Lubricant, Hydraulic Fluid, & Wear Particle Condition Monitoring

The City of Cincinnati, through the Metropolitan Sewer District of Greater Cincinnati (MSDGC) Wastewater Treatment Division, is soliciting proposals for lubricant, hydraulic fluid, and wear particle analysis laboratory services to support its Asset Condition Monitoring Program. The procurement seeks an established commercial laboratory to provide comprehensive oil analysis services across seven wastewater treatment plants, with an estimated 800 to 1,000 annual samples. Required services include spectroscopic analysis of at least 20 metals per sample, viscosity testing, Fourier Transform Infrared Spectroscopy, particle counts, acid number analysis, water content analysis, and analytical ferrography. Deliverables must include timely phone notifications of alert findings, data entry into the 24/7 Systems Oilography Module of TANGO software within one working day, annual trend analysis presentations, and onsite training for up to 100 personnel. Proposal evaluation will be based on experience (40 points), approach and methodology (40 points), and cost (20 points), with written questions due by December 9, 2025, and electronic proposals required through the Bonfire portal by 1:30 PM ET on December 16, 2025.

The contract includes provisions for small business enterprise opportunities, with potential for Minority Business Enterprise (MBE), Women Business Enterprise (WBE), Emerging Local Business Enterprise (ELBE), and Sustainable Local Business Enterprise (SLBE) certifications. Contractors must complete the DEI 147 Equal Employment Opportunity form and demonstrate compliance with non-discrimination policies covering recruitment, compensation, training, promotion, and termination. The initial contract term is twelve months, with options for two additional twelve-month renewals at the City's discretion. Successful offerors must be registered in the City's Vendor Self Service system and will be required to remit a 1% administrative fee on total sales, billed quarterly. While no guaranteed minimum quantities are specified, the City estimates between 800 and 1,000 samples annually. Contractors must maintain compliance with ASTM standards and ISO specifications, and utilize 24/7 Systems TANGO software for reporting compatibility with MSD systems. Performance surety requirements have been waived per Cincinnati Municipal Code Section 321-135.