KCATA Bulk 15w-40 Engine Oil

INVITATION FOR BIDS (IFB) #G26-6003-33
Bulk 15w-40 Engine Oil
Date: June 4, 2026
Contact: Andrew Campbell, Procurement Buyer
Telephone: 816-346-0268
Email: acampbell@kcata.org
IFB #G26-6003-33: Bulk 15w-40 Engine Oil 6/4/2026 Page 1 of 50

KANSAS CITY AREA TRANSPORTATION AUTHORITY (KCATA)
INVITATION FOR BIDS (IFB) #G26-6003-33
BULK 15W-40 ENGINE OIL
The Kansas City Area Transportation Authority (KCATA) is a bi-state agency offering mass transit service within the greater
Kansas City metropolitan area. KCATA is requesting bids from qualified vendors to provide bulk deliveries of 15w-40 engine
oil as specified in the Technical Specifications/Scope of Work. Release of this IFB solicitation does not compel the KCATA to
make a purchase.
Diversity Goals/Project Participation.
See Section 3.M for more information regarding KCATA's policy regarding KCATA's diversity programs. There is no diversity
goal established for this project.
Questions and Requests for Clarification. Questions (technical, contractual, or administrative) must be directed in writing
via email only to Name at acampbell@kcata.org. Questions and requests for clarifications will be received until 2:00pm
Central Standard Time on June 12, 2026. If required, KCATA's response to these submissions will be in the form of an
Addendum.
Submittal Instructions:
Bid submittals must be received with all required documents/attachments as stated in the IFB no later than 2:00 p.m. on
June 24, 2026, and addressed to:
Kansas City Area Transportation Authority - Procurement Department
Attention: Andrew Campbell, Procurement Buyer
1350 East 17th Street
Kansas City, Missouri 64108
816-346 0268
The outside of each package shall be clearly marked with the Bidders name and "IFB #G26-6003-33 - Bulk 15w-40 Engine
Oil". See Section 3 for additional instructions.
Bids may be hand delivered, sent via overnight carrier, or mailed via USPS. All hand deliveries must be made through
KCATA's Shipping/Receiving Department. Please allow ample time to navigate through KCATA's security entrance and
parking areas.
Bids received after the time specified shall not be considered for award. Bids received via electronic mail (e-mail) shall not
be considered. Bids not meeting specified delivery and method of submittal will not be opened nor considered responsive.
Submission of a bid shall constitute a firm offer to the KCATA for one hundred twenty (120) days from the date of closing.
This IFB does not commit the KCATA to award a contract or to pay any cost incurred in preparation of a submittal. Bidders
shall read and understand the requirements of this Invitation for Bids covered in the sections listed under the Table of
Contents of this document.
The KCATA reserves the right to accept or reject any or all bids received, to modify this request, or cancel in part or in its
entirety the IFB if it is the best interest of the KCATA.
All contractual agreements are subject to final approval by the Kansas City Area Transportation Authority's Board of
Commissioners. KCATA anticipates awarding a three (3) year contract with two (2)option years.
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Restricted Communications. No person or entity submitting a proposal in response to this IFB nor any officer, employee,
agent, representative, relative or Contractor representing such a person (or entity) may contact through any means, or
engage in any discussion concerning the award of this contract with any member of KCATA's Board of Commissioners or
any employee of KCATA (excluding Procurement staff) during the period beginning on the date of bid issue and ending on
the date of the selection of a Contractor. Any such contact would be grounds for disqualification of the Bidder.
Kristen Emmendorfer
Director of Procurement
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TABLE OF CONTENTS
Page
SECTION 1. BID SCHEDULE .................................................................................................................................................. 6
SECTION 2. TECHNICAL SPECIFICATIONS/SCOPE OF WORK .............................................................................................. 7
A. Introduction ................................................................................................................................................................ 7
B. Term ........................................................................................................................................................................... 7
C. Estimated Quantities .................................................................................................................................................. 7
D. Technical Specifications ............................................................................................................................................. 7
E. Delivery ...................................................................................................................................................................... 8
F. Inspection and Acceptance ........................................................................................................................................ 8
G. Vendor Qualifications ................................................................................................................................................. 8
SECTION 3. BID INFORMATION/INSTRUCTIONS ................................................................................................................ 9
A. General Information ................................................................................................................................................... 9
B. Bid Submittal .............................................................................................................................................................. 9
C. Approved Equals ....................................................................................................................................................... 9
D. Required Documents ................................................................................................................................................ 10
E. Bidder Status - Vendor Registration ........................................................................................................................ 11
F. Omissions and Form of Contract .............................................................................................................................. 12
G. Authorization to Bid ................................................................................................................................................. 12
H. Bidder's Responsibilities .......................................................................................................................................... 12
I. Withdrawal of Bids ................................................................................................................................................... 12
J. Protest ..................................................................................................................................................................... 13
K. Disclosure of Proprietary Information ..................................................................................................................... 13
L. Reservations ............................................................................................................................................................. 14
M. Disadvantaged Business Enterprise (DBE) ................................................................................................................ 14
SECTION 4. BID EVALUATION, ACCEPTANCE AND AWARD .......................................................................................... 16
A. Bid Evaluation........................................................................................................................................................... 16
B. Bid Acceptance ........................................................................................................................................................ 16
C. Unbalanced Bid ....................................................................................................................................................... 16
D. Bid Award ................................................................................................................................................................. 16
E. Purchase Order and/or Contract ............................................................................................................................. 17
F. Licenses and Permits ................................................................................................................................................ 17
ATTACHMENTS
Attachment A Sample Agreement/Terms and Conditions ............................................................................................ 18
Attachment B Checklist of Required Documents .......................................................................................................... 38
Attachment C Bid Response Form ................................................................................................................................ 39
Attachment D References ............................................................................................................................................. 41
Attachment E Affidavit of Civil Rights Compliance ....................................................................................................... 42
Attachment F-1 Guidelines for Workforce Analysis/EEO-1 Report ................................................................................. 45
Attachment F-2 KCATA Workforce Analysis/EEO-1 Report ............................................................................................. 46
Attachment G Affidavit of Primary Participants Regarding Employee Eligibility Verification ....................................... 47
Attachment H Non-Collusion Affidavit .......................................................................................................................... 48
Attachment I Request for Change or Approved Equal ................................................................................................. 49
Attachment J Location of KCATA's Oil Tank ................................................................................................................. 50
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NO BID REPLY FORM
KANSAS CITY AREA TRANSPORTATION AUTHORITY (KCATA)
INVITATION FOR BIDS (IFB) #G26-6003-33
BULK 15W-40 ENGINE OIL
To assist KCATA in obtaining good competition on its Invitation for Bids, we ask that if you received an invitation but do not
wish to propose, please state the reason(s) below and return this form to Andrew Campbell, Buyer, via email at
acampbell@kcata.org. Include the Project Name in the subject line. This form may also be mailed to Procurement
Department, 1350 East 17th Street, Kansas City, MO, 64108.
This information will not preclude receipt of future invitations unless you request removal from the Bidders' List by
indicating below.
Unfortunately, we must offer a "No Bid" at this time because:
____ 1. We do not wish to participate in the bid process.
____ 2. We do not wish to propose under the terms and conditions of the Invitation for Bid document. Our
objections are:
_____________________________________________________________________
_____________________________________________________________________
____ 3. We do not feel we can be competitive.
____ 4. We do not provide the materials/services on which Bids are requested.
____ 5. Other:
_____________________________________________________________________
_____________________________________________________________________
____ We wish to remain on the Bidders' list for these services.
____ We wish to be removed from the Bidders' list for these services.
______________________________________ __________________________________
FIRM NAME SIGNATURE
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SECTION 1
BID SCHEDULE
IFB Advertised and Issued ................................................................................................................................ June 4, 2026
Deadline to Submit Requests for Approved Equals........................................................................................ June 12, 2026
Questions, Comments and Requests for Clarifications Due to KCATA .......................................................... June 12, 2026
2:00 p.m.
KCATA's Response to Questions, Comments and Requests for Clarification ................................................. June 17, 2026
IFB Closing ...................................................................................................................................................... June 24, 2026
2:00 p.m.
Contract Award/Notice to Proceed ....................................................................................................................... July 2026
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SECTION 2
TECHNICAL SPECIFICATIONS/SCOPE OF WORK
A. Introduction.
The Kansas City Area Transportation Authority (KCATA, Authority, ATA) is the regional transit authority for the Kansas
City metropolitan area, operating bus, MAX bus rapid transit, and paratransit services throughout the region;
providing approximately 15 million passenger trips annually. The KCATA is requesting bids from qualified vendors to
provide deliveries of bulk 15w-40 engine oil.
B. Term.
The term of this agreement shall be for a period of three (3) year(s) from date of contract award and includes two
(2) option years.
C. Estimated Quantities.
1. The quantities indicated in this IFB are estimates that pertain to the total aggregate quantities that may be
ordered throughout the stated contract period. The estimates do not indicate single order amounts unless
otherwise stated. The KCATA makes no guarantees about single order quantities or total aggregate order
quantities.
2. The vendor will provide between one-to-two 6,500-gallon bulk deliveries during a one-year period. The
6,500-gallon deliveries are generally needed in 18 month periods, but can be needed twice every 12
months.
D. Technical Specifications.
1. The KCATA is looking for bulk deliveries of 15w-40 engine oil meeting or exceeding the below standards.
* This product must not be a full synthetic oil. Synthetic blend or conventional only.
* Must be approved for use in ESN's and CES's listed below:
Engine: L9N CM2380 L124B ESN: 74285979 CES 20092
Engine: ISL9 CM2250 ESN: 73429692 CES 20086
* Vendor must provide documentation verifying that the supplied product meets both standards.
* Must be compatible to be added to the bulk oil tank presently containing conventional 15w-40 engine
oil.
2. Contractors shall comply with all applicable and current rules, regulations and ordinances as set forth by
the Environmental Protection Agency (EPA), The Missouri Department of Natural Resources (MDNR), The
Kansas Department of Health and Environment (KDHE), The Federal Transportation Authority (FTA), The
Department of Transportation (DOT), and the City of Kansas City, Missouri (KCMO).
3. Contractors shall, without additional expenses to KCATA, be responsible for obtaining any necessary
licenses and permits, and for complying with all Federal, State and Municipal laws, codes and regulations
applicable for the work performed under this contract.
4. Contractors shall be responsible for cleaning up any discharge that occurs during delivery and placement.
A discharge is defined as the accidental or intentional spilling, leaking, pumping, emitting, emptying, or
dumping of waste onto or into the land or water.
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5, Contractors shall submit a Material Safety Data Sheet (MSDS) for the solvent(s) to be used for this
contract.
E. Delivery.
Materials and/or equipment shall be delivered to Kansas City Area Transportation Authority, Central Receiving
Facility, Building #1, 1350 East 17th Street, Kansas City, Missouri, 64108. KCATA will assume custody of property at
other locations, if so directed in writing by KCATA. Packing slips shall be furnished with the delivery of each shipment.
KCATA reserves the right to inspect all deliveries before acceptance. KCATA reserves the right to extend delivery or
installation, postpone delivery or installation, or reschedule delivery or installation in case the delivery or installation
of service equipment under this Agreement shall be necessarily delayed because of strike, injunction, civil
disturbance, government controls, or by reason of any cause of circumstance beyond the control of the Contractor,
as detailed in writing by the Contractor. The time of completion of a delivery shall be extended by a number of days
to be determined in each instance by KCATA.
F. Inspection and Acceptance.
Within ten (10) calendar days of receipt of each order, the contractor shall understand and agree that all supplies,
products and/or services which do not comply with the specifications and/or requirements or which are otherwise
unacceptable or defective may be rejected. KCATA shall have the right to return any such rejected shipment at the
contractor's expense for full credit or replacement and to specify a reasonable date (i.e., within five calendar days)
by which replacements must be received.
G. Vendor Qualifications. The successful contractor shall have at a minimum the following qualifications:
1. Licensed to do business in the state of Kansas and in the state of Missouri.
2. Registered as a vendor with KCATA.
3. Fully Insured and capable of providing valid certificate of insurance for term of contract in accordance with
KCATA's terms and conditions. See KCATA's Sample Contract/Terms and Conditions
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SECTION 3
BID INFORMATION/INSTRUCTIONS
A. General Information.
1. The terms "solicitation" and "Invitation for Bids" and "IFB" are used interchangeably, and the terms "offer",
and "proposal" are used interchangeably. The terms "Bidder", "Contractor" and "Offeror" are also used
interchangeably.
2. In cases where communication is required between Bidders and the KCATA, such as requests for
information, instruction, and clarification of specifications, such communication shall be forwarded in
writing directly to Andrew Campbell at acampbell@kcata.org by the indicated deadline. The subject line of
electronic communications must reference the IFB number and title.
3. Submitting a bid constitutes a firm offer to KCATA for one hundred twenty (120) days from the closing date.
4. KCATA is not responsible for any cost or expense that may be incurred by the Bidder before the execution
of a contract, including costs associated with preparing bid submittals.
B. Bid Submittal.
1. The bid, along with all other accompanying documents and materials submitted by the bidder, will be
deemed to constitute the entire bid. The bidder shall promptly furnish any additional information requested
relative to its bid.
2. Firms shall submit one (1) original bid, including all accompanying documents, in a sealed envelope. The bid
may be submitted via USPS, courier, or hand delivery to:
Andrew Campbell, Procurement Buyer
Kansas City Area Transportation Authority
1350 East 17th Street
Kansas City, MO 64108
3. The package must be sealed and labeled with the bidder's name and include "IFB #G26-6003-33 - Bulk 15w-
40 Engine Oil".
4. In person deliveries are to be made to KCATA's Shipping/Receiving Department which is accessed through
KCATA's secured entrance at 17th & Forest Avenue, Kansas City, Missouri. Allow time for navigating through
security and parking. Proposals delivered to other locations at KCATA may be considered late and non-
responsive.
5. Bids received via electronic mail (email) will not be considered.
6. Bids received before the bid closing time will be kept securely sealed.
C. Approved Equals.
1. Wherever brand, manufacturer, or product names are used, they are included only for the purposes of
establishing a description of minimum quality of the requested item unless otherwise specified. This
inclusion is not to be considered as advocating or prescribing the use of any particular brand or item or
product. However, approved equals or better must be pre-approved by the Buyer. All requests for
approved equals shall be received in writing by no later than June 12, 2026.
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2. All requests for approved equals shall be received in writing. Any changes to the specifications will be made
by addendum. Bidders may discuss the specification with the KCATA Procurement Department; however,
requests for changes shall be written and documented.
3. When an approved equal is requested, the Bidder shall demonstrate the quality of its product to the KCATA,
and shall furnish sufficient technical data, test results, etc. to enable the KCATA to determine whether the
Bidder's product is or is not equal to specifications.
D. Required Documents.
1. Incomplete Bids. All documents that are required to be submitted with this Bid are listed below. The bidder
shall read all forms carefully before signing. Incomplete bid documents may render the bid non-responsive.
2. Bid Response/Pricing Pages.
a. Bids shall be firm and final. Submission of a bid shall constitute a firm offer to the KCATA for one
hundred twenty (120) days from the date of closing.
b. Bidders shall be responsible for furnishing and delivering new and complete materials and/or
services to include the installation, assembly, accessories, personnel, training, warranty, and
guarantee as specified to make this procurement complete.
c. Bidders shall complete the Bid Response Form (Attachment C). The bid price shall include, as
applicable, all items of labor, materials, tools, equipment, transportation, and other costs
necessary to complete the manufacture, delivery, assembly, installation, and drawings, if
required, of the materials or services required in this procurement.
d. The quantities specified for purchase by KCATA are based upon the best available estimates,
taking into consideration the consumption during the past periods, and do not determine the
actual amount the Authority may order during the contract period. The quantities are subject to
change. Payment will be based on actual order quantities based on the unit rates quoted.
e. It is the intention of the specifications to provide complete and accurate descriptions for
materials and/or services required by the KCATA. Any materials or services omitted from the
specifications that are clearly necessary for the completion of this bid, although not directly
specified or called for in the specifications, shall be considered a portion of the bid. Bidder shall
indicate the additional material and services it has determined to be required for this
procurement.
f. Bids shall indicate the unit price, extended to reflect the total bid. Any difference between the
unit price correctly extended and the total price shall be resolved in favor of the unit price, except
where the bidder clearly indicates that the total price is based on consideration of being awarded
all items of the bid.
g. Bid shall be net and shall reflect any available discount. Separate discount for timely payment
shall not be given consideration in evaluating bids, except in the case of bids that end in a tie.
h. Tax Exempt Status. The KCATA is exempt from payment of federal, state, and local sales taxes,
and such taxes shall not be included in the bid price. Nevertheless, the bidder is not exempt
from these taxes when purchasing materials directly from its supplier.
5. References. Bidders shall complete the References Form (Attachment D) indicating up to four (4) firms that
represent work similar to this procurement. Include the company name, address, contact person, contact
information, contract amount and length of contract.
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