Hydraulic Fluid and Motor Oil

The Commonwealth of Kentucky Transportation Cabinet (KYTC), Division of Purchases, issued a Request for Bid (RFB) for a master agreement contract to supply hydraulic fluid and motor oil to the Division of Equipment and Districts 1-12 across Kentucky. The solicitation encompasses twelve line items totaling approximately 187,651 gallons and 56,791 quarts of various products, including premium universal/multipurpose hydraulic fluid (15,465 gallons), recycled premium hydraulic fluid in 55-gallon barrels (50,820 gallons) and 5-gallon pails (435 gallons), Dexos 1 approved 5W-30 motor oil in quarts (10,270 quarts) and gallons (1,290 gallons), Dexos 2 approved 5W-40 motor oil in quarts (6 quarts) and gallons (3,730 gallons), recycled 15W-40 motor oil in quarts (50,385 quarts) and gallons (46,300 gallons), bulk motor oil 15W-40 for C-1 Garage (600 gallons), bulk synthetic diesel oil 5W-40 for C-1 Garage (1,000 gallons), and Compass 15W-40 HD motor oil (1,320 gallons). Products must be delivered to fourteen predetermined KYTC garage locations across Kentucky in Paducah, Somerset, Madisonville, Columbia, Bowling Green, Flemingsburg, Elizabethtown, Beattyville, Louisville, Manchester, Williamstown, Pikeville, Lexington, and Frankfort, with a minimum delivery quantity of 220 gallons of any product combination per location. The bid closing date was October 16, 2020 at 10:00 AM EST, with a tentative award date of October 29, 2020, and all bids required electronic submission to KYTC.Bids@ky.gov with signed solicitation cover pages, completed bid information, and technical data sheets. Evaluation criteria allocate 95 points to pricing and 5 points to delivery time, with pricing submitted on a per-unit basis as F.O.B. Destination Freight Prepaid and Allowed. The initial contract period runs from November 1, 2020 through October 31, 2021, with four optional one-year renewal periods subject to written approval and potential renegotiation of terms.

The Commonwealth reserves the right to apply reciprocal preference for Kentucky resident bidders and specific preferences for qualified entities, including a 20 percent preference for Kentucky Correctional Industries and a 15 percent preference for other qualified nonprofit agencies. Vendors must include executed affidavits attesting to compliance with campaign finance laws, tax obligations, sales tax registration, workers' compensation requirements, and non-boycott provisions. All pricing is quoted with no price increases permitted during the first twelve months of the contract, with only one increase thereafter based on documented industry-wide price justification requiring thirty days' written notice, while price decreases must be reflected immediately. Vendors must guarantee delivery within a specified number of calendar days after receipt of a delivery order and face a one percent per day deduction from invoices for late deliveries, except for delays caused by factors outside the vendor's control. The awarded vendor must provide warranty and reimbursement for repair costs, downtime, and equipment rental costs associated with defective products, with payment made within thirty working days after receipt of goods and proper invoices. Although contract quantities are estimated, the specific budget and award values are not disclosed in the solicitation documents.