Freeze-Thaw Machine

The Commonwealth of Kentucky, Kentucky Transportation Cabinet (KYTC) Division of Purchases, on behalf of the Division of Materials, is issuing a Request for Bid (RFB) to procure one custom-built 60-beam freeze-thaw machine with touch screen control, data logger, self-contained water tank, and integrated compressor for evaluating concrete resistance to rapid freezing and thawing in accordance with ASTM C666 and Kentucky Method 64-626 standards. The successful vendor must deliver and install the equipment at the KYTC Division of Materials facility in Frankfort, Kentucky, with completion required within twelve months of contract award. Key deliverables include delivery, installation, all necessary tools and parts, care manuals, three days of comprehensive on-site training, and a minimum one-year parts and labor warranty. The bid closing date is September 24, 2024, at 1:30 p.m. Eastern Time, with a tentative award date of September 30, 2024. Bids must be submitted electronically through the Kentucky Vendor Self Service system at https://vss.ky.gov, and vendors must be registered in the eProcurement system at least 24-48 hours prior to submission. A site visit is strongly recommended to assess the installation location, which has specific spatial constraints including a loading dock measuring 84" x 88", a hallway 96" wide with protruding fixtures, a lab entrance 79" x 83", and a final placement area approximately 135" x 135". Award determination will use a best-value ranking approach based on two measurable criteria: price (95 points) and delivery time (5 points), with the lowest price and best delivery time each receiving maximum points and subsequent bids scored proportionally.

This procurement is subject to reciprocal preference for Kentucky resident bidders under KRS 45A.494, with bidders claiming resident status required to submit a notarized Required Affidavit for Resident Bidder Status. Additional preferences apply to qualified bidders, including Kentucky Correctional Industries (20% preference) and entities such as Kentucky Industries for the Blind (15% preference). Foreign entities must provide a Certificate of Authority from the Secretary of State if required. The contract pricing basis is F.O.B. Destination Freight Prepaid and Allowed, with the vendor responsible for all shipment and freight charges. If delivery is not made within the contracted delivery date, one percent per day shall be deducted from the vendor's invoice, though delays caused by factors outside the vendor's control are exempted. All bids shall remain valid for a minimum of ninety calendar days after the closing date. The solicitation includes provisions for extended warranty periods following the initial one-year warranty and on-site maintenance support available after the warranty period on a flat hourly rate plus billable parts. No incumbent vendors or budget range has been identified in the solicitation documents.