Retrofit Snow and Ice Truck Rental - Mason County

The Commonwealth of Kentucky Transportation Cabinet, Division of Purchases, issued a Request for Bid (RFB) for retrofit snow and ice truck rental services in Mason County. This procurement seeks one tandem or tri-axle truck equipped with a 12-foot plow for use on interstates, parkways, and other major arterial routes during winter operations. The selected vendor must provide a properly registered, licensed, and insured truck with a minimum of two qualified drivers holding current Commercial Driver's Licenses available throughout the winter season, maintain 24/7 operational availability during snow events, and provide unit pricing for salting and plowing operations estimated at 60 hours annually with a guaranteed minimum of four hours per call-out and two hours for subsequent shifts. Bids were due electronically on September 25, 2020, at 10:00 a.m. Eastern Time, with a tentative award date of October 9, 2020. The contract period extends through April 15, 2027, for trucks model year 2011 and newer, or through April 15, 2023, for trucks model year 2010 and older. Evaluation utilizes a best-value ranking approach awarding 70 points for lowest retrofit fee, 15 points for lowest hourly rate, and 15 points for truck age. Bid restrictions include a maximum annual retrofit payment of $25,000 and maximum hourly rate of $200 per hour, with bids exceeding these thresholds considered excessive.

The Commonwealth offers preference to qualified bidders including Kentucky Correctional Industries and designated nonprofit organizations. The vendor must maintain general liability insurance of $1,000,000 per occurrence and Kentucky workers' compensation insurance, and must comply with all Commonwealth procurement regulations with potential performance penalties up to $2,000 for non-compliance. The annual retrofit payment will be divided into seven equal monthly payments from November through April 15, contingent upon successful truck inspection, proper registration, valid insurance, and activation of the required Automatic Vehicle Location (AVL) system equipment provided by the Department at no cost to the vendor. Supporting documentation included a technical drawing for hopper lights (revised May 2013), a district map for geographic reference, and a supplier reference list identifying eleven truck retrofitting service providers across Kentucky, Indiana, and Ohio to assist prospective bidders in identifying retrofit service options. The maximum budgeted values are capped at $25,000 annually for retrofit payments plus hourly operational costs not to exceed $200 per hour.