Vehicle Maintenance

The Commonwealth of Kentucky Finance and Administration Cabinet, Office of Procurement Services, is soliciting proposals for vehicle maintenance services on behalf of all state agencies and eligible political subdivisions across Kentucky's 120 counties. This procurement seeks vendors capable of providing regular preventive and routine maintenance for Commonwealth-owned and leased vehicles, including light-duty, heavy-duty, and utility vehicles. Required services encompass oil and filter changes, tire rotation, brake system checks, belt and hose inspections, filter replacements, wiper blade replacement, tire pressure checks, and related maintenance performed in accordance with OEM recommendations and applicable safety and emissions regulations. Proposals are due October 20, 2025, at 3:30 PM ET, with written questions accepted in two rounds (due August 28 and September 19, 2025), with Commonwealth responses provided September 3 and September 24, 2025. The evaluation criteria consists of 350 points for technical evaluation (executive summary and company background, Kentucky facility locations, invoicing procedures, value-added services, and services offered), 120 points for cost proposals, and up to 100 points for oral presentations, totaling a maximum of 520 points. Vendors must maintain Commercial General Liability Insurance of $1,000,000 per occurrence and $2,000,000 aggregate, with the Commonwealth listed as an additional insured, and must be registered in the Vendor Self Service portal prior to proposal submission. The initial contract term is one year from the effective award date, with options to renew for three additional two-year periods upon mutual agreement.

No specific set-aside designations or restrictions on organization types are indicated in the procurement documents. The Commonwealth anticipates awarding multiple contracts to ensure adequate geographic coverage but does not guarantee servicing volumes to awarded contractors. Political subdivisions, including cities, counties, and school districts, are eligible to participate in the resulting master agreement. The solicitation does not identify any incumbent vendors or current contractors. The pricing structure has been substantially modified through addenda, with all references to firm fixed unit pricing and Attachment B removed; vendors must instead submit proposed technical and cost solutions addressing billing and invoicing procedures, procurement card payment acceptance, and facility location capabilities. No specific award value or budget range is disclosed in the available documentation. The Commonwealth reserves the right to request best and final offers, negotiate with the top-ranked vendor, and proceed to the next highest-ranked vendor if negotiations fail.