ITB - Small Oil Distributor Price Agreement

The Oregon Department of Transportation (ODOT) has issued an Invitation to Bid (ITB) for a Small Oil Distributor Price Agreement, targeting the procurement of LeeBoy L300 and LeeBoy L600 skid mount and trailer mount oil distributors for highway maintenance operations. The contract will serve ODOT, Marion County, and the City of Salem, with an anticipated contract term of 5 years. The solicitation seeks one qualified contractor to provide oil distribution equipment with specific technical requirements, including tank sizes, heating systems, applicator wands, and pumps suitable for asphalt patching across various weather conditions and elevations. Bidders must have a minimum of 4 years of experience providing similar goods and services, with a full-service dealer located within 60 miles of ODOT Fleet Operations in Salem. The bid must be submitted through the OregonBuys eProcurement system, with a delivery requirement of 180 calendar days after purchase order issuance. Evaluation criteria include compliance with technical specifications, pricing, delivery timeline, and manufacturing capabilities. The bid submission deadline was January 11, 2022, with ODOT reserving the right to select a second-lowest eligible bidder within 9 months of bid closing.

The solicitation includes a Buy Oregon Preference, allowing bidders to certify items fabricated or processed entirely in Oregon. No specific set-aside designations for disadvantaged enterprises were explicitly mentioned in the documents. The preliminary bid results indicate two vendors submitted bids: Pape Machinery Inc. with a total bid of $98,775 and PacWest Machinery, LLC with a bid of $125,310. The contract allows for future model changes, upgrades, and technological advances, with manufacturers required to maintain a long-term dealer presence. While no minimum or maximum purchase guarantees are specified, the Price Agreement enables ODOT to issue purchase orders on an as-needed basis. The contract includes provisions for price and delivery schedule adjustments due to market volatility and requires annual sales volume reporting. Contractors must also provide three references for comparable projects and meet various legal, ethical, and tax-related certification requirements.