B-2704BM Motor & Transmission Fluid

B-2704BM Motor & Transmission Fluid
Invitation & Requirements
Gwinnett County Public Schools (GCPS) is soliciting competitive sealed bids from qualified suppliers for the
purchase of Motor & Transmission Fluid. GCPS is the largest school system in Georgia with over 140 schools
and enrollment of over 182,000 students.
Communication
Individuals, firms, and businesses seeking an award of a Gwinnett County Public Schools contract may not
initiate or continue any verbal or written communications regarding a solicitation. Bid submissions will be
received digitally until Wednesday, September 30, 2026 at 9:00AM EST, through Euna Procurement (formerly
Bonfire) located at https://gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at
https://www.gcpsk12.org. A list of submitting firms will be available the following business day on our website.
All communications concerning the Bid must be submitted in writing to the Gwinnett County Public School's
Purchasing Department via Euna Procurement (formerly Bonfire) under the "Message Center" section of the
bid. No response other than written communication by the Purchasing Department will be binding upon
Gwinnett County Public Schools. Violations will be reviewed by the Purchasing Director. If determined that such
communication has compromised the competitive process, the offer submitted by the individual, firm, or
business may be disqualified from consideration for award. The Purchasing Department, in its discretion, may
call upon user departments for clarification in their area of expertise. All questions or commentary must be
received in Euna Procurement (formerly Bonfire) under the "Message Center" section no later than Thursday,
September 24, 2026 at 9:00 AM EST to allow for appropriate and timely responses.
Term
The term of this contract is effective December 2, 2026, or upon award, through December 1, 2027. GCPS
reserves the right to renew this contract for a maximum of four (4) additional one-year periods for a total
potential term length of five (5) years with the approval of the Gwinnett County Board of Education. Renewals
will be approved in one-year increments. Pursuant to O.C.G.A. Section 50-5-64, this contract shall not be
deemed to create a debt of The Board for the payment of any sum beyond the fiscal year of execution or, in the
event of a renewal, beyond the fiscal year of such renewal.
Award will be made to the supplier(s) submitting the lowest responsive and responsible bid. GCPS reserves
the right to reject any or all bids to waive technicalities, and to make an award deemed in its best interest.
Bids may be split or awarded in entirety. GCPS reserves the option to negotiate terms, conditions, and
pricing with the lowest responsive, responsible bidder(s) at its discretion. All companies submitting a bid will
be notified in writing of award.
Approximate Quantities
This is a demand usage contract. Anticipated annual quantities are estimated for bid purposes only and
not to be construed as a commitment to order a specific quantity. Items will be ordered as needed.
Cost
It is GCPS's expectation that your firm submits its best pricing at the time of the solicitation. The District
understands that external factors may impact your firm's ability to hold pricing for the term of the contract. GCPS
reserves the right to review and accept or deny requests for price changes due to extenuating circumstances in
the economy, marketplace, or acts of God. This option will only be exercised if it is deemed in the District's best
interest.
The supplier may request an adjustment in the unit prices/total cost in the event of a cost escalation of the
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unit price/total cost if such items/materials are subject to circumstances in the economy, marketplace, or
acts of God or materially impacted by a tariff that arises after the supplier's response was submitted to
GCPS. The existence and timing of such unit prices/total cost escalation must be fully documented by the
supplier and shall be subject to the following conditions:
The supplier must provide written notice to GCPS of any anticipated cost escalation within ten (10) days
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of becoming aware of such escalation;
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The supplier must submit detailed documentation, including supplier quotes or other evidence reasonably
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acceptable to GCPS, to substantiate the increased costs;
GCPS shall have the right to verify the cost escalation through independent means;
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Any adjustment to unit prices/total cost shall be limited to the actual increase in costs incurred by the
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supplier and shall not include any additional overhead, profit or fee; and
The supplier shall undertake all reasonable efforts to mitigate the impact of price/cost escalations,
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including, without limitation, seeking and/or proposing alternative suppliers or materials where feasible
and ordering materials in advance.
In such case, GCPS and the supplier shall negotiate in good faith to agree on the appropriate adjustment
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to the unit prices/total cost. If after execution of the price/cost Amendment a tariff or other market
condition is subsequently reduced or removed or prices of impacted materials are reduced, supplier must
provide written notice to GCPS within ten (10) days of supplier becoming aware of such removal or
reduction. GCPS and the supplier shall then negotiate in good faith to agree on the appropriate reduction
to the prices/cost, which shall be formalized through a revised award letter in accordance with the terms
of the Agreement.
Addenda & Opening of Proposals/Bids
It is the ultimate responsibility of the supplier to ensure that they have all applicable addenda prior to submitting a
response. Addenda will be posted on Euna Procurement (formerly Bonfire): www.gwinnett.bonfirehub.com or by
visiting the GCPS Purchasing website at https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-
finance/bids-purchasing-opportunities.
The opening of solicitations will be conducted electronically through Euna Procurement (formerly Bonfire). Only
the names of the submitting companies will be made publicly available by the close of business the following
business day on our website. To view the list of respondents, suppliers must log-into Euna Procurement (formerly
Bonfire) located at www.gwinnett.bonfirehub.com or by visiting the GCPS Purchasing website at
https://www.gcpsk12.org/about-us/divisions-and-teams/business-and-finance/bids-purchasing-opportunities.
NOTE: Gwinnett County Public Schools requires pricing to remain firm for the duration of the initial term of the
contract. Failure to hold firm pricing for the initial term of the contract may be sufficient cause for Gwinnett
County Public Schools to declare bid non-responsive.
Bid Requirements
1. GENERAL:
Listed below are minimum acceptable specifications for oil/fluid and breakdowns of estimated usage thereof.
Estimated quantities are for bid purposes only and may be subject to change. Provide brand and product
name, jobber price & mark-up for oil being bid on Attachment A. Indicate the time period that prices are valid.
Time period that mark-up prices are to be valid is a minimum of one year from date of award. A maximum of
four (4) materials only price increases on oil will be considered during the year with documentation provided
from supplier and at least thirty (30) days advance notice. GCPS reserves the right to re-bid the contract if
any additional materials only price increases occur during the tenure of the award. Contractor shall notify
GCPS of price decreases as expeditiously as possible. Price decreases shall not count against the limit of
three annual materials only price increases. Payment will be made only for actual product delivered and
accepted under the agreed upon price by GCPS. GCPS is not obligated to pay any increase invoiced prior to
the acceptance or refusal of the materials only price increase submittal. GCPS may extend the contract on
an annual basis if mark-up does not change and with a price increase if contractor presents documentation
from the supplier for a materials only price increase that is acceptable to the GCPS Purchasing Department.
2. OIL SPECIFICATIONS:
a. Premium Multi-Grade Motor Oil
Provide bulk and bottled premium multi-grade motor oil designated for use in low emission diesel engines
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using ultra low sulfur diesel (ULSD) fuel. The oil must be formulated for anti-wear protection, deposit control,
and oxidation stability.
NO REREFINED OIL ACCEPTED.
b. Only a premium lubricant designed to meet or exceed API quality standards and provide excellent service
in varying climate conditions will be considered. Product must be API-certified in the service categories listed
below. Vendor must provide verification that the product being bid is API certified, either by written
attachment or by providing a link to the API website where verification information is posted.
c. Must meet or exceed the following specifications:
API Service Category: CK-4, CJ-4, CI-4 Plus, CI-4, CH-4, CF, SM, SL
SAE Viscosity Grade: 15W40
Viscosity cST @ 100C: 15.7
Viscosity Index: 131
d. Allison TES - 668 approved fluids.
Provide bulk 668 transmission fluid designated for use in Allison 2000, 3000 series transmissions.
Fluids not meeting the above specifications will not be considered.
e. Estimated annual usage:
Item 1 Bulk Motor Oil - 18,750 gallons
Item 2 Bottled Motor Oil - 19,000 quarts
Item 3 Bulk Synthetic Transmission Fluid - 3,000 gallons
f. Delivery Requirements
1. Deliver to the six locations listed in Section 3 within 5 business days after receipt of order.
2. Each bulk delivery will range from 200 to 2,000 gallons.
3. Bulk oil must be delivered in truck/tanker designated for oil only.
g. Pricing: Bid price per bulk and per quart bottle shall be based on the price schedule published by the
vendor's supplier in its Posted Branded Jobber Price Sheet plus a standard markup expressed as a
percentage. Contractor must provide documentation from their supplier for any and all increases in Jobber
Pricing during the tenure of the awarded contract with a minimum of thirty (30) days notice for GCPS
Purchasing Department to review. Bid prices shall include all travel, equipment, personnel, administration,
overhead, delivery, and other charges.
3. DELIVERY LOCATIONS:
Lawrenceville Fleet and Grounds Maintenance Facility Harbins Fleet Maintenance Shop
600 Old Snellville Hwy 3550 New Hope Rd.
Lawrenceville, GA 30046 Dacula, GA 30019
Centerville Fleet Maintenance Shop Norcross Fleet Maintenance Shop
3095 Centerville Hwy 4180 Blue Ridge Industrial Pkwy
Snellville, GA 30039 Norcross, GA 30071
Buford Fleet Maintenance Shop
3615 Ridge Rd.
Buford, GA 30519
Lilburn Fleet and Grounds Maintenance Shop
45 Arcado Road
Lilburn, GA 30047
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