Project Information

Bid Title

Chemical and Physical Testing of Materials

Issuing Agency

Metropolitan Transportation Authority

Location

New York

Published Date

Nov 6, 2025

Closing Date

Dec 4, 2025

Government Level

State & Local

Status

Closed

Ref. #

0000524880

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Project Description

Chemical and Physical Testing of Materials (0000524880)

• Solicitation number: 0000524880
• Contract number: N/A
• Title/description: Chemical and Physical Testing of Materials
• Funding: 100% Operating
• Goals:  NA
• Est $ Value: $5M - $10M
• Contract Term: 5 YEAR
• Current opening/due date:  12/04/2025
• Document availability date:  11/06/2025
• Current addenda: 0

Solicitation Notice

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Procurement

DATE: 11/06/2025

NON-CONSTRUCTION CONTRACT SOLICITATION NOTICE

MTA- NYCT IS NOW ADVERTISING FOR THE FOLLOWING:

SSE #: 0000524880

OPENING/DUE DATE: 12/04/2025

TYPE OF SOLICITATION: IFB

DOCUMENT AVAILABILITY DATE: 11/06/2025

SOLICITATION TITLE: Chemical and Physical Testing of Materials

DESCRIPTION: The Metropolitan Transportation Authority and its affiliates and subsidiaries (hereafter

called the “Authority”) seek to identify and contract with multiple vendors (“Contractor/s”) to perform

the testing and analysis of a broad range of materials as set forth below and in the Scope of Work

and also in the Price Schedule.

The Contractor/s shall perform testing and analysis on an as-needed basis. All services shall be

performed in accordance with the scope of services listed herein.

Some testing may be required on an emergency basis. The Contractor shall retain and store unused

samples for the period as specified in Section XII: Record-Keeping and Retention, after which the

samples shall be disposed of in accordance with appropriate laws and/or regulations.

Funding: 100% Operating

Est $ Range: $5M - $10M

Goals: None

Contract Term: Five (5) years

PLEASE SEE ADDITIONAL INFORMATION ATTACHED

(X) PRE-BID CONFERENCE: E-Mail for Meeting Link

Please email your list of attendees to alexis.giardina@mtahq.org

and a meeting request will be forwarded.

DATE: 11/13/2025

TIME: 1:00PM – 2:00PM

() SITE TOUR

FOR MORE INFORMATION, PLEASE CONTACT

PROCUREMENT REPRESENTATIVE: Alexis Giardina

DATE: N/A

TIME: N/A

EMAIL: alexis.giardina@mtahq.org

NEW YORK CITY TRANSIT AUTHORITY

CHEMICAL AND PHYSICAL TESTING OF MATERIALS

SCOPE OF WORK

I. GENERAL DESCRIPTION

The Metropolitan Transportation Authority and its affiliates and subsidiaries (hereafter called the

“Authority”) seek to identify and contract with multiple vendors (“Contractor/s”) to perform the

testing and analysis of a broad range of materials as set forth below and in the Scope of Work and

also in the Price Schedule.

The Contractor/s shall perform testing and analysis on an as-needed basis. All services shall be

performed in accordance with the scope of services listed herein.

Some testing may be required on an emergency basis. The Contractor shall retain and store unused

samples for the period as specified in Section XII: Record-Keeping and Retention, after which the

samples shall be disposed of in accordance with appropriate laws and/or regulations.

II. AUTHORITY’S RESPONSIBILITIES

The Authority will perform the following activities:

1. Coordination, collection, and preparation of samples for transport to the laboratory

2. Labeling, tagging, and/or marking samples for proper identification

3. Providing to the Contractor test request forms and the Authority’s required protocols

indicating the tests to be performed

4. Notifying the Contractor to pick up samples, as required

5. Holding samples for pick-up by the Contractor

III. SAMPLE PICK-UP

The Contractor shall arrange sample pick-ups covering the entire New York City metropolitan area within

24 business hours (Monday – Friday) of receiving a call for pick-up from the Authority’s Project Manager

or designee. The Tracking Log for these samples must be submitted the same day the samples were

received by the lab. The samples shall be picked up from the Authority’s office at 333 W 34th St., New

York City or other Authority locations such as bus depots, maintenance facilities, storerooms, warehouses

and /or vendor facilities within the New York City metropolitan area, as specified by the Project Manager

or designee.

The transport of samples from the sampling site to the Contractor's laboratory shall be done in

accordance with applicable federal/state safety and transportation standards. Some vendors of the

Authority may be directed to send samples directly to the testing laboratory. The Contractor must

supply a receipt to Authority personnel whenever a sample is picked up/collected and keep a

duplicate receipt for its records.

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The contractor shall be responsible for picking up and testing chemicals across 10 different categories

noted as follows:

• Category 1: Oils and Greases

• Category 2: Transformer Oils

• Category 3: Hydraulic Oils

• Category 4: Bio-Heating Oils

• Category 5: Diesel

• Category 6: Paints, Epoxy

• Category 7: Cleaners

• Category 8: Water

• Category 9: Anti-Freeze

• Category 10: Diesel Exhaust Fluid

The Authority reserves the right to award a contract to single contractor for a single category or a single

contractor across multiple categories. Unless stated otherwise, awards will be made on a gross sum bid

basis. For any additional information and requirements please refer to the Bid Inquiry sheet.

For bidders that are quoting across multiple categories, the bidder must complete a separate

price schedule template for each category and provide pricing for all line items within each category.

Each individual testing category will be awarded to the lowest bidder that submitted pricing for ALL the

specific tests listed within that particular agency. Incomplete bids may be rejected by the Authority.

IV. SAMPLE SHIPPING

The Authority’s Project Manager or designee may request that the Contractor send samples to a third-

party laboratory or another location for additional/separate testing. [Please see Section VII: Special Tests

for additional information.]

V. TESTING REQUIREMENTS

1. The accompanying Price Schedule comprises the material categories, test methodologies, and

ancillary services (i.e., special and emergency tests) required. Pertaining to pricing, both the

entire packages and individual tests should be quoted.

2. The Contractor shall perform tests in accordance with test requests and test methods specified

in the Price Schedule Template and shall report test results to the Authority in a pre-approved

format within five (5) business days from date the sample is logged by the Authority’s Project

Manager after its receipt by the Contractor. Exceptions to the 5-business day turnaround time

will be made for tests that require extended periods for sample preparation, curing or drying

operations per the standard test methods.

3. All test samples need to be visually inspected by the Contractor. Assessment of color,

condition, and consistency must be recorded on the test report prior to testing. If one of these

assessments will affect the testing of the sample, the Contractor must inform the Authority’s

Project Manager or designee immediately via email.

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4. If any sample is determined to be unacceptable for analysis due to damage, contamination, lack

of proper labeling, or insufficient sample quantity, the Contractor shall notify the Authority’s

Project Manager or designee immediately via email.

5. In the event that a sample is tested and produces non-conforming results, the Contractor and

its sub-contractors, if any, shall perform retests and shall report results (both the average of all

tests and each individual result) to ensure results are within acceptable repeatability margins

(for a single operator performing tests) and reproducibility margins (for different operators

performing the same tests) applicable to the test method whenever the test results do not meet

specification and protocol acceptance criteria.

6. At the discretion of the Authority, the Contractor shall perform retests in 5% of randomly

selected samples as part of its quality control program and to ensure repeatability margins

consistent with test methods. The cost of these retests for quality control shall be deemed

included in the unit prices of the Price Schedule Template. Results shall be reported in a

summary spreadsheet listing the original and retest results.

VI. EMERGENCY TESTS

The Contractor shall perform emergency tests (e.g., expedited tests) as directed by the Authority’s

Project Manager or designee. All emergency tests shall be performed within 24 hours of the time the

sample is logged by the Authority’s Project Manager after its receipt by the Contractor, except as

otherwise permitted by the Authority’s Project Manager or designee. Some tests (an estimated 2%)

may need to be performed on weekends or Authority-observed holidays. The Contractor shall be paid

the emergency test surcharge rate per the applicable line item in the Price Schedule Template.

VII. SPECIAL TESTS

Upon the request of the Authority’s Project Manager or designee, the Contractor shall perform certain

special tests beyond those listed in the Price Schedule Template. If the Contractor cannot perform these

tests in-house with its own operators and test laboratory, the special tests shall be subcontracted to

approved Subcontractors. The Contractor or sub-contractor shall be paid per the applicable line item in

the Price Schedule Template and pre-approved by the Authority’s Project Manager.

VIII. REPORTING REQUIREMENTS AND DELIVERABLES

1. The Contractor shall email a daily status report/manifest providing details for each sample:

date of pick-up or receipt, description, source, projected test completion date, actual report

date, and reasons for delay, if any.

2. The Contractor shall create a database or spreadsheet (using a format acceptable to the

Authority) for performing statistical analyses and for generating monthly, quarterly, annual,

and special reports that summarize testing activities. Testing activities include the number of

samples tested, tests performed, average testing time per testing method, number of samples

by department (if applicable), and other data as directed by the Authority’s Project Manager.

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3. The result(s) of each test performed on a sample by the Contractor is to be recorded in a written

report. The format of the written report shall be subject to the approval of the Authority’s

Project Manager.

4. The test report shall contain references to the test methods used and applicable acceptance

criteria as per the Authority’s test protocol. Results listed in the test report will indicate

“Conforming” or “Non-conforming” depending on the results falling within or outside of

acceptance criteria. The Authority’s Project Manager may require ASTM standard

repeatability and reproducibility limits be incorporated into the test reports, where necessary.

5. Chain of custody documentation (record of receipt of test sample materials from Contractor

and sub-contractors if applicable) may be required for approximately ten (10) samples per year.

The Authority’s Project Manager will notify the Contractor in advance when such

documentation is required.

6. The Contractor shall maintain all reports and records electronically and, upon request, shall

provide information on a flash drive or other suitable electronic media storage device.

7. For data exchange, the Contractor shall have compatible software (e.g., Microsoft Office,

including Excel and Access) with that used by the Authority’s Project Manager.

IX. OTHER REQUIREMENTS

1. The Contractor shall provide technical services and attend meetings on various testing issues

as required by the Authority’s Project Manager when user departments within the Authority or

the vendor contests test results. At a minimum, the Contractor’s laboratory manager and the

laboratory technician that performed the respective test should be in attendance.

2. The Contractor shall provide technical assistance in the field of testing, research test methods,

and industry test methods (e.g., ASTM, SAE, EPA, ISO, etc.) upon the request of the

Authority’s Project Manager.

3. The Contractor shall provide the Authority’s representative(s) access to its facility and

personnel As necessary, office space to prepare reports and to make phone calls shall be made

available to the Authority representative(s).

4. The Contractor shall provide the Authority’s representative(s) unlimited access to the

laboratory and facilities used for and the personnel involved with the receipt, processing, and

testing of the Authority’s samples by the Contractor (and Subcontractor) for this Contract so

that the Authority may fully witness the testing of the Authority’s samples.

5. The numbers of samples for each line item in the Cost Proposal Template are estimates only.

The actual number of tests during the term of the Contract may be less than or may exceed

estimates. A sample may be tested for a single test or a combination of tests that are listed in

the Cost Proposal Template. The testing parameters and quantities are provided for guidance

only.

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Commodity Codes

• NAICS 541380Testing Laboratories

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