ITB 26-33/NB BULK FLUIDS

Location:	Virginia
Posted:	Apr 20, 2026
Due:	Apr 30, 2026
Agency:	City of Hampton
Type of Government:	State & Local
Category:	68 - Chemicals and Chemical Products
Solicitation No:	ITB 26-33/NB
Publication URL:	To access bid details, please log in.

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INVITATION TO BID – GOODS AND SERVICES

ISSUE DATE:

MARCH 24, 2026

ITB #:

26-33/NB

NGIP CODE:

40500

DATE/TIME OF CLOSING:

BUYER NAME:

COMMODITY:

FRIDAY, APRIL 24, 2026 @ 2:30 P.M. NICOLE BONELLI

BULK FLUIDS

EST

THE CITY OF HAMPTON IS SEEKING BIDS FROM QUALIFIED BIDDERS TO PROVIDE BULK DELIVERY OF

MOTOR OILS, ANTIFREEZE, HYDRAULIC FLUID AND DIESEL EXHAUST FLUID (DEF).

ACKNOWLEDGE RECEIPT OF ATTACHMENTS: A

ACKNOWLEDGE RECEIPT OF ADDENDUM: 1

Pre-Bid Conference – N/A

BIDDER NAME:

(Please initial)

COMPETITIVE SEALED BIDDING. This Invitation to Bid (“ITB”) is subject to the competitive sealed bidding provisions

outlined in Virginia Code §2.2-4302.1. Sealed bids will be received in the Issuing Office or via DemandStar (www.demandstar.com)

until Closing Date and Closing Time as specified in this solicitation including any addenda issued by this office. Bids received by

telephone, email, facsimile, or any other means of electronic transfer will not be accepted. The City of Hampton is not

responsible for late delivery by the United States Postal Service or any other courier. All inquiries for information regarding this ITB

are to be directed to the Issuing Office as defined herein.

THIS IS NOT AN ORDER. The City of Hampton, hereafter referred to as “the City”, reserves the right to accept or reject any and all

bids in whole or in part and waives any informality in the competitive sealed bidding process. Further, the City reserves the right to

enter into any one or more contracts deemed to be in its best interest. The entire contents of the ITB, addenda, and Bidder’s bid shall

be incorporated by reference into any resulting contract.

City of Hampton ITB 26-33/NB

Page 1 of 35

Bidder Information:

Name of Bidder:

Address:

Phone Number:

Fax Number:

Email Address:

State Corporation Commission ID: ______________________

City of Hampton Business Prof. License Tax No.:

Federal Tax Identification Number: ___________________; OR Social Security Number (Sole Proprietor):________________

NOTE: Numbers identified as social security numbers will be redacted in public documents.

Business Classification:

Is Bidder a “minority” business? Yes No

African American

Hispanic American

Native American

Asian American

Other; Please Explain: ______________________________________________________

Is Bidder Woman Owned? Yes

Is Bidder a Small Business? Yes No

Is Bidder Faith-Based Organization?

Yes No

Is Bidder a Disabled Veteran Business? (for informational purposes only)

Yes

Check One: INDIVIDUAL

PARTNERSHIP

CORPORATION

LLC

State in which Registered or Incorporated _____________________________

By signing this bid, Bidder certifies, acknowledges, understands, and agrees to be bound by the conditions set forth above and

in the Instructions to Bidders and General Conditions as described in Attachment A.

Authorized Signature:

Date:

Printed Name:

Title:

Issuing Office: Wherever used in this ITB, the Issuing Office Will Be:

Nicole Bonelli, Buyer

Consolidated Procurement Division

1 Franklin Street, Suite 345

Hampton, Virginia 23669

Phone: 757-727-2203

Fax: 757-727-2207

Email: nbonelli@hampton.gov

Wherever used in this ITB, the City Contract Administrator will be:

Quincy Daniel, Interim Superintendent

Fleet Services

413 N. Armistead Avenue

Hampton, Virginia 23661

Phone: 757-726-2923

Email: qdaniel@hampton.gov

City of Hampton ITB 26-33/NB

(rev. 12-6-22)

Page 2 of 35

I. BACKGROUND

Hampton, Virginia

Hampton is an independent city located in Virginia. It is on the southern end of the Virginia Peninsula, bordering

the Chesapeake Bay. The City has a total area of 136.2 square miles; 51.8 miles of that is land and 84.4 miles is

water, with a total population of more than 137,000.

The City boasts a strong military and technology presence. The nation’s first air base, Langley Air Force Base, is

home of the First Fighter Wing and continuing to add new missions. As Joint Base Langley-Eustis, it contributes

nearly $4 billion a year to the regional economy. NASA Langley Research Center, where America’s first

astronauts were trained, is a major center for aviation research. In addition, the National Institute for Aerospace,

run by a consortium of universities, conducts research on both manned and unmanned systems. The most recent

research center is Huntington Ingalls, which located its Unmanned Systems Center of Excellence in Hampton to

focus on military and business applications for underwater drones. Virginia Tech has an expanded research center

focused on seafood and aquaculture and opened an office and lab space as part of its Center for Coastal Studies.

In addition to these advanced research centers, higher education opportunities include Hampton University, a pre-

eminent HBCU that offers 90 programs; the Virginia Peninsula Community College; Old Dominion University’s

Peninsula Center; and Bryant & Stratton College.

The City is also home to multiple medical facilities including Sentara Careplex Hospital, the Hampton Veteran’s

Administration Medical Center, the Hampton University Proton Therapy Institute for specialized cancer

treatment, centers affiliated with Riverside Regional Medical Center and the Children’s Hospital of the Kings’

Daughters, as well as military and retiree care at the Langley base.

Other major employers include Science Systems and Applications, Analytical Mechanics, Howmet, Amsec,

Measurement Specialists Inc., Zel Technologies, Ferguson Enterprises, Registrar, Liberty Source, Old Point

National Bank, VersAbility Resources, and Faneuil. Huntington Ingalls also has employees at another Hampton

location (in addition to the Unmanned Center). Tourism is also an important economic driver.

The City is situated between two airports, each less than 15 miles from downtown: Norfolk International Airport

and the smaller Newport News/Williamsburg International Airport.

Hampton is part of a dynamic metropolitan region. Besides Hampton, the region contains four other cities with

populations greater than 100,000. Hampton Roads now has a population of 1.8 million and is the 37th largest

metropolitan region in the nation.

The city’s public school system has been recognized nationally, and the city’s government has been recognized

for its flooding resilience programs, transparency, use of technology to benefit residents, and extensive citizen

engagement.

Hampton is a welcoming and diverse city – large enough to provide a wide variety of festivals, music, arts and

culture – but small enough that people know their neighbors. Hampton is more than 400 years old (the oldest

continually occupied city in the original 13 Colonies) and has a rich history. Approximately half of the residents are

African-American, and 37% are white, with the remainder split among multiple races and other categories. About

6% of the population is Hispanic. Additional demographic data may be accessed by the hyperlink:

http://hampton.gov/90/Demographics.

II. BID TERMS AND CONDITIONS

A. Contract Documents. This ITB and its addenda(s), Bidder’s Bid, any additional information requested, and the

final awarded contract will constitute the final contract hereafter referred to as the “Contract”. These documents

City of Hampton ITB 26-33/NB

(rev. 12-6-22)

Page 3 of 35

will be incorporated by reference into the City Purchase Order(s) that award the Contract. The Contract shall be

governed by the contract documents in the following order of precedence:

1. The final negotiated Contract

2. The ITB, its attachments, and its addenda

3. Bidder’s Bid

In the event that there is a Conflict between this ITB, its attachments and addenda, Bidder’s Bid, or any related

documents and the final negotiated Contract, the final negotiated Contract shall supersede and control.

B. Copies of Contract Documents. If Bidder is awarded the Contract, Bidder will receive electronic copies of all

documents. All original documents will be maintained at the Issuing Office. If Bidder requires a certified copy of

any document to which Bidder is entitled, the Issuing Office will accommodate that request.

C. Bid Binding for Ninety (90) Days. Bidder agrees that its Bid shall be binding and may not be withdrawn for a

period of ninety (90) calendar days after the scheduled closing date of this ITB.

D. Proprietary Information/Non-Disclosure. Bidder is advised that the Virginia Public Procurement Act (Section

2.2-4342, Code of Virginia, 1950 as amended) shall govern public inspection of all records submitted by Bidder.

1. Bidder may invoke the protections of §2.2-4342 of the Code of Virginia to protect trade secrets,

proprietary information, and other confidential information provided by the Bidder:

i. Invoke the protections of this Section prior to, or upon submission of, the data or other materials.

ii. Provide a statement that identifies the data or other materials to be protected and that states the

reasons why protection is necessary.

iii. Submit trade secrets or other proprietary information under separate cover in a sealed envelope

clearly marked “PROPRIETARY”.

iv. References to the proprietary information may be made within the body of the Bid; however, all

information contained within the body of the bid shall be public information in accordance with

State statutes.

v. An all-inclusive statement that the entire bid is proprietary is unacceptable. A statement that

Bidder’s costs and/or bid pricing are to be protected is unacceptable. Bidder will be requested to

remove any such statement(s) in order to be eligible for further consideration.

2. The City reserves the right to submit such information to the City Attorney for concurrence of the

Bidder’s claim that it is in fact proprietary. Information submitted that does not meet the above

requirements will be considered public information in accordance with the VFOIA.

D. Bidder Obligation. Bidder shall carefully examine the contents of this ITB and any subsequent addenda(s).

Failure to do so shall not relieve the Bidder of its obligation to fulfill the requirements of any contract awarded as

a result of this ITB.

E. Conditions of Work. Bidder shall inform itself fully of the conditions related to services required herein.

Failure to do so will not relieve a Bidder of the obligation to furnish all goods and/or services necessary to carry

out the provisions of the Contract.

F. Withdrawal of Bid Due to Error. Withdrawal of a Bid due to error shall be in accordance with §2.2-4330(B)(1)

of the Code of Virginia. The Bidder shall give notice in writing of its claim of right to withdraw its Bid within

two (2) business days after conclusion of the Bid opening date and shall submit original work papers with such

notice.

G. Cooperative Procurement. Section 2.2-4304 Code of Virginia (VPPA) will apply to this solicitation. Other

Public Bodies may utilize any contract(s) issued pursuant to this solicitation by placing its own order(s) directly

with the Contractor(s) awarded the Contract(s). The City of Hampton acts only as the issuing agent and is not

responsible for placement of orders, payment or discrepancies of other participating Public Bodies.

H. Bidder Representations and Acknowledgements. The attached “Bidder Representations and

Acknowledgements” at Attachment C to this ITB, shall be executed by Bidder and is to be submitted with the

Bid. The requirements set forth on said form shall be considered to be binding terms and conditions in any

contract resulting from this ITB. A contract will not be awarded to a Bidder who has not initialed and signed the

Bidder Representations and Acknowledgements.

I. Mathematical Errors. Discrepancies between multiplication of units of work and unit prices will be resolved in

favor of unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum will

be resolved in favor of the correct sum. Discrepancies between words and figures will be resolved in favor of

words.

City of Hampton ITB 26-33/NB

(rev. 12-6-22)

Page 4 of 35

III. SCOPE OF CONTRACT. The purpose of this Invitation to Bid (ITB) is to solicit bids to establish a contract for

the bulk delivery of mechanical fluids, including but not limited to motor oils, antifreeze, hydraulic fluid, and

diesel exhaust fluid (DEF).

The Contractor shall be responsible for delivery to the City of Hampton Public Works, Fleet Services facility

located at 413 N. Armistead Avenue, Hampton, VA 23669. Deliveries shall occur during regular business

hours, Monday through Friday, from 7:00 a.m. to 3:30 p.m., excluding City-observed holidays.

The awarded Contractor shall install sensors within the fluid tanks to allow tank levels to be accurately

monitored through the Contractor’s fluid management software. The system shall automatically generate

delivery orders based on tank level readings. Authorized Fleet Services representatives shall be provided

access to the software to monitor tank levels and verify pending deliveries.

During inclement weather, the Contractor shall monitor tank levels and schedule deliveries as necessary prior

to worsening road conditions or suspension of delivery operations. Any deviation from these delivery and

monitoring requirements must be reviewed and approved by the Fleet Superintendent and the Fleet

Operation’s Manager.

The City of Hampton reserves the right to reject bids from vendors unable to install the required monitoring

system and provide automatic ordering based on tank level readings.

Description, location, tank size, and Estimated Annual Volumes Used:

Description

Location

Tank Size

5W20 Motor Oil

Parts Dept.

400 Gallon

5W30 Motor Oil

Parts Dept.

400 Gallon

15W40 Motor Oil

Parts Dept.

400 Gallon

Final Charge “Red”

Antifreeze

15W40 Motor Oil

Parts Dept.

Heavy-Offroad

400 Gallon

275 Gallon

AW68 Hydraulic Fluid

Heavy-Offroad

275 Gallon

Diesel Exhaust Fluid

Fuel Island

330 Gallon

• No volumes shall be guaranteed under this contract.

Approx. Estimated

Annual Volumes

800 gallons

550 gallons

600 gallons

300 gallons

250 gallons

1,000 gallons

7,500 gallons

IV. INSTRUCTIONS TO BIDDERS

A. Contact with City/City Staff, Representatives, and/or Agents. Direct contact with City staff,

representatives, and/or agents other than the Consolidated Procurement Division staff on the subject of this

ITB or any subject related to this ITB is expressly prohibited except with the prior knowledge and permission

of the Purchasing Agent or designated representative.

B. Questions. Bidders must submit questions regarding the ITB in writing to the Issuing Office via email to:

nbonelli@hampton.gov no later than 2:30PM EST on April 10, 2026. Necessary replies will be issued to all

Bidders of Record as addenda that shall become part of the contract documents. Oral instructions do not form

a part of the bid documents. Bidder is responsible for checking website http://www.Hampton.gov/bids-

City of Hampton ITB 26-33/NB

(rev. 12-6-22)

Page 5 of 35

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number:	ITB 26-33/NB
Bid Title:	ITB 26-33/NB BULK FLUIDS
Category:	Entity: City
Status:	Open

ITB 26-33/NB BULK FLUIDS

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See also