Hydraulic Fluid and Motor Oil

The Kentucky Transportation Cabinet (KYTC) Division of Purchases, on behalf of the Division of Equipment serving Districts 1-12 throughout Kentucky, issued a Request for Bid (RFB 605 2300000262) for a master agreement contract to supply hydraulic fluid and motor oil products. The solicitation encompasses fifteen line items including bulk motor oils (15W-40 and synthetic 5W-40 diesel oil), premium and recycled hydraulic fluids in various container sizes (5-gallon and 55-gallon barrels), grease, and Dexos-approved motor oils in quart and gallon quantities, with annual anticipated quantities ranging from 24 to 15,435 cases depending on the product line. Pricing shall be submitted on an F.O.B. Destination, Freight Prepaid basis with unit prices per gallon, per container, or per case as specified for each line item. The master agreement will commence upon award and expire October 31, 2023, with four optional one-year renewal periods available subject to written approval from both parties; however, no price increases are permitted during the initial twelve-month period, and only one price increase is allowed thereafter if justified by industry-wide changes and submitted with thirty days' notice. Evaluation will be based on best value using a scoring methodology allocating ninety-five points to price (lowest bidder receives maximum points with subsequent bidders scored proportionally) and five points to delivery time (specified in calendar days after receipt of a delivery order), with awarded vendors subject to one percent per day invoice deductions for late deliveries. Bids were due electronically by November 15, 2022, at 1:30 p.m. Eastern Time through the Kentucky eProcurement system, with a tentative award date of November 18, 2022, and all bids required to remain valid for a minimum of ninety calendar days after closing.

The solicitation contains no identified set-asides for disadvantaged enterprises; however, Kentucky resident bidders may receive reciprocal preference equal to preferences granted by the bidder's home state, and qualified bidders including Kentucky Correctional Industries and nonprofits serving individuals with severe disabilities receive preference points of 15-20 percent of maximum points. All vendors must register in the Commonwealth's Vendor Self Service System before submitting bids, with registrations taking 24-48 hours to process, and all bids must be submitted electronically through the Kentucky eProcurement system with no emailed or hard-copy bids accepted. The awarded vendor must provide automatic email notifications of shipments or delays, capability to expedite emergency shipments within twenty-four hours during snow/ice events and natural disasters, and accept responsibility for delivery performance subject to contractual penalties. The Division of Purchases reserves the right to extend the agreement to other state agencies and political subdivisions with vendor consent. No specific budget ranges or award values are disclosed in the solicitation documents; however, anticipated quantities provide indicators of potential contract volume, with the largest line item being 15,435 cases of recycled 15W-40 motor oil gallons and other significant volumes including 3,100 five-gallon containers of premium universal hydraulic fluid and 925 fifty-five-gallon barrels of recycled hydraulic fluid. No incumbent vendor information is provided in the available documentation.