Rock and Sand KY State Fair Board

The Commonwealth of Kentucky Finance and Administration Cabinet, on behalf of the Kentucky State Fair Board in Bath County, issued Request for Bid (RFB) 758 2100000520 on March 17, 2021, for the procurement of rock and sand materials to support operations at the Kentucky Fair & Exposition Center located at 937 Phillips Lane, Louisville, Kentucky. The solicitation encompasses six commodity line items: Limestone Crushed Rock Size 2 and 3, Limestone Crushed Rock Size 57 and 5, Limestone Crushed Rock Rockdust and Agricultural Lime, Limestone Crushed Rock DGA and 610, Masonry Sand, and Channel Liner Size 1, with each line item requiring bids for 1,000 tons at specified per-ton pricing. Vendors must deliver all materials within 48 hours of order receipt, with deliveries potentially required on weekends, and quotations must be F.O.B. Destination Freight Prepaid and Allowed, placing all freight responsibility on the vendor. The evaluation methodology employs a best value ranking approach allocating 90 points to price (with the lowest bidder receiving maximum points) and 10 points to delivery performance (with points awarded only to vendors delivering faster than the 48-hour requirement). Critical deadlines include written questions due by March 24, 2021, at 10:00 a.m. ET, and bid submission required by April 1, 2021, at 1:30 p.m. ET through the Kentucky eProcurement system, with paper bids explicitly prohibited. The resulting Master Agreement shall be effective June 15, 2021, for an initial one-year term with options to extend for four additional one-year periods, subject to written approval from all parties and potential renegotiation of pricing terms.

No set-aside designations for disadvantaged enterprises, minority-owned businesses, or other protected classifications are identified in the solicitation documents. Kentucky resident bidders may receive reciprocal preference against nonresident bidders from states that provide preference to their own residents, contingent upon the specific state of origin. Vendors must comply with comprehensive affidavit requirements established by the Commonwealth of Kentucky, including compliance with campaign finance laws, sales and use tax registration, non-delinquency on state taxes and fees, and trade boycott prohibitions, with all affidavits subject to notarization and potentially valid for one year. All bidders must register in the Commonwealth eProcurement System prior to bid submission and provide required documentation including Revenue Form 10A100, Certificate of Authority for foreign entities, required affidavits, and EEO forms if applicable. The solicitation documents do not identify incumbent vendors, current contractors, or specify a fixed contract value; instead, pricing is submitted on a per-ton basis with all prices remaining firm for 60 calendar days following the bid due date and not increasing during the first 12 months of contract performance. Interested vendors should direct questions to Keith Srutowski at 502-564-7007 for clarification on solicitation requirements.