Oil Service Contract

GRAND RIVER DAM AUTHORITY RFQ/RFP# (cid:1008)(cid:1004)(cid:1009)(cid:1007)
SSolicitationn Coverr Page
(cid:1005)(cid:856) Solicitationn #:: (cid:1008)(cid:1004)(cid:1009)(cid:1007)
(cid:1006)(cid:856) Solicitationn Issuee Date:: (cid:94)(cid:286)(cid:393)(cid:410)(cid:286)(cid:373)(cid:271)(cid:396)(cid:286)(cid:396)(cid:3)9
202(cid:1010)
(cid:1007)(cid:856) Brieff Descriptionn off Requirement:
TheGrand River DamAuthority is seeking responses forOil (cid:94)(cid:286)(cid:396)(cid:448)(cid:349)(cid:272)(cid:286)(cid:3)Contract
(cid:1008)(cid:856) Responsee Duee Date:: (cid:3)
(cid:94)(cid:286)(cid:393)(cid:410)(cid:286)(cid:373)(cid:271)(cid:286)(cid:396)(cid:3)(cid:1005)(cid:1009)(cid:853)(cid:3)(cid:1006)(cid:1004)(cid:1006)(cid:1010)(cid:3)
(cid:1009)(cid:856) Time:: (cid:1007):000 PMM Central Time
(cid:1010)(cid:856) Contractingg Officer:
Name:: (cid:116)(cid:258)(cid:455)(cid:367)(cid:381)(cid:374)(cid:3)(cid:18)(cid:381)(cid:381)(cid:364)
Phone:: 918-(cid:1013)(cid:1012)(cid:1005)(cid:882)(cid:1012)(cid:1008)(cid:1009)(cid:1006)
Email:(cid:3)(cid:449)(cid:258)(cid:455)(cid:367)(cid:381)(cid:374)(cid:856)(cid:272)(cid:381)(cid:381)(cid:364)(cid:923)(cid:336)(cid:396)(cid:282)(cid:258)(cid:856)(cid:272)(cid:381)(cid:373)
Grand River Dam Authority is an agency of the State of Oklahoma.
GRDA Engineering & Technology Center * 9933 E 16thStreet* Tulsa, Oklahoma 74128*918-256-5545

GRAND RIVER DAM AUTHORITY RFQ/RFP# (cid:1008)(cid:1004)(cid:1009)(cid:1007)
This is a standard bid. Please scan and email your quote to (cid:449)(cid:258)(cid:455)(cid:367)(cid:381)(cid:374)(cid:856)(cid:272)(cid:381)(cid:381)(cid:364)(cid:923)(cid:336)(cid:396)(cid:282)(cid:258)(cid:856)(cid:272)(cid:381)(cid:373). The bid
opening date for this RFQ is (cid:94)(cid:286)(cid:393)(cid:410)(cid:286)(cid:373)(cid:271)(cid:286)(cid:396) 9, 202(cid:1010), at 9:30 AM Central Time.
Question and Answer Deadline: September 10, 2026(cid:853)(cid:3)(cid:258)(cid:410)(cid:3)(cid:1006)(cid:855)00 PM Central Time.
A completed non-collusion certificate is required and must be submitted with your bid.
This form must be signed by an authorized representative of your company in the space provided in the
forms.
MINIMUM SAFETY REQUIREMENTS
The Grand River Dam Authority (GRDA) will consider the safety records of potential contractors prior to
awarding bids on contracts. Any bid submitted must include the following documents:
The Bidder shall include the past five (5) years' Occupational Safety and Health Administration (OSHA) 300
and OSHA 300A logs
The Bidder shall include the past five (5) years' National Council on Compensation Insurance (NCCI) worker's
compensation experience rating sheets
GRDA requires that Bidders answer the following questions and submit supporting documentation upon
request:
1.Does the Bidder have a written safety program? (cid:31)Yes (cid:31)No
2.Does the Bidder conduct regular site safety inspections? (cid:31)Yes (cid:31)No
3.Does the Bidder have an active safety training program? (cid:31)Yes (cid:31)No
If any subcontractors are used, Contractor must obtain advanced GRDA approval inwriting. Prior to such
approval, all subcontractors may be required to submit the documents defined in the Minimum Safety
Requirements section of this document.
Grand River Dam Authority is an agency of the State of Oklahoma.
GRDA Engineering & Technology Center * 9933 E 16thStreet* Tulsa, Oklahoma 74128*918-256-5545

GRAND RIVER DAM AUTHORITY RFQ/RFP# (cid:1008)(cid:1004)(cid:1009)(cid:1007)
The award to the successful bidder will be based on the best value bid received that meets the
specifications listed below and the requirements herein. This includes, but is not limited to, the
following in no order of precedence: price, delivery, adherence to specifications and ability to meet the
needs of the project.
GRDA will take into consideration past performance and ability to meet delivery deadlines in the
evaluation.
Preference may be given to vendors that accept EPay as method of payment if analysis estimates that
such appears to result in a lower cost to GRDA. Additional payment terms may also be taken into
consideration in the analysis process.
****** Read the General Bidding Instructions attached to this RFQ for further instructions. ******
Grand River Dam Authority is an agency of the State of Oklahoma.
GRDA Engineering & Technology Center * 9933 E 16thStreet* Tulsa, Oklahoma 74128*918-256-5545

ADMINISTRATION
PO Box 669
Chouteau, OK 74337
918-256-5545
GRDA payment options are EPay (Preferred Payment Method) or ACH.
GRDA Visa Payment (EPay Program)
Preference may be given to vendors that accept EPay as method of payment if
analysis estimates that such appears to result in a lower cost to GRDA. Additional
payment terms may also be taken into consideration in the analysis process.
NOTE: This is not a credit card payment at time of sale (POS transaction). It is an
electronic VISA payment after an invoice has been submitted and processed for
payment. Payment terms on VISA payments are in accordance with those agreed upon
on the solicitation and the resulting PO/Contract.
When a vendor elects to accept payment by EPay, the vendor will be assigned a 16-digit
ghost account number (no physical plastic) which remains at a zero credit limit until an
invoice is received from the vendor and processed by GRDA Accounts Payable. Once an
invoice from a vendor has been processed for payment the vendor will receive a secure
remittance advice via email providing the invoice information and full card account
information authorizing the vendor to run the card and post the transaction at which time
the account credit limit will return to zero until the next payment.
To learn more about the benefits of the Visa payment program, and to obtain answers to
FAQ, click or copy and paste the following URL into your browser:
www.bankofamerica.com/epayablesvendors.
Will accept payment by Visa: Yes ____ No ____ (check one)
Visa acceptance signature: _________________________
Designated Accounts Receivable Contact for Visa remittance advices:
Name: __________________________
Phone: __________________________
Email: __________________________
If a vendor elects to not accept EPay as the payment method, additional terms which
provide discounts for earlier payment may be evaluated when making an award. Any
such additional terms shall be for discounts for payment to be made no less than ten (10)
days and may increase in five (5) day increments up to thirty (30) days. Discounts offered
must be in half or whole percent increments. The date from which the discount time is
calculated shall be the date of a valid invoice. An invoice is considered valid if it is sent to
the proper recipient, the invoiced goods or services have been received, and the invoice
includes sufficient detail as identified in the solicitation.

ADMINISTRATION
PO Box 669
Chouteau, OK 74337
918-256-5545
GRDA Request for ACH Transaction and Authorization Form
(cid:100)(cid:346)(cid:349)(cid:400)(cid:3)(cid:296)(cid:381)(cid:396)(cid:373)(cid:3)(cid:282)(cid:381)(cid:286)(cid:400)(cid:3)(cid:374)(cid:381)(cid:410)(cid:3)(cid:374)(cid:286)(cid:286)(cid:282)(cid:3)(cid:410)(cid:381)(cid:3)(cid:271)(cid:286)(cid:3)(cid:296)(cid:349)(cid:367)(cid:367)(cid:286)(cid:282)(cid:3)(cid:381)(cid:437)(cid:410)(cid:3)(cid:349)(cid:296)(cid:3)(cid:455)(cid:381)(cid:437)(cid:3)(cid:258)(cid:272)(cid:272)(cid:286)(cid:393)(cid:410)(cid:3)(cid:28)(cid:87)(cid:258)(cid:455)(cid:3)(cid:258)(cid:400)(cid:3)(cid:410)(cid:346)(cid:286)(cid:3)(cid:296)(cid:381)(cid:396)(cid:373)(cid:3)(cid:381)(cid:296)(cid:3)(cid:393)(cid:258)(cid:455)(cid:373)(cid:286)(cid:374)(cid:410)(cid:856)
(cid:47)(cid:296)(cid:3)(cid:410)(cid:346)(cid:349)(cid:400)(cid:3)(cid:296)(cid:381)(cid:396)(cid:373)(cid:3)(cid:346)(cid:258)(cid:400)(cid:3)(cid:258)(cid:367)(cid:396)(cid:286)(cid:258)(cid:282)(cid:455)(cid:3)(cid:271)(cid:286)(cid:286)(cid:374)(cid:3)(cid:393)(cid:396)(cid:381)(cid:448)(cid:349)(cid:282)(cid:286)(cid:282)(cid:3)(cid:410)(cid:381)(cid:3)(cid:39)(cid:90)(cid:24)(cid:4)(cid:3)(cid:258)(cid:374)(cid:282)(cid:3)(cid:455)(cid:381)(cid:437)(cid:3)(cid:258)(cid:396)(cid:286)(cid:3)(cid:272)(cid:437)(cid:396)(cid:396)(cid:286)(cid:374)(cid:410)(cid:367)(cid:455)(cid:3)(cid:271)(cid:286)(cid:349)(cid:374)(cid:336)(cid:3)(cid:393)(cid:258)(cid:349)(cid:282)
(cid:271)(cid:455)(cid:3)(cid:4)(cid:18)(cid:44)(cid:3)(cid:455)(cid:381)(cid:437)(cid:3)(cid:282)(cid:381)(cid:3)(cid:374)(cid:381)(cid:410)(cid:3)(cid:346)(cid:258)(cid:448)(cid:286)(cid:3)(cid:410)(cid:381)(cid:3)(cid:296)(cid:349)(cid:367)(cid:367)(cid:3)(cid:410)(cid:346)(cid:286)(cid:3)(cid:296)(cid:381)(cid:396)(cid:373)(cid:3)(cid:381)(cid:437)(cid:410)(cid:3)(cid:258)(cid:336)(cid:258)(cid:349)(cid:374)(cid:856)
(cid:100)(cid:346)(cid:349)(cid:400)(cid:3)(cid:296)(cid:381)(cid:396)(cid:373)(cid:3)(cid:346)(cid:258)(cid:400)(cid:3)(cid:393)(cid:396)(cid:286)(cid:448)(cid:349)(cid:381)(cid:437)(cid:400)(cid:367)(cid:455)(cid:3)(cid:271)(cid:286)(cid:286)(cid:374)(cid:3)(cid:393)(cid:396)(cid:381)(cid:448)(cid:349)(cid:282)(cid:286)(cid:282)(cid:3)(cid:410)(cid:381)(cid:3)(cid:39)(cid:90)(cid:24)(cid:4)(cid:856)(cid:3)(cid:122)(cid:28)(cid:94)(cid:855)(cid:890)(cid:890)(cid:890)(cid:890)(cid:890)(cid:890)
Thank you for providing the following information as GRDA moves toward a more
efficient method of ACH as the payment method to our vendors. Please add the ACH
routing and account number to future invoices if possible.
Vendor Information
Name:_______________________________
Address: _____________________________
City:_______________ State:____________ Zip Code:___________
Email: _______________________________
Phone:_______________________________
Send EFT Email Remittance Advice Yes No
If yes, please include email address: ________________________________________
ACH Delivery:
Bank Routing Number: ___________________________
Account Number:________________________________
Bank Name: ____________________________________
Bank Address: ___________________________________
City:_______________ State:____________ Zip Code:___________
Beneficiary Name: ________________________________
Vendor verification signature: __________________________________
Thank you for your business!
Sincerely,
Accounts Payable Department
Accounts.payable@grda.com

(cid:53)(cid:41)(cid:52)(cid:3)(cid:23)(cid:19)(cid:24)(cid:22)
RFQ / RFP #
GRAND RIVER DAM AUTHORITY
CERTIFICATE OF NON-COLLUSION AND RELATIONSHIPS
The undersigned, of lawful age, being first sworn upon oath, deposes and states as follows:
A. For purposes of competitive bids, I certify:
1. I am the duly authorized agent of
(Company Name)
the bidder submitting the competitive bid which is attached to this statement, for the purpose of certifying the facts
pertaining to the existence of collusion among bidders and between bidders and state officials or employees, as well
as facts pertaining to the giving or offering of things of value to government personnel in return for special
consideration in the letting of any contract pursuant to said bid;
2. I am fully aware of the facts and circumstances surrounding the making of the bid to which this statement is attached
and have been personally and directly involved in the proceedings leading to the submission of such bid; and
3. Neither the bidder nor anyone subject to the bidder's direction or control, has been a party:
a. To any collusion among bidders in restraint of freedom of competition by agreement to bid at a fixed price or to
refrain from bidding;
b. To any collusion with any state official or employee as to quantity, quality or price in the prospective contract, or
as to any other terms of such prospective contract; or
c. In any discussions between bidders and any state official concerning exchange of money or other thing of value
for special consideration in connection with the prospective contract;
B. I certify, if awarded the contract, whether competitively bid or not, neither the contractor nor anyone subject to the
contractor's direction or control has paid, given, or donated, or agreed to pay, give, or donate any officer or employee of
the State of Oklahoma any money or thing of value, either directly or indirectly, in procuring the contract to which this bid
and statement relates.
C. I certify that I have disclosed below the names of all persons and the positions they hold within their respective
companies or firms of:
1. Any partnership, joint venture or other business relationships now in effect or which existed within one (1) year
prior to the date of this statement with any architect, engineer, or other party to the project to which this bid relates;
2. Any such business relationship now in effect or which existed within the one (1) year prior to the date of this
statement between any officer or director of the bidder and any officer or director of the architectural or
engineering firm, or other party to the project to which this bid relates; or
3. If none of the above-mentioned business relationships exist, I have provided a statement to that effect.
_________________________________________________________________________________
(Names and titles of business relationships or a statement of non-existence. Use additional sheet if necessary)
D. I further certify that I have disclosed below any known business or familial relationship in effect or which existed within
one (1) year prior to the date of such statement between any officer or director of the bidding company and any employee
of the Grand River Dam Authority in accordance with 74 O.S. 85.22C. If none of the above-mentioned relationships
exist, I have provided a statement to that effect.
__________________________________________________________________________________
(Names and description of relationship or a statement of non-existence. Use additional sheet if necessary)
I hereby swear or affirm, under penalty of perjury, that the forgoing information is true and correct.
________________________________________ ________________________________________
Bidder Signature Bidder Printed Name
________________________________________ ________________________________________
Bidder Printed Title Date

(cid:15)(cid:24)(cid:18)(cid:27)(cid:26)(cid:21)(cid:20)(cid:23)(cid:1)(cid:16)(cid:23)(cid:28)(cid:19)(cid:22)(cid:24)(cid:25)(cid:19)(cid:1)(cid:17)(cid:15)(cid:12)(cid:1)(cid:5)(cid:9)(cid:13)(cid:4)(cid:5)(cid:8)(cid:9)(cid:14)(cid:2)(cid:11)(cid:3)(cid:15)(cid:5)(cid:2)(cid:10)(cid:15)(cid:14)(cid:6)(cid:2)(cid:10)(cid:3)(cid:9)(cid:6)(cid:2)(cid:5)(cid:10)(cid:5)(cid:11)(cid:9)(cid:14)(cid:4)(cid:15)(cid:7)(cid:16)(cid:3)(cid:9)
RFQ
Best Value
ALL MAY BID
All Oils - Contract
***All Oil (Except Special Order) must be available within 72 hours. ***
***Emergency 24 Hour Turn around on Lab Tests. ***
***Non-Emergency 48-72 Turn around on Lab Tests. ***
***Maintenance and Replacement on Hose Reels, Gauges, and Pumps. ***
Blanket Agreement Type and Pricing
This Blanket Purchase Agreement is a firm, fixed-price, indefinite delivery, indefinite quan(cid:415)ty (IDIQ) contract,
subject to an annual price adjustment not to exceed a cumula(cid:415)ve 10% increase from the original purchase
price. Any reduc(cid:415)ons in pricing during the term of the agreement shall be passed on to the Grand River Dam
Authority (GRDA).
The GRDA is under no obliga(cid:415)on to purchase the es(cid:415)mated quan(cid:415)(cid:415)es specified in this agreement. Any
quan(cid:415)(cid:415)es referenced are provided for es(cid:415)ma(cid:415)on purposes only and do not cons(cid:415)tute a commitment by the
GRDA to purchase a minimum quan(cid:415)ty, nor do they establish a maximum quan(cid:415)ty that the vendor is required
to supply.
Prior to shipping any goods under this agreement, the vendor must obtain authoriza(cid:415)on from the GRDA, if
applicable.
Pricing as submi(cid:425)ed shall contain all direct and indirect costs associated with unit price, e.g., insurance, fees,
taxes, profit, overhead, general and administra(cid:415)ve expenses.
All travel expenses to be incurred by the vendor in performance of the blanket agreement shall be included in
the total bid price / agreement amount.
Current Oils Used
5W30 1110 Gal
Full Synthetic Oil, 5W40 1128 Gal
Full Synthetic Oil, 0W20 550 Gal
Dielectric Hydraulic Oil AW 32 500 Gal
Hydraulic Oil, 46 4 Drum
Hydraulic Oil, 424 4 Drum
Hydraulic Oil, 68 4 Drum

GENERAL BIDDING INSTRUCTIONS
FOR STANDARD & EMERGENCY BIDS
GRAND RIVER DAM AUTHORITY
(cid:20)(cid:17) Bidsshallbe submitted tothedesignatedpurchasingagentattheGrandRiverDamAuthority(hereinafterreferredtoas
"GRDA" or "the Authority") at the address on the attached RFQ or RFP form on or before the date (and time, if
applicable) indicated. Bids shall be in conformity with these and any additional instructions to bidders and shall be
submitted on GRDA's form. TheRFQ(RequestforQuote)orRFP(RequestforProposal)form mustbecompleted
infullandsignedbythebidder.Ifyourbidresponsenecessitatesadditionalspace,youmayattachadditionalpages;
however,theRFQorRFPformmustbecompleted,signedandreferencetheadditionalpages. Allbidresponsesshall
be typewritten or handwritten in ink, and any corrections to bids shall be initialed in ink. Quotations or proposals
submittedin pencil shallnotbeaccepted.
(cid:21)(cid:17) QuotationsorproposalsmaybesubmittedtoGRDAviapostalmail,deliveryservice,(cid:68)(cid:81)(cid:71)(cid:3)e-mail,providedallrequired
signaturescan be transmitted successfully.
(cid:22)(cid:17) Non-Collusion Certificate: RFQs or RFPs anticipated to exceed a total amount of $(cid:21)5,000 shall be accompanied by
a(cid:3)Non-Collusion Certificate. This certificate shall be completed by the bidder and include a signature in ink of
an(cid:3)authorized company representative (preferably the bidder) with full knowledge and acceptance of the bid proposal.
Purchase(cid:3)orders in excess of $(cid:21)5,000 will not be released to the successful bidder without receipt of a properly
signed(cid:3)certificate(cid:3)forthebid.
(cid:23)(cid:17) In the event the unit price and line total extension do not agree, the unit price shall be considered the quoted price
acceptedforevaluation.
(cid:24)(cid:17) Freight Terms: All prices shall be quoted FOB: Destination/Freight Allowed. All packaging, handling, shipping and
delivery charges shall be included in the unit price quoted for each line item. No exceptions shall be granted unless
approved by theguidelinesofthe GRDA ChiefFinancialOfficer or designee.
(cid:25)(cid:17) Other Surcharges: Any additional surcharges (such as HazMat charges, fuel surcharges, set-up fees, etc.) shall be
includedintheunitpricequotedforeachline item. Alladditionalchargesareconsideredapartofthecostofthegoods,
andbidsshallbe evaluated to includethese additional charges.
(cid:26)(cid:17) Tax-Exempt Status: GRDA is an agency of the state of Oklahoma and is specifically exempt from the payment of
sales tax by Oklahoma state statute, Title 68 O.S.A. 1356 (10). An excerpt from the statute shall be furnished upon
request.
(cid:27)(cid:17) Questions arising during the bidding process should be submitted via email to the GRDA purchasing agent
named on the RFQor RFP. The GRDA purchasing agent shall coordinate areplyfromthe end usertoensurethat all
potential bidders are provided the same information. Under no circumstances shall a bidder discuss pricing with any
GRDAemployee prior to the bidopening.
(cid:28)(cid:17) All bids submitted shall be subject to GRDA's Purchasing Policy and Procedures, General Terms and Conditions, the
bidding instructions and specifications, the OklahomaOpen Records Act,otherstatutory regulations as applicable, and
any other terms and conditions listed or attached herein - all of which are made part of this Request for Quote or
Request for Proposal.
(cid:20)(cid:19)(cid:17) GRDAreservestheright to waive any informalities, reject any andallbids, and to award a contract, as applicable, in the
bestinterestsoftheAuthority. AllbidresponsesbecomethepropertyofGRDAandaresubjecttotheOklahomaOpen
RecordsAct.GRDAshallendeavortoprotecttechnicalinformationdesignatedbythebidderasproprietaryinformation;
however, only technical information (i.e., "trade secrets") may be considered proprietary - pricing and other non-
technicalaspects of thequote shall be considered non-proprietary.
(cid:20)(cid:20)(cid:17) "Sole Brand" or "No Sub" Items: Items with a "Sole Brand" or "No Sub" designation in the description shall be
furnishedasthespecified manufacturer andmodel/part number. Noexception may betaken to thespecification, and no
alternate shall be accepted. In those cases where a manufacturer has discontinued the specified model/part number,
the bidder shall indicate so on the RFQ. If a replacement item is available, the new model/part number shall be
indicated on the RFQ form and the price quoted. It shall also be noted whether the replacement item is a direct
replacementfortheobsoletepartnumberoriginallyrequested.Ifnot,orifthespecificationsdifferinanyway,thebidder
shallexplainin detail, and corresponding drawings or descriptive literature shall beincludedwith the quote.
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GRDAFinanceForm003(Rev(cid:3)(cid:24)(cid:16)(cid:21)(cid:24)(cid:16)(cid:21)(cid:24))