RFP-758-2600000490-3 | Campground Reservation Management System

The Kentucky Horse Park is seeking a vendor to deliver a comprehensive cloud-based campground reservation management system under a firm fixed unit price contract. The system must support online and phone reservations for RV, tent, electric, and primitive campsites with real-time availability tracking, interactive visual mapping, secure credit card processing, automated confirmations, printable receipts, and full administrative controls. Compliance with PCI-DSS, Commonwealth of Kentucky Office of Technology standards, and if not hosted on state infrastructure, FedRAMP or HITRUST certification is mandatory. Additional requirements include multi-factor authentication, IRS Publication 1075 compliance for Federal Tax Information handling, vulnerability management, and data protection aligned with the AICPA Trust Services Criteria for security, availability, processing integrity, confidentiality, and privacy. The system must achieve 99.5% uptime and ensure real-time data accuracy under peak demand, with successful User Acceptance Testing required prior to go-live. The initial contract term is two years, with the possibility of four additional two-year renewals through mutual agreement, and the Commonwealth may extend usage to other state agencies with vendor consent. Proposals must be submitted electronically through the Vendor Self Service portal by September 9, 2026, in three separate files—Technical Proposal, Cost Proposal, and Proprietary Information—each under 65 MB and in PDF, Word, or Excel format, with no embedded links or hyperlinks. Evaluation is based on equal weighting of technical (800 points) and cost (800 points) proposals, with an optional 400-point oral presentation. Technical evaluation emphasizes security plan, technical approach, implementation timeline, project management, disaster recovery, and turnover planning. Contractors must carry a minimum AM Best insurer rating of B+, maintain $1M general liability, $2M cyber liability, and $1M/$2M technology E&O insurance, and comply with strict data handling protocols including FTI purging upon contract closure and IRS-approved subcontractor oversight. All personnel accessing Federal Tax Information require background checks and annual recertification, and the vendor must be a Kentucky-incorporated resident bidder or qualify as a nonprofit with 75% employment of individuals with severe disabilities. No solicitation or contract value is disclosed, and no CAGE or UEI codes are required.