ft to 12 ft x 56 ft accommodating one to three rooms, plus a specialized designer trailer for entertainers and 20 sets of stairs for rental. Vendors must submit monthly rental pricing for each trailer type and configuration and are responsible for all delivery, pickup, placement at KSFB-designated locations, and necessary equipment or parts for secure setup in compliance with OSHA regulations; all trailers must be delivered in clean, sanitary, like-new condition at the vendor's expense, and the successful bidder must provide primary liability insurance with policy limits of $1,000,000 per occurrence through a Kentucky-certified company. The bid closing date was February 13, 2019, at 1:30 p.m., with written vendor questions due by February 5, 2019, at 4:30 p.m. EST, and bids submitted in sealed format to the Finance Office of Procurement Services located at 702 Capitol Ave, Capitol Annex Room 095 in Frankfort, Kentucky. The resulting contract will be awarded as a master agreement with an initial contract period of one year from the date of award with an option to extend for four additional one-year periods at the discretion of both parties. The Commonwealth employed a best value approach using a ranking method weighting total cost offer at 900 points and delivery at 100 points, with the lowest-priced bidder receiving the maximum score and other bids scored proportionally; delivery was evaluated based on calendar days after receipt of order, with a one percent daily penalty deducted from invoices for each day delivery was not met.

Reciprocal preference applies to Kentucky resident bidders, with additional preferences available for Kentucky Correctional Industries (20 percent preference) and qualified bidders including Kentucky Industries for the Blind (15 percent preference). All bidders were required to submit a Kentucky Tax Registration Application Form 10A100, a Certificate of Authority for foreign entities, required affidavits including the Annual Affidavit for Bidders, Offerors and Contractors affirming compliance with Kentucky Revised Statutes regarding campaign finance laws, sales and use tax registration, state tax obligations, and gift prohibitions, and Equal Employment Opportunity forms if applicable; resident bidders claiming status under KRS 45A.494(2) were required to submit a Resident Bidder Affidavit affirming authorization to transact business in Kentucky and filing of income taxes, unemployment insurance payments, and workers' compensation coverage for one year prior to and through the date of advertisement, while qualified bidders could submit a Qualified Bidder Affidavit to claim status under 200 KAR 5:410(3). The Commonwealth reserved the right to cancel the RFB if responses exceeded available funding and to deem vendors ineligible from further participation if they failed to comply with solicitation provisions and associated terms and conditions. No incumbent vendors or current contractors were identified in the solicitation documents. Price increases were prohibited during the first twelve months of the contract, with increases after that period requiring written justification based on industry-wide price changes and a minimum of thirty days' notice prior to the effective date. The specific award value or budget range for this solicitation was not disclosed in the provided documentation.