Athletic Training Services and Sports Medicine

SCHOOL DISTRICT OF
WARREN COUNTY PUBLIC SCHOOLS
BOWLING GREEN, KENTUCKY
REQUEST FOR PROPOSAL
RFP # 2027-01
ATHLETIC TRAINING SERVICES
AND SPORTS MEDICINE
PROPOSAL SUBMISSION DEADLINE:
10:00 AM (CT), THURSDAY, JUNE 11, 2026
All time references in this RFP refer to the Central Time Zone.
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INSTRUCTIONS FOR SUBMISSION OF PROPOSAL
IMPORTANT
Proposals shall be received by the deadline for proposal submission noted in Section 2.
Offerors are encouraged to use the following "Proposal Submission Checklist" to ensure they have
included all the items required by the solicitation.
Mail or hand-deliver your Proposal to:
Warren County Schools Board Office
303 Lovers Lane
Bowling Green, KY 42103
* If mailing, allow for ample time for your proposal to be received before the deadline.
* If hand-delivering, allow for ample time for potential long lines at the Board Office and to get
through any security and check-in procedures.
Proposals received after the submission deadline WILL be disqualified.
PROPOSAL SUBMISSION CHECKLIST
*
SUBMIT THE FOLLOWING FOR YOUR TECHNICAL PROPOSAL IN AN ENVELOPE LABELED "TECHNICAL
PROPOSAL."
*
ATTACHMENT A (signed) - SOLICITATION RESPONSE COVER PAGE
*
ATTACHMENT B - NON-DISCRIMINATION/MINORITY-OWNED BUSINESS FORM
*
ATTACHMENT C (notarized) - REQUIRED AFFIDAVIT FOR BIDDERS, OFFERORS AND CONTRACTORS
*
ATTACHMENT D (if applicable) (notarized) - RESIDENT VENDOR AFFIDAVIT
*
ATTACHMENT E - REFERENCES
*
ATTACHMENT F - TECHNICAL PROPOSAL CONTENT
*
CERTIFICATE OF INSURANCE REQUIREMENT (see Section 6 for details) - Providing this is optional during
the RFP process but is required within 5 business days of Contract award.
A. SUBMIT THE FOLLOWING FOR YOUR COST PROPOSAL IN A SEPARATE AND SEALED ENVELOPE AND LABEL
THE ENVELOPE "COST PROPOSAL."
ATTACHMENT G (signed) - COST PROPOSAL FORM
*
Both Technical Proposal and Cost Proposal envelopes may be INCLUDED together in a single larger envelope
for mailing or delivery purposes.
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SECTION 1. INTRODUCTION
A. STATEMENT OF PURPOSE
This Request for Proposals ("RFP") is issued by Warren County Public Schools ("the District") to solicit
proposals from qualified individuals and organizations ("Offerors") to furnish the goods and services described
in this document. Additional details may be found in Section 3. Scope of Services.
B. LEGAL REQUIREMENTS
Offerors are advised that any contract resulting from this RFP shall comply with all applicable provisions of KRS
Chapter 45A and other statutes and policies noted in this RFP. The Warren County Public Schools Procurement
Manual (as adopted by the Warren County Board of Education) shall be fully incorporated by reference into
this RFP. A copy of this Procurement Manual may be obtained from the District Office upon request at a cost
not to exceed the cost of reproduction.
C. SYNONOMOUS TERMS
As used throughout this proposal and its attachments, the following terms are synonymous:
a. Warren County Public Schools and District are synonymous.
b. Solicitation, Request for Proposals, and RFP are synonymous.
c. Offeror, Supplier, Vendor, Company, Firm, are synonymous.
d. Agreement and Contract are synonymous.
e. Successful Offeror and Contractor are synonymous.
f. Project, Services, Scope, and Work are synonymous.
SECTION 2. SCHEDULE OF EVENTS, COMMUNICATIONS
A. SCHEDULE OF EVENTS
Event Date Time (CT)
Release of RFP 6/3/2026
Deadline for Proposals to be submitted 6/11/2026 10:00 am
Anticipated Date of Contract Award 6/22/2026
Anticipated Contract Start Date 7/1/2026
The District reserves the right to adjust these dates during the solicitation process.
B. RFP AND ADDENDA
The RFP and addenda may be downloaded from the District website while the RFP is posted.
C. COMMUNICATIONS
District Finance Director, Kathy Phelps (kathy.phelps@warren.kyschools.us), shall be the sole point of contact
concerning this solicitation. Prospective and actual Offerors shall not directly contact other District personnel
regarding matters concerning this solicitation or to arrange meetings related to such. Any unauthorized
contact may be cause for disqualification of the Offeror.
D. AMENDMENTS TO THE RFP
Please note that any amendments to a solicitation (such as the revision of the RFP to include the answers to
the written questions) will be posted on the District website where the RFP was originally posted.
It is important for prospective Offerors to check the website regularly for posted addenda. No amendments
will be issued later than seven (7) days prior to the submission deadline of proposals, except for postponing
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the date for receipt of proposals, or withdrawing the request for proposals. Each Offeror shall determine prior
to submitting its proposal that it has received all amendments issued. Offerors are responsible for submitting
proposals using the latest version and amendments to the solicitation.
SECTION 3. SCOPE OF SERVICES
The intent of this contract is to partner with a qualified vendor to provide four (4) full-time Athletic Trainers in
exchange for a wide range of promotional benefits for the vendor. Vendors may submit proposals for any of
the following service groupings:
1. South Warren Middle School and South Warren High School, together with Warren Central High School
and Henry F. Moss Middle School
2. Greenwood High School and Drakes Creek Middle School, together with Warren East High School and
Warren East Middle School
3. A comprehensive proposal covering all eight (8) schools listed above
The District may award by individual grouping or award a single contract for all schools, whichever is
determined to be in the best interest of Warren County Public Schools.
A. SERVICES AND EXCLUSIVITY
The Warren County Board of Education seeks the goods and services of a qualified vendor to provide athletic
training services and sports medicine as set forth in Exhibit A, Services attached during such times and at those
events set forth in Exhibit B, Coverage. In the event Contractor's attendance would be required at more than
one (1) event as set forth in Exhibit B. Coverage as a result of multiple events being scheduled for the same
time, the Athletic Director for the School will give Contractor reasonable prior notice as to whether Contractor
shall divide its time between events or whether the Contractor shall only attend one(1) of the events.
Contractor represents that its Services shall be provided in a first-class high quality and professional manner
and that it has the background and expertise and personnel necessary to provide the Services for the School.
During the term of this Agreement, Contractor shall be the exclusive provider or sports medicine and
rehabilitation services to School. Contractor will also be the exclusive sports medicine and rehabilitation,
physical therapy and athletic training advertiser at School. In exchange for Contractor's Services, School shall
recognize Contractor as the exclusive sports medicine and rehabilitation provider of School and agrees not to
enter into any agreements or arrangements to provide signage at the School's home venues with any other
providers of athletic training, physical therapy, occupational therapy, occupational health, sports medicine and
rehabilitation services.
In consideration of the mutual covenants and agreements contained herein, the School will provide the
deliverables set forth in Exhibit C, Sponsorship attached hereto.
B. RESPONSIBILITIES OF THE SCHOOL
At the School location, the School shall:
1. Provide a dedicated area reasonably acceptable to Contractor (the "Athletic Training Room") to perform
the Services, other than the Services provided at events.
2. Provide all reasonably necessary and required supplies and equipment required in connection with the
performance of the Services upon written request from Contractor. Any supplies and equipment furnished
by the School and not used in the performance of the Services shall be returned to the School upon the
expiration or earlier termination of this Agreement.
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3. Take such action and adopt such policies as are reasonable and desirable to facilitate communication
between the School, its coaches, and other representatives of its Athletic Department and Contractor.
4. Designate the School's Athletic Director to serve as Contractor's primary contact for communication with
the School.
5. Provide Contractor with athletic event schedules approximately one (1) month prior to the first scheduled
event each season and communicate revisions to the schedule to Contractor no less than two (2) weeks
prior to any such revision.
6. Provide Contractor with reasonable access to a telephone in, or in close proximity to, the Athletic Training
Room.
7. Cooperate with Contractor in all other respects to achieve the objectives of this Agreement.
C. COMPENSATION
In addition to the deliverables provided to the vendor set forth in Exhibit C, Sponsorship, coverage to the
School for Services provided beyond those contractual obligations as specified in Exhibit A, Services and
Exhibit B, Coverage, is subject to Contractor approval and will be billed to the School at an hourly rate
mutually agreed by the parties.
Other necessary contractual terms may be included in the awarded contract if mutually agreed by the parties.
The District reserves the right to award this contract in whole, in part, to a single or multiple Contractors, or
not at all so that its best interest is served. The District also reserves the right to waive informalities and minor
irregularities in proposals received, to request additional information, and to negotiate with contractors.
D. GENERAL REQUIREMENTS
The Contractor should provide the services described in Section 3. Scope of Services.
Background Checks: In accordance with KRS 160.380, Contractor agrees to have background checks obtained
at the Contractor's expense for all workers prior to commencing any work. Additionally, no employee of the
Offeror shall be assigned or allowed on school district property who is a registered sex offender or who is
otherwise prohibited by law from being on school district property.
Dress Code: For services performed on District property, shirts are to be worn; they may not be torn or cut off;
and they may not have unsightly logos or text.
The School District reserves the right to ask the Offeror to remove any employee of the Offeror whom the
district finds objectionable.
Tobacco and Vape Free Campuses: Smoking, tobacco use of any kind, vaping devices, and electronic cigarettes
are strictly prohibited on any WCPS property.
Reports: The Contractor shall maintain and keep a current summary report that will reflect cumulative dollar
figures for goods and services invoiced. This report shall be made available to Warren County Public Schools
upon request (within 14 calendar days) and shall reflect cumulative dollar figures for each product/service
category.
SECTION 4. PROPOSAL CONTENT
IMPORTANT: This Section outlines the items needed in your Technical and Cost Proposals.
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All information contained within the Technical and Cost Proposals should be verifiable based upon the
documentation provided. Failure to provide all information, or any inaccuracy or misstatement may be
sufficient cause for rejection of the proposal or rescission of an award. Conversely, the District reserves the
right to ask for specific information from an Offeror, where an Offeror did not provide requested information.
A. TECHNICAL PROPOSAL CONTENT [1,000 POINTS]
Provide responses to the following sections-Mandatory Requirements, Company Overview, Services,
Coverage, Sponsorship, and References-in the order listed. All Technical Proposal content must be included in
Attachment F.
The Technical Proposal must not contain any cost or pricing information, as all pricing shall be submitted
exclusively in Attachment G, Cost Proposal.
Pass/Fail Disclosure Items
Company Overview items in Sections 4.A.2.b, 4.A.2.c, and 4.A.2.d, as well as References in Section 4.A.6, are
evaluated on a Pass/Fail basis. These items are informational in nature and are intended to help the District
understand the Offeror's organizational structure, history, and potential risk factors.
A "Fail" on an individual Pass/Fail item does not automatically disqualify an Offeror. However, the District may
consider the circumstances, completeness, and relevance of any response when determining the Offeror's
overall responsibility, financial stability, and suitability for award.
The District reserves the right to evaluate the context of any negative or incomplete response and to
determine whether it presents a material risk to successful contract performance.
1. Mandatory Requirements [PASS/FAIL] [A Fail in the Mandatory Requirements disqualifies the offeror.]
Offerors shall meet the following requirements:
a. Actively engaged in the industry for a minimum of 5 years. [PASS/FAIL]
o Indicate Yes or No
b. Carry the required amount of insurance stated in Section 6. Terms and Conditions.
This is optional during the RFP process but is required within 5 business days of Contract award
and execution. [PASS/FAIL]
o Indicate Yes or No
c. In accordance with KRS 160.380, Contractor agrees to have background checks obtained at the
Contractor's expense for all workers prior to commencing any work. [PASS/FAIL]
o Indicate Yes or No
2. Company Overview [100 POINTS]
a. Provide an introduction and general description of your company, its background, and why it is the
best contractor choice for Warren County Public Schools. [100 PTS]
b. If your company/organization is the subsidiary of a larger corporation, describe the relationship
and the extent to which your parent corporation is financially obligated to uphold the
commitments made by your firm.
[PASS/FAIL] (Non-Disqualifying)
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c. Has your company/organization ever been suspended, decertified, or barred by any governmental
or public agency from providing services, even temporarily? If yes, explain.
[PASS/FAIL] (Non-Disqualifying)
d. State any proposed exceptions or deviations you may have with any term, condition, or
requirement listed in this solicitation. The District reserves the right to summarily decline any
proposed exceptions, or deviations which are not included in the Cover Letter.
[PASS/FAIL] (Non-Disqualifying)
e. (Optional) Provide any additional relevant details about your company, team, and/or services.
3. Services [500 POINTS]
a. Review and acknowledge each item in Exhibit A, Services.
b. Propose any language revisions, added, and/or deleted language as needed to improve the
contractual Services terms.
4. Coverage [200 points]
a. Review and acknowledge each item in Exhibit B, Coverage.
b. Propose any language revisions, added, and/or deleted language as needed to improve the
contractual Coverage terms.
5. Sponsorship [200 points]
a. Review and acknowledge each item in Exhibit C, Sponsorship.
b. Propose any language revisions, added, and/or deleted language as needed to improve the
contractual Coverage terms.
6. References [PASS/FAIL] (Non-Disqualifying)
Provide at least three (3) previous client references for whom you have provided similar services during
the past 5 years. Warren County Public Schools may be a reference. The District reserves the right to
contact any references listed.
You may use the References Form in Appendix A.
B. COST PROPOSAL CONTENT [1,000 POINTS]
The District's preferred model is for the Vendor to provide all Services (Exhibit A) and Coverage (Exhibit B) at
no cost to Warren County Public Schools in exchange for the sponsorship benefits described in Exhibit C.
Offerors may submit a proposal under either of the following cost structure options: Option A - No-Cost
Proposal (Preferred) or Option B - Fee-Based Proposal.
All costs, prices, and billable rates must be provided exclusively in the Cost Proposal (Attachment G). Any
proposed costs submitted in Attachment G may be subject to negotiation with the awarded Contractor prior to
Contract issuance.
SECTION 5. EVALUATION AND AWARD
A. EVALUATION CRITERIA
All proposals submitted in response to this RFP will be reviewed for responsiveness by the Finance Department
prior to referral to the evaluation committee(s). A technical evaluation committee will evaluate all responsive
proposals in accordance with the criteria and points noted below. The evaluation and scoring of the Cost
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Proposal will be performed independently of the technical evaluation. The proposal with the lowest cost bid
will generally receive the highest score for the evaluation of cost. Oral Presentations/Discussions and the BAFO
process are optional components and may not be required. After the entire evaluation process is complete and
negotiations are concluded, the Contract Award will follow.
Evaluation Stage Description Maximum Score
Technical Evaluation Mandatory Requirements Pass/Fail
Company Overview 100
Services 500
Coverage 200
Sponsorship 200
References Pass/Fail
Cost Evaluation Cost Proposal 1,000
Optional Oral Presentations/Discussions 300
Optional BAFO TBD
B. ORAL PRESENTATIONS
Oral presentations and/or discussions may be requested by a shortlist of Offerors, if it is in the best interest of
the District to do so. Since presentations are optional, Offerors are encouraged to submit full and complete
information with their proposals. Presentations may be held in person, via conference call, or via video
conference. Details will be finalized when the presentations are scheduled.
C. BEST AND FINAL OFFER (BAFO)
The District, at its discretion, may utilize a Best and Final Offer (BAFO) stage. If this phase is utilized, the District
shall submit to the shortlisted Offerors requests for specific clarification and allow Offerors to revise their cost
proposals. If an Offeror is invited to participate in the BAFO stage, the dates may not be flexible. If the District
requests BAFOs, the District may revise cost proposal scores, based upon additional information and
clarification received in this stage. In lieu of revising initial cost scoring, the District may evaluate BAFOs by use
of an additional scoring phase.
D. CONTRACT AWARD
Any resulting contract(s) from this solicitation will be awarded to the Offeror(s) whose overall offer is deemed
to be the most advantageous to the District as determined by the evaluation process. Please note that the
reciprocal preference for resident bidders required by KRS 45A.494 may impact final contract award in certain
circumstances. See Section 6 of this RFP for additional information. Following evaluations of proposals and any
applicable negotiations, the District will submit a recommendation for contract award to the Warren County
School Board for review at its next Board meeting. If the School Board approves the recommendation, the
District will notify the Offeror(s) selected for award.
SECTION 6. TERMS AND CONDITIONS
TERM OF THE CONTRACT
The initial Contract term is expected from July 1, 2026, or upon Board approval (whichever is later) through
June 30, 2029. Upon mutual agreement of the parties, the Contract may be renewed for the same and/or
additional projects of a similar scope for up to two 1-year periods. Prices quoted herein or as negotiated by the
parties are to remain firm for the initial contract term. Costs for renewal periods will be mutually negotiated by
the parties.
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INVOICING AND PAYMENT
Payments for goods/services will be made upon satisfactory completion. Invoices shall be sent or delivered to:
Warren County Public Schools
Attn: Finance Dept - Accts Payable
303 Lovers Lane
Bowling Green, KY 42103
Invoices will be reviewed and submitted to the District Board for payment approval and typically paid within 30
days of receipt. Depending on the next scheduled Board meeting and the agenda deadline, it may take up to
60 days to remit payment. The District pays invoices by check. If requested, the District may pay by credit card,
however, the Contractor is responsible for any fees for credit card payments.
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CERTIFICATE OF INSURANCE REQUIREMENT
This is optional during the RFP process but is required within 5 business days of Contract award and execution.
The successful Offeror shall furnish a certificate of insurance in accordance with the requirements set forth
below, as applicable, or at minimum, in accordance with local and state laws for the performance of the
awarded Contract.
The successful Offeror agrees that required insurance shall not be canceled or permitted to lapse during the
term of any awarded Contract without prior written notification to Warren County Public Schools. The
Certificate of Insurance shall name the Board of Education of Warren County (Attn: Insurance/Real Estate
Department, 303 Lovers Lane, Bowling Green, KY 42103) as additional insured.
OFFEROR'S LIABILITY INSURANCE
The insurance required shall be written for not less than the following limits or greater if required by law:
Worker's Compensation:
State Statutory
Applicable Federal (e.g. Longshoreman's) Statutory
Employer's Liability $100,000.00
Comprehensive or Commercial General Liability (including Premises-Operations; Independent Offeror's
Protection; Product Liability and Completed Operations; Broad Form Property Damage):
General Aggregate (Except Products-Completed Operations) $2,000,000.00
Products-Completed Operations Aggregate $1,000,000.00
Personal/Advertising Injury (Per Person/Organization) $1,000,000.00
Each Occurrence (Bodily Injury and Property Damage) $1,000,000.00
Limit per Person Medical Expense $5,000.00
Exclusions of Property in Offeror's Care, Custody or Control will be eliminated.
Property Damage Liability Insurance will provide coverage for explosion, collapse and underground
damage.
Contractual Liability:
General Aggregate $2,000,000.00
Each Occurrence (Bodily Injury and Property Damage) $1,000,000.00
Automobile Liability (Commercial Vehicles):
Bodily Injury (combined single limit) $2,000,000.00
Property Damage (combined single limit) $1,000,000.00
Commercial Buses $10,000,000.00
Professional Liability (for architectural or construction management services):
Per Occurrence $1,000,000.00
Annual Aggregate $2,000,000.00
Cyber Insurance (if Contractual requirement exists): $5,000,000.00
PROPOSAL UTILIZATION OF MINORITY VENDORS
The utilization of minority and subcontractors are encouraged, wherever possible, on public Contracts. The
Contractor should make full efforts to locate minority business persons. For assistance in identifying minority
vendors and subcontractors, contact the Commonwealth of Kentucky Finance Cabinet, Minority and Women
Business Enterprise Certification Program.
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