Retrofit Trucks Rebid - Boone and Kenton Co

The Kentucky Transportation Cabinet, Division of Purchases, on behalf of the Division of Maintenance and Highway District 6, issued a Request for Proposal (RFP 605 2100000347) for retrofit snow and ice removal trucks to serve Boone and Kenton Counties. The procurement seeks six tandem trucks with 12-foot plows for Boone County and ten tandem trucks with 12-foot plows for Kenton County, for a total of sixteen units to be deployed on Interstates, Parkways, and major arterial routes. Deliverables include retrofitted trucks equipped with two-way radio systems, ground speed controls, snowplows, V-box hopper salt spreaders, liquid chloride dispensing units, and hydraulic system modifications, with all trucks requiring passage of departmental inspection by November 1 of each contract year. Bidders must demonstrate company capability through a technical proposal addressing company information and business plan (125 points), experience (125 points), and personnel and equipment (250 points), with cost proposals evaluated on annual retrofit fees not to exceed $30,000 per truck (250 points) and salting and plowing hourly rates not to exceed $200 per hour (250 points). Oral presentations may be required and valued at up to 250 points, bringing the maximum evaluation score to 1,250 points. The pre-bid meeting was held July 7, 2021, at 1:00 p.m. at the Kenton County Maintenance Barn in Covington, Kentucky, with written questions due by 4:00 p.m. EST on July 7, 2021, and Commonwealth responses provided on July 8, 2021. Proposals were due by 3:30 p.m. EST on July 15, 2021, and must be submitted electronically via MOVEit/Secure File Transfer, with the contract period effective upon award and expiring April 15, 2028, with no renewal options specified.

The solicitation applies Kentucky resident bidder reciprocal preference and qualified bidder preferences under KAR 200 5:410 to cost scoring; however, no specific set-asides for disadvantaged enterprises or minority-owned businesses are detailed in the procurement documents. No incumbent vendors or current contractors are identified in the available documentation. Bidders must submit proposals in three parts—Technical Proposal, Cost Proposal, and Proprietary Information—and must complete and notarize an Annual Affidavit certifying compliance with Kentucky statutes regarding campaign finance, tax obligations, debarment status, and other regulatory requirements. The Commonwealth of Kentucky is tax-exempt and will not reimburse Federal Excise Tax or Kentucky Sales or Use Tax. Annual retrofit payment, divided into seven equal monthly payments from November through April 15, covers all costs for truck alteration and equipment procurement, while salting and plowing operations are compensated at the hourly bid rate with a four-hour minimum guarantee per call-out and a two-hour minimum for subsequent shifts. Multiple awards may be issued to fill all requested truck units by county based on highest evaluated scores, and the Commonwealth reserves the right to request Best and Final Offers and to negotiate with top-ranked vendors if agreement cannot be reached with the highest-ranked bidder. Trucks shall be based at the KYTC District 6 - Boone County Maintenance Storage Facility in Erlanger, Kentucky, with billing directed to the KYTC District 6 - Covington District Office.