1-RFI Oil Sample Testing.docx

Utah Transit Authority (UTA)

REQUEST FOR INFORMATION

RFI# 041726JH

UTA Oil Sample Testing

Name: Brent Miller Title: UTA Buyer Contact Information: BrMiller@rideuta.com

Date: 4/30/2026, no later than 5:00 p.m., local time

Submit to: https://utah.bonfirehub.com/portal/?tab=openOpportunities

PART I INTRODUCTION

A. Purpose and Background This Request for Information (RFI) is an information-gathering and market research tool, not a formal solicitation of a specific requirement (such as in a “Request for Proposals” document). UTA is seeking information regarding oil sample testing and vendor interpretation services from interested parties as defined in this RFI document. This is an opportunity for interested parties to assist UTA in better understanding the marketplace and/or specific subject matter.

Utah Transit Authority is seeking information from qualified laboratory service providers for professional oil analysis, wear particle analysis, and lubricant condition monitoring. The goal is to establish a proactive maintenance program to maximize equipment reliability and identify potential failures before they occur. We operate:

· Cummins ISL

· Cummins L9

· Cummins X12

· Cummins ISLG

· Cummins L9N

· Ford 7.3 Gas

· Voith DIWA.5

· Voith DIWA.8

· Allison B500

· Allison B400

UTA utilizes Valvoline Premium Blue Gen 2 15W/40 engine oil in their diesel engines.

UTA utilizes Valvoline SynPower 5w/30 in their gasoline engines (Ford 7.3).

Valvoline Syn Gard ES 668 oil is used in UTA transmissions.

Initially as UTA implements its new oil sampling program. Diesel engine oil samples will be collected at 12,000 mile inspection intervals (in between routine oil changes). Gasoline engine oil intervals TBD. Transmission oil samples at 48,000 mile. UTA’s preventative maintenance program is based on a 6,000 mile interval. With 48,000 miles being considered a full year of operation. UTA purchases a five-year extended power train warranty on diesel engines, because of this, oil sampling will start at the end of the five year warranty. Currently, a buses useful life is set at 16 years. A paratransit van is set at 5 years. These intervals are subject to change based on the business needs of UTA.

UTA is in need of information about oil sampling vendors testing and program support capabilities.

B. Current Conditions

UTA compiled oil sampling data for multiple years in the past. UTA is not actively operating an oil sampling program. Oil samples are currently acquired on an as needed basis.

C. General Provisions

1. All contact with UTA regarding this RFI must be made through the designated RFI Coordinator. No other person is authorized to make binding statements regarding this RFI.

2. This is a non-binding Request for Information. Therefore, no award shall be made as a result of the RFI process.

3. Issuance of this RFI does not commit UTA to pay any expenses incurred by a Respondent in preparing their response to this RFI. This includes attendance at personal interviews or other meetings and software or system demonstrations, where applicable.

4. Issuance of this RFI in no way constitutes a commitment by UTA to issue a Request for Proposal (RFP).

5. All responses should adhere to the instructions and format requests outlined in this RFI and all written supplements and amendments, such as the Summary of Questions and Answers, issued by UTA.

6. All submissions in response to this RFI will be considered public records available for public inspection pursuant to the State of Utah Records Access Management Act.

PART II INFORMATION SOUGHT

The UTA seeks detailed yet succinct responses that demonstrate the Respondent’s experience and/or familiarity with the subject matter. As this is not a competitive RFP process, Respondents should not provide any detailed and specific cost or customized pricing documentation in their response. General cost estimates, ballpark estimates, or standard pricing history are permitted. If you submit detailed pricing information regarding your preferred product, method, or approach, you will disqualify UTA technical evaluators and potentially contaminate any future procurement that were to be conducted.

A. General Information

Provide a brief overview of yourself and your organization, if applicable.

1. Please identify yourself and any organization you represent in this RFI.

a. Name of respondent

b. Organization and affiliation

c. Address (organizational, if responding on behalf of an entity)

d. Contact information (phone number(s) and email address)

2. Please identify your experiences and years of service in providing oil sample testing and comprehensive oil sample program support.

B. Feedback Requested

1. Scope of Services We are interested in services that include, but are not limited to:

· Routine Analysis: Spectrometric analysis (wear metals, additives, contaminants), viscosity, water content (FTIR/Crackle), Acid/Base Number (AN/BN), soot and fuel dilution.

· Advanced Diagnostics: Analytical ferrography for wear particle characterization, particle counting (ISO codes), and oil oxidation/nitration monitoring.

· Turnaround Time: Standard and expedited testing options.

· Reporting: Online data management, automated alerts for critical samples, and comprehensive trend analysis reports.

2. RFI Questions for Vendors Please provide responses to the following questions:

a. Laboratory Capability & Quality

1. Is your laboratory ISO 17025 accredited?

2. What instruments do you use for spectrometry and ferrography (e.g., ICP, RDE)?

3. What methods do you use to detect water (e.g., Crackle vs. KF titration)?

4. Do you have an onsite data analyst to provide recommendations or reports?

5. Can the vendor aid with trend analysis on the above listed engines and transmissions?

6. Will the oil sample database be able to capture the corrective actions UTA maintenance has made to address the out-of-range wear indicator?

7. Can the vendor aid in establishing wear limits for the components listed above?

8. If UTA establishes an internal team with the focus on evaluating oil sample results. Is the vendor willing and able to meet with that team monthly?

9. On a limited basis. UTA may require testing of engine antifreeze and fuel. Is the vendor able to facilitate the testing of these fluids if needed? Final Charge OAT antifreeze is used at UTA.

10. Is the vendor capable of providing UTA employees with oil analysis training? If so, please describe what that training will look like.

11. Any additional information that the vendor can provide relating to their ability to aid in a successful oil sampling program is welcomed.

b. Data Management & Reporting

1. Describe your web-based reporting system. Are historical data trending and equipment mapping available?

2. How are critical/abnormal results flagged and communicated (e.g., email, SMS)?

c. Logistics & Support

1. Do you provide prepaid shipping labels and sample kits?

2. What is your typical turnaround time from receipt of the sample to report generation?

3. c. Commercial

1. Please provide a summary of your standard service packages. For budgetary purposes only, please provide an estimated market value for providing annual oil sample testing and comprehensive oil sample program service support. This is not a quote and is considered as a ‘general cost estimate.’

2. Do you offer on-site training or technical support for sampling best practices?

PART III KEY RFI EVENTS AND PROCESSES

A. Questions

1. General Instructions

a. It is the responsibility of each interested party to examine the entire RFI and to seek clarification in writing if they do not understand any information or instructions.

b. Interested parties should submit questions via the Bonfire Q&A page.

c. Questions must be submitted as soon as possible, but no later than the date and time specified on the RFI cover page.

d. UTA assumes no liability for ensuring the accurate/complete/on time submission of questions.

2. Question & Answer Summary Questions must be submitted via the Bonfire Q&A page before the end of the Question and Answer period listed on the cover page. UTA’s answers to timely submitted questions will be posted on the Bonfire Q&A page. It is the responsibility of all interested parties visit this website to obtain a copy of the Question & Answer Summary.

B. Submitting the Response

1. Responses Due Responses must be received no later than the date and time listed on the cover page.

2. Delivery Instructions Responses must be uploaded to Bonfire by the “Close” date and time listed on Bonfire.

To submit your Response, log onto Bonfire at: https://utah.bonfirehub.com/portal/?tab=openOpportunities ; If you have already registered, log in and search by Utah Transit Authority or the RFI number.

If you need to create an account, please select “Create Account,” and then you can search UTA or the RFI number listed on the Cover Page. If you need assistance, please email the Utah Supplier Portal Support at Eunaadmin@utah.gov.

3. Response Format Responses to this RFI may be developed in a manner that suits the respondent. A list of key questions is included within the RFI, and all submissions, regardless of format, will be reviewed. Respondents are asked to be brief and respond to as many questions as possible within the RFI. Number each response to correspond to the relevant question or instruction in the RFI to allow for comparison and clarity. Please complete Appendix A below and submit with your Responses.

PART IV REVIEW OF RESPONSES RECEIVED

General Information

1. UTA will review responses received for the purpose of gathering information and conducting market research only. UTA will not score, or rate responses received.

2. UTA reserves the right to communicate and/or schedule interviews/presentations with Respondents, if needed, to obtain clarification of information contained in the responses received and/or additional information to enhance marketing research efforts.

APPENDIX A

UTAH TRANSIT AUTHORITY

RESPONSE COVER PAGE

RFI# 041726JH

UTA Oil Sample Testing

Lead Point of Contact - Name/Title:

Organization Name (if applicable):

Tel:

Cell:

E-Mail:

Website:

Street Address:

City/State/Zip:

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