PROJECT INTRODUCTION
PIERCE TRANSIT wants to purchase an analysis program for approximately 2,500 oil samples, 1,500 transmission fluid samples, 200 fuel samples (Test I), 25 fuel samples (Test II), and 100 coolant samples per year. These numbers are only estimates and should not be considered a guaranteed minimum.

PERFORMANCE REQUIREMENTS
While the main scope of this section addresses the sampling and analysis of engine oils, these provisions also apply to other lubricants, such as transmission fluids, in addition to fuels and coolants as required.

Sampling Supplies: Contractor shall supply appropriate sampling container, labels, and shipping boxes. Labels shall be preprinted with the following information:

Name:
Unit No:
Oil Brand:
Oil Type:
Since Last Oil Drain:
Since Last Overhaul:
Oil Added:
Date:
Type of engine or component: (Diesel, Gasoline, Natural Gas, Gear, Other)

A "Sample Processing Form" containing the above information, plus additional information relevant to the sample shall be included. Labels shall not be attached to the sample bottles. Multi-pak containers which allow shipping of multiple samples shall be made available.

The oil analysis required shall provide information on the following spectrochemical results: iron, lead, copper, chrome, aluminum, nickel, silver, tin, silicon, boron, sodium, phosphate, and zinc and on the following physical data:

Soot analysis shall only be accomplished through LEM (Light Extinction Measurement), TGA (Thermogravimetric Analysis), or FT-IR (Fourier Transform Infrared) methods.

Under normal circumstances, Pierce Transit shall require a 72-hour turnaround for each oil sample taken. However, a one-day turnaround may be required on special or abnormal sampling occasions.

The Laboratory performing the testing and analysis shall have procedures in place to notify PIERCE TRANSIT immediately of any possible impending failure(s). The Laboratory shall FAX copies of their findings to the designated PIERCE TRANSIT representative of all abnormal and critical results. Critical reports shall also include verbal contact notifying the PIERCE TRANSIT representative that a critical condition has been verified with recommendations of corrective action.

The vendor shall provide an Internet based system for analysis of sample results and test data. The system must provide user accessible features that allow for management of the system, database, data management, and system administration. Additionally, there must be an ad hoc query and reporting capability for data in the system. Pierce Transit will provide data for the past 6 months. Successful contractor shall load this data into their system for historical reference.

The following menu driven functions shall be available in a proposed system:

• Provide quarterly trend reports by subfleet (minimum of 10) and by vehicles.
• Provide quarterly reports for all physical data by subfleet. These reports shall also reflect abnormal, normal, and an average trend for both.
• Merge new unit, component, and historical information into the database.
• Review the data most recently imported into the database
• Review and report on the sampling history of any equipment, subfleet or component in the database by any element or elements of the spectrochemical analysis. These reports shall be able to reflect critical, abnormal, normal, and an average trend for each when required.
• Review and report on the sampling history of any equipment, subfleet, or component in the database by physical property data or other additional tests required by Pierce Transit.
• Extract and print various equipment and components reports
• Update oil sample scheduling dates
• Backup and recover the unit, component, or history databases
• Alter selected items in the unit, component, or history databases
• Remove duplicate and old history files
• Export data from the database
• Must be able to compile a report of analysis averages by vehicle for engine oil and ATF

Vendors that do not provide and Internet based system for analysis of sample results and test data will not be considered for this bid. Bidders shall make their system available to Pierce Transit for a one-week trial and inspection period from September 22nd through the 28th.

FUEL ANALYSIS
The purpose of the fuel analysis testing is to determine if the fuel delivered to Pierce Transit meets contract specifications, and/or OEM recommendations. It may also be used to help troubleshoot fuel problems and to determine the sources of contamination.

TESTING AND REPORTING
Each fuel sample submitted for testing and analysis shall be evaluated using the following ASTM procedures for the property indicated. The report must include the results of each of the following tests, along with the general test information given.

COOLANT ANALYSIS
Sampling Supplies: Contractor shall supply appropriate sampling container, labels, and shipping boxes. Labels shall be preprinted with the following information:

Name:
Unit No.:
Miles or hours on coolant:
Date:

Spectrochemical Analysis
PH
Nitrates
Freeze Point
Total Dissolved Solids
Glycol
Visual
Elc Corr Inhibit

TRANSMISSION OIL ANALYSIS
The transmission oil analysis shall provide Spectrochemical analysis in parts per million by weight in addition to the following tests:

SHIPPING
The contractor shall be responsible for all shipping charges. This includes shipping supplies to Pierce Transit and the shipping to send the samples to the lab. Contractor can provide their UPS number or company of their choice for return shipping. All shipping costs shall be included in the unit prices bid.

TERM OF CONTRACT
The contract shall be for a one-year period beginning November 1, 2009, through October 31, 2010, with three (3) optional one-year extensions.