RFP-758-2600000490-2 | Campground Reservation Management System

The Kentucky Horse Park is seeking a vendor to develop and implement a cloud-based campground reservation management system through solicitation RFP-758-2600000490-2, with proposals due by September 9, 2026. The system must support real-time campsite availability, secure online and phone reservations, multi-type site management including RV, tent, electric, and primitive sites, and fully PCI-DSS-compliant payment processing. All operations must ensure 99.5% uptime, include multi-factor authentication, and comply with Kentucky’s Personal Information Security Act and IRS Publication 1075 for handling Federal Tax Information. The contract requires a firm fixed unit price structure with an initial two-year term and the possibility of up to four additional two-year renewals, though no pricing details are specified in the solicitation. Vendors must submit proposals in three separate files—Technical, Cost, and Proprietary—each as a single document not exceeding 65 MB, with embedded links and external files prohibited. Evaluation will be based on a trade-off approach totaling 2000 points, with technical merit weighted heavily at 800 points across areas including technical approach, implementation timeline, project management, security planning, disaster recovery, and turnover strategy, plus an additional 50 points for executive summary and company background. The cost proposal carries equal weight at 800 points, and an optional oral demonstration may contribute up to 400 points. The vendor is responsible for full system development, hosting, training, and documentation, and must guarantee data turnover and knowledge transfer upon contract completion. Security requirements are stringent: all personnel handling Federal Tax Information must undergo IRS-mandated background checks, subcontracting involving FTI requires prior written IRS approval, and all electronic media must be sanitized per NIST 800-88 guidelines upon termination. Contractors must maintain commercial general liability, automobile, and professional technology liability insurance with minimum limits of $1 million each, and must comply with Kentucky-specific vendor requirements, including resident bidder status or nonprofit disability employment qualifications. Proposals must be submitted electronically via the Kentucky Vendor Self Service portal, with strict formatting rules and no exceptions for late submissions.