INVITATION FOR BID
IFB #011-46
For the provision of:
Vehicle Oils & Lubricants Annual Contract
Hall County, Georgia, Board of Commissioners (herein “County”), is seeking qualified vendors to provide vehicle oils and lubricants (herein “Services”) on an as needed basis to Hall County with a guaranteed price for a 12-month period. The County seeks to award one (1) vendor to perform all the services.
Schedule of Events:
Date IFB Issued: April 16, 2025
Bid Due Date: May 1, 2025, at 2:00 PM
Bidding Process: Hall County is now accepting sealed bids for the provision of Services in the County’s Purchasing Division, located on the fourth (4th) floor of the Hall County Government Center, 2875 Browns Bridge Road, Gainesville, GA 30504, until 2:00 p.m., EST on Thursday May 1, 2025.
Bidders must submit three (3) copies of their bid along with all completed mandatory documents, signed affidavits in hardcopy and also include one (1) USB Flash Drive with all documents.
Public Reading: Bid openings are open to the public and Bidders. Bidders are not required to attend bid openings but may do so. The Issuing Officer named herein will open and publicly read all Bidders’ company names and cost proposals on the date, time, and at the address above.
Addenda: If needed and in the best interest of the County, the Purchasing Division may make an extension of the bidding period by a formal written addendum and publicly posted on the County website. All addenda must be signed by the Bidder and returned with the bid packet.
Proposal Documents: Bidders may download bid submittal documents via the County’s website at
https://www.hallcounty.org/Bids.aspx
then scroll down and choose IFB #011-46, Vehicle Oils & Lubricants Annual Contract. All bid documents are available for download at the bottom of the webpage.
General Qualifications: Bidders must be in the regular business of providing similar services, be licensed, insured, and bonded to perform services in the State of Georgia.
Bid Retention: Bidders may not withdraw their bid after the bid opening. Bids must be valid for one hundred twenty (120) calendar days. The County reserves the right to retain all bids submitted and use any idea(s) in a bid regardless of award. The County shall have the right to waive any informality or irregularity of immaterial deviation in any bid received. All forms and documents entitled “Mandatory” must be completed and returned with the bid. Please sign Exhibit B – Contract for Services.
Award Process: The County reserves the option to reject any or all bids, in whole or part, or to select any Bidder, without liability on part of the County to the Bidder to complete the described work. The County will award the contract to one (1) company to perform all work to the lowest cost, responsible and responsive bidder. Lead times and length of time to complete the services may also be a factor in award. The Bidder expressly understands that the County may reject bids for any reason.
Non-Collusion Clause: Bidders must have no contact of any nature with any other bidders, County staff members, its elected officials, nor Commissioners, during the evaluation process. The County will deem such as collusion and thus render the submission in violation of the Official Code of Hall County and thus the County may render the proposal as non-responsive and not evaluate the proposal for an award.
1.0
SCOPE OF WORK
To provide Vehicle Oils & Lubricants to Hall County with a guaranteed bid price for a 12-month period. This contract will begin upon contract execution and be in effect until June 30, 2026. The successful bidder may be allowed four (4) annual one (1) year renewals of this contract all upon the same terms and conditions.
1.1
Unless otherwise specified, the items in this IFB have been identified, described, and referenced by a brand name that is intended to be descriptive, but not restrictive, and is used to indicate the quality and characteristics of products that may be offered. Other products may be considered for award if such products are clearly identified in the bid and are determined by the County to meet its needs in all respects.
1.2 It shall be the responsibility of the bidder(s) including the bidder whose product is referred, to indicate the brand name and model or series number of the product offered and to furnish with their bid such specifications, catalog pages, brochures, or other data that will provide an adequate basis for determining the quality and functional capabilities of the product offered. The County reserves the right to request product demonstrations and/or samples from any bidders prior to bid award. Failure to provide the requested data or product demonstrations and/or samples may be considered and valid justification for rejection of bid. No independent, regional, house, local, “own”, or unique brands will be considered. Brands submitted must exceed the minimum specification requirements of General Motors, Ford, Chrysler, Nissan, Toyota, VW, Isuzu, Jaguar, BMW, and Mercedes Benz, as award will be based on the highest quality offered at the lowest price.
1.3
This specification covers engine oil, suitable for crankcase lubrication of internal combustion engines, lubricants and greases. The lubricants furnished under this specification shall be of the latest improved products in current production, as offered to commercial trade.
1.4 Lubricating oils shall be derived from virgin petroleum base stock and where applicable synthetic base stock.
1.5
All motor oils must meet and exceed current API Engine Service Classification System and Guide to Crankcase Oil Selection.
1.6
Motor oils must meet and exceed the current base SAE Crankcase Oil Viscosity Classification System and SAE J183.
1.7
Motor oils, all viscosity grades, must meet or exceed current requirements for API SL and exceed requirements for API SJ.
1.8
All greases must meet NLGI standards as determined by ASTM testing methods.
1.9
All products offered by a bidder within this invitation to bid shall meet and exceed all manufacturer warranty or guarantee requirements for engine and/or chassis lubrication. Should it be verified and documented by competent authority that when used within manufacturer’s suggested parameters a lubricant contributed to or actually caused property damage, full restitution by replacement or repair shall be accomplished by contractor (s).
1.10
Technical documentation for bid evaluation: current technical documentation for each product shall be provided to demonstrate compliance with the API engine service classification, SAE viscosity, specified additives, and consistency. Manufacturer’s specification / data sheet (s) or technical publication(s) are acceptable to demonstrate compliance with the above requirements.
1.11 Bidders shall also provide a material safety data sheet (MSDS) designed to meet OSHA requirements pursuant to any hazardous effect, which may be caused due to any chemical compound and/or formulation of item (s) being bid. The MSDS should be sent in with the bid proposal. The successful vendor will furnish required (OSHA) material safety data sheet (MSDS) for each type product delivered, upon initial delivery to a FOB point.
1.12 Packaging: All items shall be packaged to ensure safe delivery to destination at lowest rates. Each container shall be labeled with the following data: Name and address of manufacturer, product brand name, quantity/volume (US measure), API engine service classification, SAE Crankcase Oil Viscosity Classification System.
1.13 Spillage and Clean Up: The bidder shall be responsible for all spillage that may occur during transit loading or unloading operations. The bidder shall immediately report any spillage to the office that ordered the product (s) and clean up the spillage within one working day. Clean up shall be performed in accordance with environmental protection agency (EPA) and state guidelines and requirements.
1.14 Quality Assurance: The vendor shall be responsible for the performance of all testing and inspection prior to shipment to ensure compliance with the specified requirements. Viscosity rating test results must be in the higher end of the rating spectrum. Test results shall be available for inspection by a hall county representative during the life of this contract. This does not preclude subsequent inspection or testing and evaluation by the county or independent test laboratory to further determine conformance with specifications and quality standards of the product. If test results indicate that the product does not meet specifications, the supplier shall be responsible for the cost of such tests. Said unsatisfactory tests results shall be the basis for contract cancellation when deemed to be in the best interest of Hall County.
1.15 Drum Removal: It will be bidder’s responsibility to remove empty drums from County locations. Removal can be upon next delivery or per a schedule coordinated between vendor and each location representative.
2.0
SUBMISSION OF BIDS
2.1
Complete and include all the mandatory exhibit documents shown below in 2.3. Failure to include any of the mandatory documents listed may result in disqualification. All responses must be in writing.
2.2
Bidders must submit their response in a sealed envelope clearly marked with “IFB #011-46, Vehicle Oils & Lubricants Annual Contract” on the outside. The submittal must be signed. Faxed or emailed bids will not be accepted.
2.3
Follow these instructions carefully. Complete and return the following mandatory documents in your bid envelope.
Exhibit A – Mandatory Bid Response Sheet
Exhibit B – Mandatory Contract for Services
Exhibit C – Mandatory Cost Proposal Worksheet
Exhibit D – Mandatory W-9 Form
Exhibit E – Mandatory E-Verify Affidavit
Exhibit F – Mandatory Ethics Affidavit
Exhibit G – Mandatory Questions
Copy of Business License
Certificate of Insurance
2.4
Bidders are responsible to review and comply with any Addenda regarding this IFB that will be posted on the County website. Bidders must sign as acknowledged and return all addenda with the bid package response.
2.5
All bids must be sealed.
2.6
If a Bid Bond is required then it must be included in the bid response.
2.7
Any alternate options of additional services or deductions thereof may be included in the response; however, bidders must complete the cost worksheet as provided and enclose in the bid response.
2.8
Bids openings are open to the public. Bidders may attend, but they are not required to do so.
2.9
All bids, supporting materials, and correspondence relating to this IFB become property of the County.
2.10
Bidder bears all responsibility for expenses incurred in responding to this IFB.
2.11
Delivery. Bidders must submit bids to the following address by the deadline date and time. All deliveries must be date and time stamped. The County is not responsible for late bids due to mailing delays.
Julie Dorough
Issuing Officer
Hall County Government Center
Purchasing Division – 4th Floor
2875 Browns Bridge Road
Gainesville, Georgia 30504
NOTICE: Bidders are responsible for delivering their bids to the Purchasing Division on the 4th floor of the Hall County Government Center before 2:00pm on the due date provided. All bids must be time stamped by the receptionist on the 4th floor.
