Repair Parts for Light Medium Heavy Duty Vehicles & Equip.

The Kentucky Transportation Cabinet, Division of Purchases, on behalf of the Division of Equipment, is procuring repair parts and supplies for light, medium, and heavy-duty vehicles and equipment through a Request for Proposal (RFP) process. The Commonwealth intends to award multiple contracts to service approximately 134 accounts comprising 120 District Maintenance Facilities and 14 Equipment Garages distributed across twelve districts statewide. Vendors must supply Original Equipment Manufacturer (OEM), proprietary, and aftermarket parts across twenty equipment line item categories, including alternators, starters, batteries, bearings, belts, hoses, brake system parts, climate control components, electrical and ignition parts, lamps and mirrors, emissions and exhaust systems, engine and drive train components, engine heating and cooling parts, filters, gaskets and seals, general automotive parts, oils and lubricants, pumps, repair shop supplies and tools, suspension and steering components, transmissions and clutch assemblies, and wipers and windshield fluids. Vendors must accept multiple ordering methods (telephone, email, walk-in, and online), maintain 24-hour emergency order capabilities, deliver standard in-stock items within one hour if within five miles of the vendor's store or within three hours for locations beyond that range, and ensure all deliveries occur within 24 hours of order receipt unless otherwise agreed. Pricing must be submitted on the Cost Proposal Form as a discount percentage off Manufactured Suggested Retail Price (MSRP) or List Price, with all costs quoted F.O.B. Destination, Freight Prepaid and Allowed, excluding federal excise tax and Kentucky sales or use tax. The initial contract period runs from award through April 30, 2027, with optional renewals for five additional one-year periods. Proposals are due by March 18, 2026, at 1:30 PM Eastern Time, with written questions due February 19, 2026, and a second round of questions due March 4, 2026; the tentative award date is April 15, 2026. Evaluation will award a maximum of 2,500 technical points across eleven categories (business structure and experience, inventory and reporting, ordering and out-of-stock processes, delivery and distribution capabilities, returns and credit policies, warranty offerings, recall procedures, customer account structure and account management, invoicing and payment methods, usage reporting capability, and added-value items), 1,000 cost points based on average discount percentage, and up to 500 additional points for oral demonstrations if required, for a total of 4,000 possible points.

The solicitation documents do not specify any set-asides for disadvantaged enterprises or restrictions limiting participation to particular types of organizations. No incumbent vendors or current contractors are identified in the available documentation. Vendors must be registered in the Commonwealth's eProcurement System and Vendor Self Service (VSS) application prior to submission and must comply with all Kentucky statutes regarding tax compliance, employment laws, and non-discrimination requirements. All proposals must be submitted electronically through the Kentucky eProcurement portal at https://vss.ky.gov/ and must include separate technical proposal, cost proposal, and proprietary information documents as applicable. The Commonwealth reserves the right to negotiate with the highest-ranked vendor and proceed to lower-ranked vendors if negotiations fail. Price increases are prohibited during the first 12 months of the contract; thereafter, increases must be industry-wide and requested 30 days in advance with supporting documentation. Late delivery penalties of 1% per day apply unless delays result from Commonwealth actions or events beyond the vendor's control. No specific budget range or award value is disclosed in the available solicitation documents.