Oil and Fluid Analysis

The Southwest Ohio Regional Transit Authority (SORTA) is requesting bids on a five-year contract for routine laboratory analysis of engine oil and transmission fluid from its bus fleet of approximately 300 transit buses under IFB with a proposal due date of August 11, 2026, at 2:30 PM Eastern Time via e-Procurement Portal. A pre-proposal meeting is scheduled for July 15, 2026, at 10:30 AM via Microsoft Teams, and questions are due July 27, 2026, at 2:30 PM.

SORTA has determined that subcontracting opportunities for small businesses are not available under this solicitation. No formal small business participation goals or set-asides apply.

The vendor must provide analysis of approximately 3,000 samples per year with a 48-hour turnaround time (Monday through Friday, excluding holidays) and submit test reports within 24 hours of completion via email, secure web portal, and physical hard copy. All analyses must comply with Cummins Engine Oil Analysis standards, Allison Transmission Fluid Analysis guidelines, and Voith DIWA Service Bulletins referenced in the solicitation, with no screening process permitted. The vendor must maintain ISO/IEC 17025 laboratory accreditation, supply sample kits with prepaid first-class postage to two locations (Queensgate garage, 1401 Bank Street, Cincinnati, OH 45214; and Bond Hill garage, 4700 Paddock Road, Cincinnati, OH 45229), furnish monthly summary reports, provide training materials for maintenance staff, incorporate SORTA's four previous test results per bus into reports, and deliver website access enabling data download into Excel spreadsheets. Initial delivery of 250 sample kits is required within seven days of contract award, followed by automatic monthly deliveries of 320 kits to both locations.

Bidders must submit pricing on a per-sample unit cost basis with firm-fixed pricing valid for a minimum of 120 days. The contract award will be made to the responsible bidder submitting the lowest responsive offer. Required certifications include insurance certificates covering workers' compensation, general liability, automobile, crime, and professional liability; debarment and suspension acknowledgment; personal property tax affidavit; lobbying restrictions certification; and non-collusion statement.