Shuttle-Tram Partner for the Kentucky State Fair Board

The Kentucky State Fair Board issued Request for Proposal 235 2400000195 on February 1, 2024, seeking to establish a Master Agreement for shuttle-tram rental services to transport customers, clients, and staff across properties managed by the Board during events including the Kentucky State Fair, North American International Livestock Exposition, and National Farm Machinery Show. The procurement requires vendors to provide new or new-like condition, ADA-compliant vehicles in various sizes and capacities, including a minimum of 34-passenger buses (estimated 261 annual hours) and 49-passenger coach buses (estimated 132.5 annual hours), with equipment capable of traversing multiple terrains and equipped with weather protection and professional operators without overtime compensation. Vendors must submit proposals electronically through the Kentucky eProcurement System by 3:30 PM EST on February 13, 2024, with vendor questions due by 2:00 PM EST on February 6, 2024, and responses to questions provided on February 8, 2024; vendors must be registered in the Vendor Self Service System at least five to seven days prior to closing. The contract term is one year from award with four optional one-year renewal periods available at mutual agreement, and evaluation is based on 1,000 total points, with 600 points allocated to technical proposal elements (technical approach, equipment list, and value-added services) and 400 points for cost proposal (pricing and sponsorship offerings). Required qualifications include primary liability insurance of $1,000,000 per occurrence and Kentucky statutory workers compensation coverage, with certificates due within thirty days of award and annually upon renewal, and a minimum of $10,000 in annual in-kind bus/shuttle/tram service to qualify as a "Shuttle-Tram Partner," with potential for permanent signage recognition at Freedom Hall and Kentucky Exposition Center gates based on higher sponsorship levels.

The RFP does not specify set-aside designations or restrictions limiting responses to particular types of organizations, nor does it identify incumbent vendors or current contractors. No specific budget or award value is disclosed in the procurement documents. The Kentucky State Fair Board is tax-exempt and will not reimburse federal excise tax or Kentucky sales or use tax. The Board reserves the right to negotiate with the highest-ranked vendor and proceed to subsequent vendors if agreement cannot be reached. Pricing information must be submitted only on the Cost Proposal Attachment C, with all actual costs detailed separately from the technical proposal to ensure clear cost evaluation and comparison among qualified vendors.