Bus Replacement Parts

The Southwest Ohio Regional Transit Authority (SORTA), a political subdivision of the State of Ohio serving the Cincinnati area and portions of Hamilton County, is issuing an Invitation for Bid (IFB) to supply and deliver preventative maintenance parts on an as-needed basis for its fleet of approximately 300 transit buses, 60 paratransit vehicles, and 30 micro-transit vehicles. The procurement consists of 24 line items comprising various filters, belts, and related components with estimated quantities over a 24-month period ranging from 40 to 4,800 units per item, all of which must be new and meet original equipment manufacturer (OEM) specifications. Deliverables must be delivered to SORTA's receiving location at 1401 Bank Street, Cincinnati, Ohio, during business hours Monday through Friday, 8:00 am to 4:00 pm Eastern Time, with pricing to be firm-fixed and include all costs associated with manufacturing, packaging, delivery, and freight. The key objective is to ensure the continued reliability, safety, and efficiency of the transit fleet through routine maintenance support. Required qualifications include proof of applicable insurance coverage (worker's compensation, general liability, automobile, crime, and professional liability), detailed cost breakdowns, and required certifications including debarment acknowledgment, personal property tax affidavits, and lobbying restrictions, with pricing valid for a minimum of 120 days. A pre-proposal meeting is scheduled for February 18, 2026, at 9:00 am via Microsoft Teams (non-mandatory); questions must be submitted by February 25, 2026, at 2:00 pm with responses provided by March 4, 2026, at 4:00 pm; and bids are due electronically by March 13, 2026, at 2:00 pm through the e-Procurement Portal. The contract will be awarded to the responsible bidder submitting the lowest responsive bid, with SORTA retaining the right to accept or reject any or all bids.

There are no formal small business participation goals; however, bidders are encouraged to incorporate small and disadvantaged businesses where feasible. Only two line items—the 31-inch wiper blade assembly and HVAC HEPA air filter—allow approved equal alternatives; all other items must meet OEM specifications. The contract term is two years with a Special Term Economic Price Adjustment clause that permits the Contractor to request adjustments to unit prices when material costs increase, subject to strict limitations capping annual upward adjustments at 3 percent per unit and cumulative per-unit increases at 6 percent of the original unit price over the entire contract term. No incumbent vendors or current contractors are listed in the solicitation documents. The specific award value or budget range is not disclosed in the provided documentation; however, vendors should note that the estimated quantities for 24 line items over a 24-month period will determine the overall contract value based on submitted pricing.