Project Information

Bid Title

Athletic Training Services and Sports Medicine

Issuing Agency

Warren County Public Schools

Location

Kentucky

Published Date

Jun 3, 2026

Closing Date

Jun 11, 2026

Government Level

State & Local

Status

Closed

Ref. #

2027-01

Original Source

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Bid Documents

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Project Description

Bid/RFP Number	Bid/RFP Title	Posting Date	Closing Date/Time
2027-01	Athletic Training Services and Sports Medicine	June 3, 2026	Thursday, June 11, 2026, 10:00 AM CST

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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.

Page 1 of 43

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.

Page 2 of 43

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

Deadline for Proposals to be submitted

Anticipated Date of Contract Award

Anticipated Contract Start Date

6/3/2026

6/11/2026

6/22/2026

7/1/2026

10:00 am

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

Page 3 of 43

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.

Page 4 of 43

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.

Page 5 of 43

Commodity Codes

• NAICS 423450Medical, Dental, and Hospital Equipment and Supplies Merchant Wholesalers
• NAICS 611430Professional and Management Development Training
• NAICS 611620Sports and Recreation Instruction
• NAICS 621111Offices of Physicians (except Mental Health Specialists)

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