Lubricants

Agency:	City of Kalamazoo
State:	Michigan
Type of Government:	State & Local
NAICS Category:	424720 - Petroleum and Petroleum Products Merchant Wholesalers (except Bulk Stations and Terminals)
Posted Date:	Mar 18, 2024
Due Date:	Apr 17, 2024
Solicitation No:	Reference number: 40531-003.0
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Lubricants

Closing date April 17, 2024, 03:00 PM

Reference number 40531-003.0
Status Open
Summary It is the intent of this solicitation to acquire for City of Kalamazoo a single, reputable source to furnish lubricants, as required, for a wide variety of equipment of various manufacture: with capability of providing expert back-up services in accordance with the following provisions, requirements, and specifications.

40531-003.0 Bid Document (PDF, 695KB)

To assure that quality products are furnished to the City, this solicitation is restricted to major brand lubricants; or those refined, blended and marketed under the manufacturer's name. The lubricants specified herein shall be refined from high quality virgin paraffinic base stocks, blended with additives formulated to give efficient and safe lubrication to the types of equipment for which they are designed.

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Department of Management Services

Purchasing Division

241 West South Street

Kalamazoo, MI 49007-4796

Phone: 269.337.8020

Fax: 269.337.8500

www.kalamazoocity.org

purchasing@kalamazoocity.org

INVITATION FOR BID (IFB)

The City of Kalamazoo, Michigan is soliciting sealed bids for:

PROJECT NAME: Lubricants

BID REFERENCE #: 40531-003.0

IFB ISSUE DATE: March 18, 2024

BID DUE/OPENING DATE: April 17, 2024 @ 3:00 p.m. Local Time (ET)

Facsimile Bids Will Not Be Accepted.

MAILING ADDRESS & INSTRUCTIONS

Mail to:

Purchasing Division

241 W. South Street

Kalamazoo, MI 49007

Questions about this IFB should be directed to:

Department Contact: Thomas Quigley

Fleet Manager at (269) 337-8761, or

quigleyt@kalamazoocity.org

Include on the Envelope the Project Name and Bid Reference Number. All Envelopes Must Be Sealed.

You are invited to submit a bid for this project. Specifications, terms, conditions and instructions for

submitting bids are contained herein. This Invitation for Bid with all pages, documents and attachments

contained herein, or subsequently added to and made a part hereof, submitted as a fully and properly executed

bid shall constitute the contract between the City and the successful bidder when approved and accepted on

behalf of the City by an authorized official or agent of the City. Please review the bid document as soon as

possible and note the DEADLINE FOR QUESTIONS in the Instructions to Bidders.

All bidders shall complete and return the Bid and Award page(s) and submit all information requested herein

in order for a bid to be responsive. The bid document shall be returned in its entirety, in a properly identified

and sealed envelope to the Purchasing Division at the above address. BIDS MUST BE RECEIVED

BEFORE THE DUE DATE - LATE BIDS WILL NOT BE CONSIDERED. The City reserves the right

to postpone the bid opening for its own convenience.

SECTION

Statement of No Bid

Instructions to Bidders

II Bid & Award Pages

III Insurance & Indemnity

IV Specifications

V General Requirements

VI Terms & Conditions

TABLE OF CONTENTS

PAGE #

1-2

3 - 10

11 - 12

13 – 14

15 - 19

20 - 22

APPENDICES

Appendix A

City of Kalamazoo – Invitation for Bids

Lubricants

BID REFERENCE #: 40531-003.0

STATEMENT OF NO BID

NOTE: If you DO NOT intend to bid on this commodity or service, please complete and return this

form immediately. Your response will assist us in evaluating all responses for this important project and to

improve our bid solicitation process.

The Purchasing Division of the City of Kalamazoo wishes to keep its bidders list file up to date. If, for any

reason you cannot supply the commodity/service noted in this bid solicitation, this form must be completed

and returned to remain on the particular bid list for future projects of this type.

If you do not respond to this inquiry within the time set for the bid opening date and time noted, we will

assume that you can no longer supply this commodity/service, and your name will be removed from this

bid list.

_____

Specifications too "tight", i.e. geared toward one brand or manufacturer only (explain below).

_____

Specifications are unclear (explain below).

_____

We are unable to meet specifications.

_____

Insufficient time to respond to the Invitation for Bid.

_____

Our schedule would not permit us to perform.

_____

We are unable to meet bond requirements.

_____

We are unable to meet insurance requirements.

_____

We do not offer this product or service.

_____

Remove us from your bidders list for this commodity or service.

_____

Other (specify below).

REMARKS: ___________________________________________________________________________

______________________________________________________________________________________

SIGNED: _________________________________ NAME: ___________________________________

(Type or Print)

TITLE: __________________________________ DATE: ___________________________________

FIRM NAME: _________________________________________________________________________

(if any)

ADDRESS: _____________________________________________________________________________

(Street address)

(City)

(State)

(Zip)

PHONE: _________________________________ FAX: _____________________________________

EMAIL: ______________________________________________________________________________

CITY OF KALAMAZOO – INVITATION FOR BIDS

Lubricants

SECTION I

INSTRUCTIONS TO BIDDERS

Page 1

Bid Reference No: 40531-003.0

1. EXAMINATION OF BID DOCUMENT-Before submitting a bid, bidders shall carefully examine

the specifications and shall fully inform themselves as to all existing conditions and limitations. The

bidder shall indicate in the bid the sum to cover the cost of all items included on the bid form.

2. PREPARATION OF BID-The bid shall be legibly prepared in ink or typed. If a unit price or

extension already entered by the bidder on the Bid and Award form is to be altered, it shall be crossed

out and the new unit price or extension entered above or below and initialed by the bidder with ink.

The bid shall be legally signed, and the complete address of the bidder given thereon.

All bids shall be tightly sealed in an envelope plainly marked SEALED BID and identified by project

name, bid opening date and time. Bids opened by mistake, due to improper identification, will be so

documented and resealed. The Purchasing Division will maintain and guarantee confidentiality of the

contents until the specified opening date and time. Bids submitted electronically will not be accepted.

3. EXPLANATION TO BIDDERS-Any binding explanation desired by a bidder regarding the meaning

or interpretation of the Invitation for Bids (IFB) and attachments must be requested in writing, at least

5 business days before the bid opening so a reply may reach all prospective bidders prior to the

submission of bids. Any information given to a prospective bidder concerning the IFB will be furnished

to all prospective bidders as an amendment or addendum to the IFB if such information would be

prejudicial to uninformed bidders. Receipt of amendments or addenda by a bidder must be

acknowledged in the bid by attachment, or by letter or fax received before the time set for opening of

bids. Oral explanation or instructions given prior to the opening will not be binding.

4. CASH DISCOUNTS-Discount offered for payment of less than thirty (30) days will not be considered

in evaluating bids for award. Offered discounts of less than thirty (30) days will be taken if payment

is made within the discount period, even though not considered in evaluation of the bid.

5. WITHDRAWAL OF BIDS-Bids may be withdrawn in person by a bidder or authorized

representative, provided their identity is made known and a receipt is signed for the bid, but only if the

withdrawal is made prior to the exact time set for receipt of bid. No bid may be withdrawn for at least

ninety (90) days after bid opening.

6. ALTERNATE BIDS-bidders are cautioned that any alternate bid, unless specifically requested or any

changes, insertions or omissions to the terms and conditions, specifications or any other requirement

of this IFB may be considered non-responsive, and at the option of the City, result in rejection of the

alternate bid.

7. LATE BIDS-Any bid received at the office designated herein after the exact time specified for receipt

will not be considered. (Note: The City reserves the right to consider bids that have been determined

by the City to be received late due to mishandling by the City after receipt of the bid and no award has

been made.)

8. UNIT PRICES-If there is a discrepancy between unit prices and their extension, unit prices shall

prevail.

CITY OF KALAMAZOO – INVITATION FOR BIDS

Lubricants

Page 2

Bid Reference No: 40531-003.0

9. BID SUBMITTAL- Bidders can submit sealed bids in one of the following ways:

9.1. Mail your bid, to be received before the bid due date and time indicated in the bid document,

to the City of Kalamazoo at the following address:

City of Kalamazoo

Purchasing Division

241 West South Street

Kalamazoo, MI 49007

9.2. Deliver your bid to City Hall In-Person before the bid due date and time indicated in the bid

document.

9.3. Deliver your bid to the Treasurer’s Office Payment Drop Box located in the northwest

corner of City Hall (see photos below) before the bid due date and time indicated in the bid

document.

1. Open drop box located at City Hall.

2. Insert SEALED BID here.

10. BID TABULATIONS- The Purchasing Division makes an effort to post bid tabulations to the City

of Kalamazoo website within 24 hours after the bid opening date and time at:

https://www.kalamazoocity.org/bidopportunities. However, in certain cases the posting of the bid

tabulation may extend beyond the 24-hour window.

CITY OF KALAMAZOO – INVITATION FOR BIDS

Page 3

Lubricants

Bid Reference No: 40531-003.0

SECTION II

BID AND AWARD

The undersigned having become thoroughly familiar with and understanding all the bid/contract documents

incorporated herein, agrees to provide pursuit vehicle interim maintenance support as specified herein at the

following unit price.

ITEM

DESCRIPTION

EST

QTY

UNIT

BRAND NAME

OR EQUAL

UNIT

PRICE

1 Oil, Motor SAE 15w/40 CJ4

A. Bulk (150 Gal Minimum) 1500 GL

Unocal or

Americhem

Equal Brand Name:

B. 55-Gallon Drum

2 Drum

Unocal or

Americhem

Equal Brand Name:

C. Quarts – 24/Case

Case Unocal or Mobil $

Equal Brand Name:

2 Automatic Transmission Fluid Syncon High Performance – Wolf’s Head SYN

55-Gallon Drum

9 Drum

Conoco

Equal Brand Name:

3 Grease, Multi-Purpose, Chassis & Weel Bearing Grade #EP2

A.55-Gallon Drum

2 Drum Unocal, Mobil $

Equal Brand Name:

B. 5-Gallon Pail

Pail

Unocal, Mobil $

Equal Brand Name:

C. Tube, 10-14, 2oz/ctn.

200 Tube

Unocal, Mobil $

Equal Brand Name:

4 75W90 SYN

55-Gallon Drum

1 Drum Unocal, Mobil $

Equal Brand Name:

5 Oil, Tractor, Hydraulic (Universal Blend)

55-Gallon Drum

2 Drum

Unocal,

Americhem

Equal Brand Name:

6 Oil, Motor SAE 10W30 (Synthetic Blend)

55-Gallon Drum

Drum

Unocal, Mobil

Equal Brand Name:

7 Oil, Motor SAE 10W40

55-Gallon Drum

Drum

Unocal, Mobil

Equal Brand Name:

8 Oil, Motor SAE 5W30 Dexos (Full Synthetic)

55-Gallon Drum

Drum

Unocal, Mobil

Equal Brand Name:

EXTENDED

PRICE

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