Retrofit Snow/Ice Trucks Districts 2, 4 and 6

The Kentucky Transportation Cabinet, Division of Purchases, issued Request for Proposal 605 2100000291 on behalf of Highway Districts 2, 4, and 6 to retrofit snow and ice removal trucks across seven counties: Grant County (3 trucks), Harrison County (2 trucks), Boone County (8 trucks), Kenton County (10 trucks), Ohio County (4 trucks), Hardin County (1 truck), and Hart County (2 trucks), totaling 30 tandem trucks with 12-foot plows. Proposals were due June 9, 2021, at 3:30 PM EST, submitted electronically via secure MOVEit TRANSFER file transfer at https://ftp.ky.gov. The procurement seeks vendors to provide comprehensive retrofit services including hydraulic modifications, two-way radio systems, snowplow and hopper spreader equipment, ground speed control devices, liquid chloride dispensing units, and automatic vehicle location (AVL) systems, with annual retrofit fees not exceeding $30,000 per truck and hourly salting and plowing rates not exceeding $200 per hour. The contract term extends to April 15, 2028, for trucks with model year 2012 or newer, and to April 15, 2024, for trucks model year 2011 or older. Vendors must submit proposals in three components: a Technical Proposal (500 points maximum) covering company information, experience, and personnel/equipment qualifications; a Cost Proposal (500 points maximum) including annual retrofit fees and hourly rates; and proprietary information. Additional evaluation may include oral presentations worth up to 250 points. Vendors must maintain general liability insurance with $1,000,000 per occurrence limits and Kentucky workers' compensation insurance, provide proof of ownership or possession, furnish a minimum of two certified CDL drivers per truck, and ensure 24/7 operational capability with performance penalties ranging from $250 to $1,500 per occurrence for failures including late truck deployment, equipment deficiencies, driver non-compliance, and AVL system malfunctions.

The solicitation documents do not explicitly identify any set-aside designations for disadvantaged enterprises or restrictions limiting organizational types from responding, though all bidders must certify compliance with Kentucky campaign finance laws, state tax obligations, civil rights requirements, and debarment status through required affidavits and transmittal letter checklists. No incumbent vendors or current contractors are identified in the procurement documents. The Commonwealth may make multiple awards to different vendors and is not obligated to purchase any services under the contract. Vendors may propose on individual truck slots or multiple locations within districts, offering flexible participation options across the seven counties. Annual retrofit payments are divided into seven equal monthly installments from November through April 15 upon passing inspection and proper registration, with salting and plowing operations guaranteed at four-hour minimum per callout plus two-hour minimum for subsequent shifts during the November 1 through April 15 operational period. The budget ceiling of $30,000 per truck for annual retrofit fees, combined with the hourly rate cap of $200 per hour for salting and plowing services, establishes the maximum financial parameters for individual vendor proposals.