Shuttle-Tram Partner for the Kentucky State Fair Board

The Kentucky State Fair Board (KSFB) is soliciting proposals through a competitive Request for Proposal (RFP) process for a Shuttle-Tram Partner to provide bus, shuttle, and tram rental services with operators for transportation at KSFB-managed properties and events. The procurement requires vendors to provide new or new-like condition equipment including a minimum of 34-passenger buses, 49-passenger coach buses, and open-top tour trams with caterpillar-style linkage capability, with all vehicles requiring ADA compliance, multi-terrain operational capability, and weather protection features. Estimated annual usage includes approximately 130 hours for open-top trams, 261 hours for 34-passenger buses, and 132.5 hours for 49-passenger coach buses, though the KSFB reserves the right to adjust quantities. Vendors must possess primary liability insurance with policy limits of $1,000,000 per occurrence covering both the lessee and the Board, along with workers' compensation and employers' liability insurance at Kentucky statutory limits, and must assume full responsibility for equipment maintenance and repairs with substitute equipment provided at no additional charge during breakdowns. The RFP was released on March 18, 2024, with vendor questions due by 2:00 PM EST on March 22, 2024, responses to questions provided on March 26, 2024, and proposals due by 3:30 PM EST on April 1, 2024. Evaluation of proposals will occur on a 1,000-point scale with 600 points allocated to the technical proposal (including technical approach, equipment list, and value-added services) and 400 points to the cost proposal (300 points for proposed costs and 100 points for sponsorship opportunities). The initial contract term is one year from the award date with four optional one-year renewal periods, and submissions must be made electronically through the Kentucky Vendor Self Service (VSS) system.

The RFP documentation does not specify set-aside designations or restrictions on the types of organizations eligible to respond, nor does it identify any incumbent vendors or current contractors. Vendors are required to provide a minimum of $10,000 in-kind bus/shuttle/tram service annually, with vendors sponsoring at higher levels eligible to receive permanent signage benefits at Freedom Hall and Kentucky Exposition Center exterior gates. No overtime rates will be paid under the contract, and vendors must schedule staff for straight-time rates only. The KSFB is tax-exempt and will not reimburse proposal development costs. The specific award value or budget range is not disclosed in the RFP, though the contract procurement is conducted pursuant to KRS 247.147 for competitive negotiations, indicating a formal competitive evaluation process will determine the selected vendor(s).