Industrial Lubricants

The Procurement Division of Knox County, Tennessee will receive sealed bids for the provision of Industrial Lubricants
as specified herein. Bids must be received by 2:00 p.m. local time on April 14, 2026. Late bids will neither be considered
nor returned.
Deliver Bids To:
Bid Number 3723
Knox County Procurement Division
Suite 100
1000 North Central Street
Knoxville, Tennessee 37917
The Bid Envelope must show the Company Name, Bid Number, Bid Name & Bid Opening Date
SECTION I GENERAL TERMS AND CONDITIONS
1.1 ADDITIONAL INFORMATION: Knox County wants requests for additional information routed to Brian Hubbs,
Construction and Contract Specialist, at 865-215-5753. Additional information requests and questions may be
emailed to brian.hubbs@knoxcounty.org. If you have not heard from the Buyer in a reasonable amount of time,
please call for further assistance. Information about the Knox County Procurement Division may be obtained on
the internet at www.knoxcounty.org/procurement.
1.2 ACCEPTANCE: Vendors shall hold their price firm and subject to acceptance by Knox County for a period of
ninety (90) business days from the date of the bid opening, unless otherwise indicated in their bid.
1.3 ALTERNATIVE BIDS: Knox County will not accept alternate bids (those not equal to specifications) unless
authorized by the Invitation for Bid.
1.4 AUDIT HOTLINE: Knox County has established an Audit Hotline to report potential fraud and waste. To report
potential fraud, waste or abuse, file a report online by accessing http://www.knoxcounty.org/audit/hotline.php.
Vendors are hereby cautioned that this Audit Hotline does not replace the Award Protest Procedures
found in Section VI, Item M of the Knox County Procurement Regulations.
1.5 AWARD: Award will be made to the most responsive, responsible bidder(s) meeting specifications, who presents
the product or service that is in the best interest of Knox County. Knox County reserves the right to award this bid
on a schedule basis, zone basis, an all or none basis, or by multiple award whichever is in the best interest of the
County. Knox County reserves the right to not award this bid. Award will be made in accordance with the
evaluation criteria specified herein.
1.6 BID DELIVERY: Knox County requires respondents, when hand delivering bids, to time and date stamp the
envelope before depositing it in the bid box. Knox County will not be responsible for any lost or misdirected mail
sent by common carrier, nor will Knox County be responsible for submittals delivered to addressees and Suites
other than the delivery address and Suite specified at the top of this solicitation. The time clock in the
Procurement Division shall serve as the official record of time.
Solicitations must be in a sealed envelope/box prior to entering the Procurement Division office.
Procurement Division personnel are not allowed to see the submittal nor assist in placing documents in
an envelope/box. Additionally, the Procurement Division is not responsible for providing materials (e.g.:
envelopes, boxes, tape) for submittals.
1.7 BUSINESS OUTREACH PROGRAM: The purpose of this program is to increase the opportunity for companies
doing business with Knox County by encouraging participation through site visits, providing education and support
regarding policies and procedures, and actively recruiting all interested suppliers.
1.8 CONFLICT OF INTEREST: Vendors must have read and complied with the "non-conflict of interest" statement
provided in the vendor registration process prior to the opening of this solicitation.
1.9 COPIES: Knox County requires that bids being submitted by hand be submitted with one (1) marked original
and one (1) exact copy. If submitting electronically, no additional copies are needed.
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1.10 DECLARATIVE STATEMENT: Any statement or words (e.g.: must, shall, will) are declarative statements and
the vendor must comply with the condition. Failure to comply with any such condition may result in their bid being
non-responsive and disqualified.
1.11 ELECTRONIC TRANSMISSION OF BIDS: Knox County's Procurement Division will accept, and strongly
encourages, electronically transmitted bids through the County's Online Procurement System. Facsimile and
email submissions are strictly prohibited.
1.12 HOW TO DO BUSINESS: Knox County utilizes a web-based procurement software system, "KnoxBuys." The
system provides our clients (vendors, County departments and the citizens of Knox County) with a more
enhanced and end-user friendly means of accessing our services. The system allows for online vendor
registration and maintenance, electronic receipt of purchase orders, online retrieval and submittal of quotes, bids
and proposals for our vendor-clients and online requisitioning and receiving for our county departments.
In order for the County to maximize its investment and minimize the cost associated with office operations we
need your help. When doing business with Knox County we are urging you to please go to our website at
www.knoxcounty.org/procurement, register as a vendor in our online procurement system, "KnoxBuys", if you
have not done so and whenever possible to conduct your business with the County through this site. If you have
any questions, please contact the Procurement Division Representative listed in Section 1.1 of this document.
1.13 INCURRED COSTS: Knox County will not be responsible for any costs incurred by the bidder in the preparation
of their bid.
1.14 MULTIPLE BIDS: Knox County will consider multiple bids that meet specifications.
1.15 NON-COLLUSION: Vendors, by submitting a signed bid, certify that the accompanying bid is not the result of, or
affected by, any unlawful act of collusion with any other person or company engaged in the same line of business
or commerce, or any other fraudulent act punishable under Tennessee or United States law.
1.16 PAYMENT METHOD: Knox County utilizes two (2) methods of placing orders for products. The first is the use of
Purchase Orders. These purchase orders will be issued from the Knox County Procurement Division via the
method selected by the Vendor during registration. The Purchase Order will detail the quantity, specific item(s)
and the contracted price for each item.
The second method is the use of the Knox County Credit Card (VISA). Orders placed on the credit card will list
the same information as the Purchase Order. Vendors will be given the card information and approval to process
the transaction for the requesting department. Vendors must indicate in their bid response if the Vendor will
accept the Knox County Credit Card (VISA) as form of payment. Bidders are prohibited to charge Knox County
any type of merchant fee from their financial institution to accept this type of payment.
1.17 PROCESSING TIME FOR PAYMENT: Vendors are advised that approximately thirty (30) days is required to
process invoices for payment when the invoicing instructions herein are followed.
1.18 PROOF OF FINANCIAL AND BUSINESS CAPABILITY: Bidders must, upon request, furnish satisfactory
evidence of their ability to furnish products or services in accordance with the terms and conditions of these
specifications. Knox County will make the final determination as to the bidders' ability.
1.19 RECYCLING: Knox County, in its continuing efforts to lessen the amount of landfill waste and to further recycling
efforts, requests that bids be sent electronically. Bids being submitted on paper shall:
* Be submitted on recycled paper
* Not include pages of unnecessary advertising
* Be made on both sides of each sheet of paper.
1.20 RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS: It is the responsibility of the prospective bidder to review
the entire Invitation for Bid (IFB) packet and to notify the Procurement Division if the specifications are formulated
in a manner that would unnecessarily restrict competition.
Any such protest or question regarding the specifications or bid procedures must be received in the Procurement
Division no later than 4:30 p.m. local time on March 31, 2026. These requirements also apply to specifications
that are ambiguous.
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1.21 SIGNING OF BIDS: In order to be considered all bids must be signed. Please sign the original in blue ink. By
signing the bid document, the bidder acknowledges and accepts the terms and conditions stated in the document.
The submission of your bid through our online portal will be the acknowledgement of signature.
1.22 TAXES: Knox County purchases are not subject to taxation. Tax exemption certificates will be provided upon
request.
1.23 TERM BID AGREEMENTS: If this bid results in a term bid Contract with the vendor, Knox County must receive
all general price decreases that other similar customers receive.
1.24 TITLE VI OF THE CIVIL RIGHTS ACT: "Nondiscrimination in Federally Assisted Programs" - "No person in the
United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied
the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial
assistance." 42 U.S.C. section 2000d. It is the policy of Knox County Government that all its services and
activities be administered in conformance with the requirements of Title VI.
1.25 UNFORESEEN CIRCUMSTANCES: During periods of closure due to unforeseen circumstances in Knox County
or closures at the direction of the Knox County Mayor, the Procurement Division will enact the following
procedures in regards to solicitations and closures:
* If the Mayor closes the Administrative offices prior to the time set for solicitation opening of any business day,
all solicitations due that same day will be moved to the next operational business day.
* Other unforeseen circumstances shall be at the sole discretion of the Procurement Director.
* Knox County shall not be liable for any commercial carrier's decision regarding deliveries during any
unforeseen circumstances.
1.26 USE OF BID FORMS: Vendors must complete the bid forms contained in the bid package. Failure to complete
the bid forms may result in rejection of their bid.
1.27 VENDOR DEFAULT: Knox County reserves the right, in case of vendor default, to procure the articles or
services from other sources and hold the defaulting vendor responsible for any excess costs occasioned thereby.
Should vendor default be due to a failure to perform or because of a request for a price increase, Knox County
reserves the right to remove the vendor from the County's bidder's list for twenty-four (24) months.
1.28 VENDOR REGISTRATION: Prior to the opening of this bid, ALL BIDDERS must be registered with the
Procurement Division. A vendor application may be submitted online at www.knoxcounty.org/procurement. Select
the Online Vendor Registration link and complete the forms. Vendors must be registered with the Procurement
Division prior to submitting their bid. Knox County shall not be responsible for technical difficulties experienced by
vendors trying to register or submit their bid electronically less than twenty-four (24) hours prior to the bid opening
time.
1.29 WAIVING OF INFORMALITIES: Knox County reserves the right to waive minor informalities or technicalities
when it is in the best interest of Knox County.
SECTION II OBLIGATIONS, RIGHTS AND REMEDIES
These terms and conditions shall be part of the Contract. Knox County reserves the right to negotiate other
terms and conditions it deems appropriate and necessary under the circumstances to protect the public's trust.
2.1 ALTERATIONS OR AMENDMENTS: No alterations, amendments, changes, modifications or additions to this
Contract shall be binding on Knox County without the prior written approval of the County.
2.2 APPROPRIATION: In the event no funds are appropriated by Knox County for the goods or services in any fiscal
year or insufficient funds exist to purchase the goods or services, then the Contract shall expire upon the
expenditure of previously appropriated funds or the end of the current fiscal year, whichever occurs first, with no
further obligations owed to or by either party.
2.3 ASSIGNMENT: Contractor shall not assign or sub-contract this agreement, its obligations or rights hereunder to
any party, company, partnership, incorporation or person without the prior written specific consent of Knox
County.
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2.4 BOOKS AND RECORDS: Contractor shall maintain all books, documents, accounting records and other
evidence pertaining to the goods and services provided under this Contract and make such materials available at
its offices at all reasonable times during the contract period and for five (5) years from the date of the final
payment under this agreement for inspection by County or by any other governmental entity or agency
participating in the funding of this agreement, or any authorized agents thereof; copies of said records to be
furnished if requested. Such records shall include those books, documents and accounting records that represent
the Contractor's costs of manufacturing, acquiring or delivering the products and services governed by this
agreement.
2.5 CHILD LABOR: Contractor agrees that no products or services will be provided or performed under this Contract
which have been manufactured or assembled by child labor.
2.6 COMPLIANCE WITH ALL LAWS: Contractor is assumed to be familiar with and agrees to observe and comply
with all federal, state, and local laws, statutes, ordinances, and regulations in any manner affecting the provision
of goods and/or services, and all instructions and prohibitive orders issued regarding this work and shall obtain all
necessary permits.
2.7 DEFAULT: If Contractor fails to perform or comply with any provision of this Contract or the terms or conditions
of any documents referenced and made a part hereof, Knox County may terminate this Contract, in whole or in
part, and may consider such failure or noncompliance a breach of Contract. Knox County expressly retains all its
rights and remedies provided by law in case of such breach, and no action by Knox County shall constitute a
waiver of any such rights or remedies. In the event of termination for default, Knox County reserves the right to
purchase its requirements elsewhere, with or without competitive bidding.
2.8 GOVERNING LAW; VENUE: This agreement shall be exclusively construed, governed, and controlled by the
Laws of the State of Tennessee without regard to principles of law, including conflicts of law, of any other
jurisdiction, territory, country, and/or province. Any dispute arising out of or relating to this agreement shall
exclusively be brought in the Chancery Court or the Circuit Court of Knox County, Tennessee. Each party
consents to personal jurisdiction thereto and waives any defenses based on personal jurisdiction, venue and
inconvenient forum.
2.9 INCORPORATION: All specifications, drawings, technical information, Invitation for Bid, Bid, Award and similar
items referred to or attached or which are the basis for this Contract are deemed incorporated by reference as if
set out fully herein.
2.10 INDEMNIFICATION/HOLD HARMLESS: Contractor shall indemnify, defend, save and hold harmless Knox
County, its officers, agents and employees from all suits, claims, actions or damages of any nature brought
because of, arising out of, or due to breach of the agreement by Contractor, its subcontractors, suppliers, agents,
or employees or due to any negligent act or occurrence or any omission or commission of Contractor, its
subcontractors, suppliers, agents or employees.
2.11 INDEPENDENT CONTRACTOR: Contractor shall acknowledge that it and its employees serve as independent
contractors and that Knox County shall not be responsible for any payment, insurance or incurred liability.
2.12 INSPECTION AND ACCEPTANCE: Warranty periods shall not commence until Knox County inspects and
formally accepts the goods and/or services. The terms, conditions and timing of acceptance shall be determined
by Knox County. Knox County reserves the right to reject any or all items or services not in conformance with
applicable specifications, and Contractor assumes the costs associated with such nonconformance. Acceptance
of goods or services does not constitute a waiver of latent or hidden defects or defects not readily detectable by a
reasonable person under the circumstances.
2.13 IRAN DIVESTMENT ACT: By submission of this bid, each bidder and each person signing on behalf of any
bidder certifies, and in the case of a joint bid each party thereto certifies as to its own organization, under penalty
of perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant to
Tennessee Code Annotated 12-12-106.
2.14 LIMITATIONS OF LIABILITY: In no event shall Knox County be liable for any indirect, incidental, consequential,
special or exemplary damages or lost profits, even if Knox County has been advised of the possibility of such
damages.
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2.15 NO BOYCOTT OF ISRAEL: Pursuant to Tennessee Code Annotated Title 12, Chapter 4, Part 1, by submission
of a response to this solicitation, each bidder and each person signing on behalf of any bidder certifies, and in the
case of a joint response each party thereto certifies as to its own organization, under penalty of perjury, that to the
best of its knowledge and belief that each bidder is not currently engaged in, and will not for the duration of the
contract engage in, a boycott of Israel.
2.16 NON-DISCRIMINATION AND NON-CONFLICT STATEMENT: Contractor agrees that no person on the grounds
of handicap, age, race, color, religion, sex, national origin or any individual trait or characteristic found to be an
illegal consideration, shall be excluded from participation in, or be denied benefits of, or be otherwise subjected to
discrimination in the performance of this agreement or in the employment practices of Vendor. Contractor shall
upon request show proof of such non-discrimination and shall post in conspicuous places available to all
employees and applicants notices of non-discrimination. Contractor covenants that it complies with the Fair
Wage and Hour Laws, the National Labor Relations Act, and other federal and state employment laws as
applicable. Contractor covenants that it does not engage in any illegal employment practices.
Contractor covenants that it has no public or private interest and shall not acquire directly or indirectly any
interest, which would conflict in any manner with the provision of its goods or performance of its services.
Contractor warrants that no part of the total contract amount provided herein shall be paid directly or indirectly to
any officer or employee of Knox County as wages, compensation, or gifts in exchange for acting as officer, agent,
employee, sub-contractor or consultant to Contractor in connection with any goods provided or work
contemplated or performed relative to the agreement.
2.17 ORDER OF PRECEDENCE: In the event of inconsistent or conflicting provision of this Contract and referenced
documents, the following descending order of precedence shall prevail: (1) Contract, (2) Invitation for Bid, (3) Bid,
(4) Award, (5) Special Terms and Conditions, (6) General Terms and Conditions, (7) Specifications, (8) Drawings.
2.18 REMEDIES: Knox County shall have all rights and remedies afforded under the U.C.C. and Tennessee law in
Contract and in tort, including but not limited to rejection of goods, rescission, right of set-off, refund, incidental,
consequential and compensatory damages and reasonable attorney's fees.
2.19 RIGHT TO INSPECT: Knox County reserves the right to make periodic inspections of the manner and means the
service is performed or the goods are supplied.
2.20 SEVERABILITY: If any provision of this Contract is declared illegal, void or unenforceable, the remaining
provisions shall not be affected but shall remain in force and in effect.
2.21 TAX COMPLIANCE: Pursuant to Resolution R-07-1-903 passed by the Commission of Knox County,
Tennessee, Contractor hereby acknowledges, by submission of its bid and signature that it is current in its
respective Federal, State, County, and City taxes of whatever kind or nature and is not delinquent in any way.
Delinquent status must be disclosed or risk debarment by the Knox County Procurement Division.
2.22 TERMINATION: County may terminate this agreement with or without cause, upon written notice of not less than
thirty (30) calendar days. In the event of termination by either party, fees due for services satisfactorily performed
or goods accepted prior to the termination date shall be paid.
2.23 WARRANTY: Contractor warrants to Knox County that all items delivered and all services rendered shall conform
to the specifications, drawings, bid and/or other descriptions furnished and/or incorporated by reference, and will
be fit for the particular purpose purchased, of merchantable quality, good workmanship, and free from defects.
Contractor extends to Knox County all warranties allowed under the U.C.C. Contractor shall provide copies of
warranties to the County. Return of merchandise not meeting warranties shall be at contractor's expense.
SECTION III SPECIAL TERMS AND CONDITIONS
3.1 INTENT: The intent of this bid is to convey to prospective bidders the type and quality of Industrial Lubricants as
desired by the Knox County Fleet Service Center. Award will be based on Best Value. Best Value means more
than low cost. It includes initial cost, service quality and other factors detailed herein.
3.2 ACCEPTANCE: Bidders are advised that the payment of an invoice does not necessarily constitute as an
acceptance of services that are provided. Acceptance requires a specific written action by Knox County so
stating.
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3.3 ACCOUNT SET-UP: The successful Vendor will be required to set up separate accounts for Knox County
Engineering and Public Works and any other departments that may use this Term Contract. The successful
Contractor(s) will be required to invoice, as well as post payment, to the proper agency.
3.4 ADDITIONS/DELETIONS: Knox County reserves the right to add goods and/or services to this term bid or delete
goods and/or services that Knox County deems necessary. Knox County reserves the right to add or delete
locations. Any additions/deletions must be approved in writing by Knox County Procurement prior to any changes
in service.
3.5 AWARD STATUS: Knox County intends to issue a one (1) year award. Upon the mutual agreement of each
vendor and Knox County, the award may be extended for four (4) additional years, one (1) year at a time. This
may result in a total of five (5) years. Knox County reserves the right to purchase these items/services from other
sources if the need arises. Knox County reserves the right to revoke the award if a pattern of unavailability arises
with the vendor. Should Knox County desire not to renew, no reason needs to be given.
3.6 BIDDER OBLIGATION: Each bidder shall become fully acquainted with conditions relating to the scope and
restrictions attending the execution of the work under this IFB. The failure or omission of a bidder to become
acquainted with existing conditions shall no way relieve the bidder of any obligations with respect to this IFB or to
the Contract.
3.7 BID EVALUATION: In evaluating the bids, Knox County reserves the right to use any or all of the ideas from the
bids submitted without limitation and to accept all or part of the successful bid in selecting a solution which is
judged to be in the best interest of the Knox County. All material submitted becomes the property of Knox County.
3.8 BIDS REQUESTED ON BRANDS OR EQUAL: Unit price bids are requested on products that equal or exceed
the quality and performance of the brands and model numbers listed. References to brand names, trade names,
model numbers or other descriptions peculiar to specific brand products are made to establish a required level of
quality and functional capabilities, and are not intended to exclude other products of that level. Comparable
products of other manufacturers will be considered if proof of comparability is contained in their bid. It shall be the
responsibility of the bidders, including bidders whose product is referenced; to furnish with their bid such
specifications, catalog prices, brochures or other data as will provide an adequate basis for determining the
quality and functional capabilities of the product offered. Failure to provide this data may be considered valid
justification for rejection of their bid.
3.9 CHANGES AFTER AWARD: It is possible after award that Knox County may change its needs or requirements.
Knox County reserves the right to make such changes after consultation with the Contractor(s). Should additional
costs arise, Knox County reserves the right to consider accepting these charges provided the Contractor(s) can
document the increased costs. Knox County also reserves the right to accept proposed service changes from the
Contractor(s) if they will lower the cost to Knox County and/or provide improved service.
3.10 COMPLIANCE WITH ALL APPLICABLE REGULATIONS: Vendor agrees and covenants that the company, its
agents and employees will comply with all City, County, State and Federal codes, laws, rules and regulations
applicable to the business to be conducted under this Contract. If the Vendor performs any work knowing it to be
contrary to such laws, ordinances, rules and regulations, the Vendor shall bear all costs arising from them.
3.11 CONTACT PERSONNEL: It shall be essential to the success of this Contract to develop a good working
relationship with the Contractor(s). It is imperative that the Knox County account be handled efficiently and
professionally. Knox County should be assigned no more than two (2) Contractor contacts to handle billing
inquiries and service related issues. In the event one (1) or both contacts leave the Knox County account, the
Contractor shall formally introduce the new contacts to County personnel. These contacts must be knowledgeable
of the County's account to avoid any interruption of service.
3.12 CONTRACT EXECUTION: The award of this bid will result in a Contract between Knox County and the
successful Contractor(s). The Knox County Procurement Division will draft the Contract. The Knox County
Procurement Division will not accept any Contractor(s) Contract. If these types of master Agreements, Service
Agreements, Terms of Agreements or other submitted Contract agreements are submitted, they will be rejected.
3.13 DESTINATION AND DELIVERY: Bidders must include all destination and delivery charges in their price. There
will be no extra hidden charges. Delivery must be "free on board" to the County department.
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3.14 DELIVERY TIME: Bidders must state the number of business days until delivery after receipt of a signed
purchase order. Bidders shall state accurate lead times as Knox County reserves the right to cancel orders with
no obligation when delivery time is exceeded. Bidders must state the number of business days, not a range of
days. For example, an unacceptable answer is "1 - 4 business days." Bidders must be specific and state either "1
business day" or "4 business days." If bidder states a range of days, Knox County will base their answer on the
maximum number of days provided.
3.15 DISCONTINUED ITEMS: The successful bidder shall notify the Knox County Procurement Division of any items
that have been discontinued and recommend an appropriate substitution. The Knox County Fleet Service Center
will be the sole judge if the substitution is appropriate.
3.16 EVALUATION CRITERIA: This bid will be evaluated using the following criteria:
Price 100 Points
3.17 EVALUATION REVIEW: Knox County reserves the right to use all pertinent information that might affect the
County's judgment as to the appropriateness of an award to the best evaluated bidder. This information may be
appended to the bid evaluation process results. Information on a service provider from reliable sources, and not
within the service provider's bid, may also be noted and made part of the evaluation file. Knox County shall have
sole responsibility for determining a reliable source. Knox County reserves the right to conduct written and/or oral
discussions/interviews after the bid opening. The purpose of such discussions/interviews is to provide clarification
and/or additional information to make an award that is in the best interest of Knox County.
3.18 EXCEPTIONS TO SPECIFICATIONS: Bidders taking exception to any part or section of these specifications shall
indicate such exceptions in their bid response. Failure to indicate any exceptions shall be interpreted as the
bidder's intent to fully comply with the specifications as written. Conditional or qualified offers are subject to
rejection in whole or in part. Exceptions will be negotiated for a mutual resolution.
3.19 GRATUITIES AND KICKBACKS: It shall be a breach of ethical standards for any person or company to offer,
give, or agree to give any employee or former employee, or for any employee or former employee to solicit,
demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with
any decision, approval, disapproval, recommendation, preparation of any part of a program requirement or a
purchase request, influencing the content of any specification or procurement standard, rendering of advice,
investigation, auditing or in any other advisory capacity in any proceeding or application, request for ruling,
determination, claim, or controversy or other particular matter, pertaining to any program requirement of a contract
or subcontract or to any solicitation or proposal therefore.
3.20 INSURANCE: The successful vendor must carry the insurance as indicated on the Insurance Checklist attached
hereto. As proof the vendor's willingness to obtain and maintain the insurance, the vendor must complete, sign
and have its insurance agent sign the attachment and submit it with the bid.
Upon the Notification of Intent to Award and prior to the Contract being fully executed, the successful vendor will
be required to submit a Certificate of Insurance (COI) with the specified coverage and listing Knox County as
additional insured; Endorsement Page(s) shall be included. It shall be the successful vendor's responsibility to
keep a current COI and Endorsement Page(s) on file with Knox County Procurement as long as the Contract is in
effect.
3.21 INTERPRETATION: No oral interpretation will be made to any bidder regarding the meaning of specifications. All
questions are to be submitted in writing or electronically (Email) and will be answered in the form of an Addendum
to the solicitation by the Knox County Procurement Division.
3.22 INVOICE PROCEDURES: Knox County is requesting invoices to show the following detail to help expedite review
and payment. The Contractor(s) may be required to modify invoicing procedures to show the detail. All potential
Contractor(s) are hereby cautioned that Knox County will only pay from original invoices and not facsimiles or
copies. Invoices which do not adhere to these details may be returned to the Contractor for correction.
3.22.1 The invoice must show the amount due to the Contractor by Knox County.
3.22.2 The itemized details of material count, including amount of materials rendered.
3.22.3 Invoices are to be original and uniquely pre-numbered.
3.22.4 Invoices which do not show this information are subject to rejection.
3.22.3 Each department or division of Knox County is responsible for its own budget. Departments cannot
charge or pay bills for another department. Therefore, it is critical that your business invoices specify the
department that desire to purchase from you. Do not credit payments to any other department's account.
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Knox County requests that invoices be easy to read and understand. Each participating agency to this contract
may require different invoice information and procedures. This information and procedures shall be provided to
the successful contractor(s) prior to Contract execution. There shall be no additional charges for this information
and procedures to be included.
Invoices shall be sent to the "Bill To" address printed on the Purchase Order. Each department or division of Knox
County is responsible for its own budget. Departments cannot charge or pay bills for another department.
Therefore, it is critical that your business invoices specify the department that desires to purchase from you. Do
not credit payments to any other department's account. Invoices must be submitted in triplicate and must match
the corresponding Purchase Order number.
There shall be no component billing. If a complete invoice, submitted in accordance with the guidelines stipulated
herein, remains unpaid after thirty (30) days, contact the appropriate department listed in the "Bill To" section of
the Purchase Order to determine its status.
3.23 INVOICE REVIEW: Knox County shall review all invoices for adherence to the terms and conditions of the
Contract, variations from the Contract and Contract pricing are strictly prohibited. Any variations found on the
invoice will result in the rejection of those invoices. Rejected invoices will be returned to the Contractor(s) for
correction. If a discount for prompt payment is offered, the timeline does not commence until Knox County
receives the invoice.
3.24 NEW MATERIAL: Unless specified otherwise in the bid package, Contractor(s) must provide new supplies. New,
as used in this clause, means previously unused materials. Material includes but is not limited to, raw material,
parts, items, components, and end products. Bidder submission of other than new materials may be cause for the
rejection of the bid. Refurbished or remanufactured materials will not be accepted.
3.25 NEWS RELEASES BY VENDORS: As a matter of policy, Knox County does not endorse the services of a
Contractor. A Contractor will not make news releases concerning any resultant Contract from this solicitation
without the prior written approval of Knox County.
3.26 NO CONTACT POLICY: After the date and time that the vendor receives this solicitation, any contact initiated by
any bidder with any Knox County representative, other than the Procurement Division representative listed herein,
concerning this Invitation for Bid, is strictly prohibited. Any such unauthorized contact may cause the
disqualification of the bidder from this procurement transaction.
3.27 OFFER WITHDRAWAL: No bid can be withdrawn after it is filed unless the bidder makes a request in writing to
the Knox County Procurement Division prior to the time set for the opening of bids or unless the County fails to
accept within ninety (90) days after the date fixed for opening the Invitation for Bids.
3.28 OPEN RECORDS ACT: Knox County is subject to the Tennessee Public Records Act 10-7-503 et seq. Proposers
are cautioned that all documents submitted on behalf of this Invitation for Bids shall be open to the public for
viewing and inspection and Knox County will comply with all legitimate requests.
3.29 POSSESSION OF WEAPONS: All vendors and their employees and their agents are prohibited from possessing
any weapons on Knox County property without prior written consent from the County. In the case of a vendor
whose contract requires possession of firearms or other weapons to successfully complete their contract, vendor
must provide personnel who are bonded to bear said weaponry.
3.30 PRICING: Due to the nature of the products required in this solicitation, Knox County will allow the successful
bidder(s) to request a price increase every six (6) months through the duration of the Contract. Any requests for
price adjustments must be received no later than the first day of the month prior to the beginning of the next six
(6) month period. For example, if the Contract begins June 1, 2026, any requested price increases must be
received no later than November 1, 2026 for the next six (6) month period. If a requested price increase is not
received with the stated timeframe, no increase will be given.
Contractor will not be granted price increases at any other time during the Contract terms. Price increases will
only be considered at the annual renewal periods and annual mid-term periods. Price increase requests shall
include at a minimum:
3.30.1 The cause for the adjustment.
3.30.2 The amount of the change requested with written documentation tied to the Producer Price Index (PPI) to
support the requested adjustment.
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3.30.3 Notice to Knox County to be given thirty (30) days before the contract renewal period.
If a price increase is rejected, the vendor may:
3.30.4 Continue with the existing price.
3.30.5 Request a lower price increase.
3.30.6 Not accept the renewal offer.
If a price increase is approved by Knox County, the approval notification will be done in writing and the Contractor
will be notified of the new price schedule and effective date of the increase. This documentation will become part
of the bid file. No approvals will be authorized verbally.
3.31 QUALITY CONTROL: Bidders must supply industrial lubricants that are of a sufficient quality to be expected to
perform under the demands of the operational requirements of Knox County. Continued premature failure of said
industrial lubricants shall be cause for termination of the Contract.
3.32 QUANTITIES FOR INFORMATION PURPOSES ONLY: Knox County does not guarantee any quantities of
goods or services to be purchased from of this term Contract.
3.33 REJECTION OF BIDS: Knox County reserves the right to reject any and all bids received as a result of this
request and to waive any informality, technical defect or clerical error in any bid, as the interests of the County
may require. Non-acceptance of any bid will be devoid of any criticism of the bid and of any implication that the
bid is deficient in any manner. Non-acceptance of any bid shall be construed as meaning simply that the County
does not deem the bid to be acceptable or that another bid was deemed to be more advantageous to Knox
County for the particular services proposed.
3.34 REMOVAL OF VENDOR'S EMPLOYEES: The successful Contractor(s) agrees to utilize only experienced
licensed, responsible and capable people in the performance of the work. Knox County may require that the
successful Contractor(s) remove from the job covered by this contract, employees who endanger persons or
property or whose continued employment under this contract is inconsistent with the interest of Knox County.
3.35 SAFETY AND PROTECTION: The Contractor(s) shall be solely and completely responsible for initiating,
maintaining and supervising all safety precautions and programs in connection with the work to be performed.
The Contractor(s) shall take all necessary precautions for the safety of, and shall provide the necessary protection
to prevent injury to, all employees on the work site and other persons, including but not limited to, the general
public who may be affected thereby. All work is to be done as required by TOSHA, OSHA, EPA and AHERA.
Knox County does not assume any responsibility for the protection of or for loss of materials, from the time that
the Contract operations have commenced until the final acceptance of the work by the department designee.
Contractor(s) shall be required to furnish their employees with the proper personal protective clothing and
equipment. Contractor(s) shall also be required to dispose of this clothing and equipment in compliance with all
regulatory requirements.
Contractor(s) will ensure that its employees observe and exercise all necessary caution and discretion so as to
avoid injury to person or damage to property of any and all kinds. All buildings, appurtenances and furnishings
shall be protected by the vendor from damage, which might be done or caused by works performed under this
contract. Such damages to the foregoing shall be repaired and / or replaced by approved methods so as to
restore the damaged areas to their original condition at the expense of the Contractor.
3.36 SAFETY DATA SHEETS: As part of our efforts to comply with the OSHA Hazardous Chemical Communications
Law (1910.1200), each vendor must furnish, if requested by Knox County, the most current Safety Data Sheets
(SDS) for all chemical products included in the Example Pricing (Section VI) that you are bidding on. If, however,
the material is non-hazardous, then a letter or statement should be submitted, if requested by Knox County,
indicating the same. Vendor(s) must provide Knox County with Safety Data Sheets (SDS) for all products
delivered to Knox County under this Contract.
3.37 SAMPLES: Knox County may request samples after bids are opened and before the award is made. When
samples are called for, they must be furnished free of expense and if not destroyed in testing will, upon request,
be returned at the bidder's expense. A request for the return of samples must be made in writing following the
opening of bids. Each individual sample must be labeled with the bidder's name and manufacturer's brand name
and number.
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3.38 STOCKING: The successful bidder(s) must maintain an inventory of industrial lubricants sufficient to guarantee
the Knox County Fleet Service Center that ninety (90) percent of all orders will be immediately available for
delivery.
3.39 SUB-CONTRACTING: Any sub-contracting must be approved, in advance, by Knox County. Knox County may
terminate the Contract if subcontracting is done without approval.
3.40 SUBMIT QUESTIONS: Prospective bidders may submit questions concerning this solicitation until 4:30 p.m.
local time on March 31, 2026. Submit questions as noted in Section 1.1.
Please note: Do not return pages one (1) through ten (10) with your submittal.
You must complete and return pages eleven (11) through fourteen (14).
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