LARIMER COUNTY | PURCHASING DEPARTMENT
P.O. Box 1190, Fort Collins, Colorado 80522-1190, 970.498.5955, Larimer.org
INVITATION TO BID (BID)
Oil & Lubricant Products
Please bid DELIVERED PRICES on the following Goods or Services. No bid is contingent on the purchase of
all items listed. The right is reserved to reject any and all bids or parts thereof. Prices and terms shall remain in
effect for 60 days from date of opening.
The Board of Larimer County Commissioners will only be accepting bids electronically submitted via the
Rocky Mountain E-Purchasing System ("RMEPS") portal, at https://www.bidnetdirect.com/colorado, up to
2:00 P.M. (MT), on Friday December 11, 2020 at which time they will be publicly opened and read aloud to
consider the purchase of oil and lubricant products. Hardcopy Bids and Bids submitted by any other means
will not be accepted. See Section 1. Instructions for additional information on electronic bid submission. To
attend the bid opening virtually use the following Zoom link:
Meeting ID: 973 0272 1053
If you prefer to join by phone, call:
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Meeting ID: 973 0272 1053
Bid documents and specifications are available online at Rocky Mountain e-Purchasing at
www.bidnetdirect.com/colorado, and on the Larimer County Purchasing site at www.larimer.org/bids.
All questions regarding this bid must be emailed to Heather MacMillan, Purchasing Director, at
firstname.lastname@example.org. Questions are due no later than 10:00 a.m. (our clock) 10:00 a.m., Friday,
December 4, 2020. Please call Heather MacMillan at 970-498-5957 to verify receipt of your questions. No
questions will be accepted after the date and time referenced above. All questions received will be answered
via Addendum only. Addenda will be published both on the Larimer County Bids and Proposals web site, and
NOTE: Unauthorized contact with a County employee other than the Purchasing Director regarding this bid may
result in disqualification of your bid.
As of 3/30/2020, Larimer County only accepts Bids submitted to the Rocky Mountain E-Purchasing System
portal (RMEPS). Hardcopy Bids and Bids submitted by any other means will not be accepted.
Bidders are required to be registered with RMEPS in advance in order to submit a bid, at
https://www.bidnetdirect.com/colorado; registration is free. Larimer County strongly recommends bidders
register with RMEPS well in advance of the submittal deadline to ensure they have adequate time to upload
and submit their proposals.
It is the sole responsibility of the Bidder to ensure all required Bid documents are submitted through RMEPS by
the submission deadline. Bids will be time-stamped by RMEPS upon receipt; RMEPS does not allow for
uploading or submitting Bid documents after the Bid due date and time has passed, so please allow adequate
time to upload and submit your Bid prior to the deadline. After uploading bid documents, Bidders must
click the SUBMIT button. Larimer County will not accept uploads that are “saved” but not “submitted”.
To verify that a Bid has been submitted successfully, Bidders may contact RMEPS Support or verify, via the
Bid Management tab in the Bidder’s account, that the documents are not in “Draft” status.
Larimer County does not have access to, or control of, the Vendor side of RMEPS. Please contact RMEPS at
1-800-835-4603, Option 2, for technical assistance.
Bidder shall not stipulate in their bid any conditions not contained in the specifications, unless specifically
requested in the special instructions. Any bids that fail to comply with the literal letter of these instructions and
the specifications may be rejected forthwith.
Bids shall be typewritten or written in ink on the form prepared by the County. The person signing the bid or an
authorized representative of the company shall initial all corrections or erasures made on your bid.
Any charges for freight, delivery, containers, packaging, etc., will be included in the bid price. In submitting the
bid, the vendor agrees that acceptance of any or all bids by the County within a reasonable time period
constitutes a contract. No delivery shall become due or be accepted until a purchase order has been issued by
the Purchasing Director of Larimer County.
It is understood that the Board of Larimer County Commissioners reserves the right to reject any and/or all bids
and to waive informalities and irregularities in bids, and to accept the bid that, in the opinion of the Board, is in
the best interest of Larimer County. The total cost of bid preparation and submission shall be borne by the
If, in the sole judgment of the Board of County Commissioners, the proposals are substantially equal, the Board
may grant the contract to companies located in Larimer County, however this is not applicable in the case that
Federal funds are used.
As of August 7, 2006, state and local government agencies are prohibited from purchasing services from any
contractor that knowingly employs illegal immigrants to help carry out publicly funded work. Pursuant to the
provisions of Colo. Rev. Stat. §8-17.5-101, contractors must certify that they are using the E-Verify Program or
Department Program to verify the employment eligibility of new employees. If a contractor awarded a contract
violates the provisions of Colo. Rev. Stat. §8-17.5-101(2), the state or local government agency may terminate
the contract and the contractor will be liable for damages to such agency.
Vendor certifies, warrants, and agrees that (he) (she) (it) has knowledge of the “Keep Jobs in Colorado Act”
codified at Sections 8-17-101, et seq. of the Colorado Revised Statutes and that Colorado labor shall be
employed to perform at least eighty percent (80%) of the work. See https://www.colorado.gov/pacific/cdle/kjica
for more information regarding this Act, which applies to Public Works projects.
All information submitted in response to this bid is public after the bid opening. The bidder should not include as
a part of the response to the Invitation to Bid any information which the bidder believes to be a trade secret or
other privileged or confidential data. If the bidder wishes to include such material with their bid, then the material
should be supplied under separate cover and identified as confidential. Statements that the entire bid is
confidential will not be honored. Larimer County will endeavor to keep that information confidential, separate
and apart from the bid subject to the provisions of the Colorado Open Records Act or order of court.
No work shall commence nor shall any invoices be paid until the contractor provides the requested proof of
insurance as outlined in the “Insurance Requirements for Contractors”, and before such proof is accepted by
Larimer County Risk Management. Additionally, the contractor will provide an endorsement naming Larimer
County as an additional insured to their policy. If you have any questions concerning the insurance requirements,
please contact Risk Management at (970) 498-5963 at least one week prior to the bid opening date.
Payment for work performed or goods sold to Larimer County can be expected within 30 days after receipt of
the invoice and satisfactory acceptance from the department receiving the service or goods. Any discount
allowed by the vendor for prompt payment, etc., must be reflected in the bid figure, and not entered as
separate pricing on the bid.
Larimer County is an Equal Opportunity Employer and no otherwise qualified individual shall be subject to
discrimination on the basis of race, color, religion or religious affiliation, sex, familial status, age, genetics,
disability, or national origin in any phase of employment for this position.
Larimer County strongly encourages the use of small and minority firms, women's business enterprises, and
labor surplus area firm services. In accordance with Federal and State laws, Larimer County does not
All businesses, organizations, and individuals contracting with Larimer County must comply with Title II of the
Americans with Disabilities Act of 1990, as amended. For more information on these requirements and to read
the full Title II text, please go to the following web page: https://www.ada.gov/ada_title_II.htm.
Other governmental entities may piggyback on the award of this solicitation, assuming the award vendor is
amenable, and should contact Larimer County Purchasing for any necessary procurement documents. The
entity shall deal directly with the award vendor concerning the placement of Purchase Orders, freight charges,
contracting and disputes, invoicing, and payment. Larimer County shall not be held liable or responsible for
any liability, claims, costs, damages, demands, actions, losses, judgments or expenses incurred by the vendor
or any government entity relating to such use.
The Contractor certifies that by signing the contract, neither the contractor nor subcontractors, the organization
nor its principals are suspended or debarred or otherwise excluded from procurement by the Federal government
and do not appear on the Excluded Parties List System (EPLS) maintained by the General Services
No vendor awarded a solicitation shall be federally debarred. Such debarment shall be checked through the
System for Award Management, at www.sam.gov.
Bids must be furnished exclusive of any Federal, State, or Local taxes.
The intent of this bid is to select and establish one (1) single vendor to supply the Larimer County Fleet Service
Department with oils and lubricants for a one-year period.
Larimer County Fleet Services Department maintains a fleet of vehicles ranging from small sedans to large
construction equipment. These oils and lubricants will be used in the maintenance and repair of these
vehicles. Prices must remain firm for the initial four (4) months of the agreement. Award is contingent on
funding being available.
3. SPECIFICATIONS ARE AS FOLLOWS:
Bidders are responsible for carefully examining the enclosed specifications prior to preparation and submittal of
Larimer County may make any such background investigations, including previous clients, business reputation,
site visit of operating plant, inspection of delivery vehicles, and any other inquires deemed necessary to
determine, in its sole opinion, the ability of the successful award vendor to perform. Upon award the successful
vendor shall furnish the County all such information and data for this purpose. No subletting to other vendors or
use of common carriers for oil bulk deliveries is acceptable.
Because timely deliveries are critically important to Larimer County, vendors must have a storage facility
and bulk delivery vehicles located no further than 30 road miles from Larimer County Fleet Service’s
Vine Street Shop, located at 614 E Vine Dr. Fort Collins, Colorado 80524 (as evidenced by Google Maps).
All deliveries must be received within twenty-four (24) hours of request. Failure to respond to delivery
requests in a timely fashion may result in the cancellation of this contract.
Larimer County may, at any time, have any type of oil analyzed. The sample will be analyzed by an independent
testing agency of the County’s choice. In the event the oil does not meet specifications, all testing costs
associated with removal of poor-quality oil and the replacement with oil meeting specifications will be borne by
the award vendor. In the event of an error resulting in oil being pumped into the wrong tank (i.e. 15w-40 in the
Hydraulic tank) it will be the responsibility of the award vendor to drain the affected tank and replace all oil with
the correct product.
The award vendor must immediately report to Larimer County Fleet service personnel all oil spills (no matter
the size) that occur during or result from award vendor’s delivery. The award vendor shall be responsible for all
costs associated with an oil spill, including but not limited to site cleanup, laboratory tests, waste disposal, fines,
and monitoring. Award vendor will provide to the County upon request copies of any manifests and invoices
associated with a spill.
The Larimer County Fleet Services Shop located at 614 E. Vine Drive, Fort Collins, Colorado has bulk oil storage
tanks as follows:
One (1) 275-gallon tank for 15w-40 oil
One (1) 275-gallon tank for 5w-30 oil
One (1) 275-gallon tank for hydraulic oil
One (1) 100-gallon tank for MerconV / Dexron III bulk oil
There is a covered outside storage area for 55-gallon drums. All products in quarts and gallon containers will
be stored in the parts room.
Most deliveries will be to the Larimer County Fleet Service Shop located at 614 E. Vine Drive, Fort Collins,
Colorado during normal work hours. Occasional deliveries will be required to other locations in the Loveland/Fort
Collins area. Deliveries must be made within twenty-four (24) clock hours after being notified of the products
required. All pricing shall be FOB point of delivery. When bulk deliveries are made to the Vine Drive location the
vendor will be required to notify the parts room personnel that they are ready to make a delivery. All contents of
tanks will be measured (with Larimer County Employee present) before and after all deliveries to verify quantities
delivered. As stated previously, failure to respond to delivery requests in a timely fashion may result in
the cancellation of this contract.
Vendor will not charge a drum deposit to Larimer County. Larimer County will make every effort to secure all
empty drums vendor so they can be returned to the vender. Vendor will be required to pick up all empty drums
at the location they were originally delivered to. Empty drums should be picked up during the next delivery.
All lubricant products shall be manufactured/refined by a nationally branded company, no “House
Brands”, will be allowed. Larimer County will be the sole judge of whether a given product is a “national brand”.
It is preferred that no more than three (3) different national brands be offered to meet open areas in a
manufacturer/refiners product line. Exceptions may be made for specialty products requested. If you have a
product that meets the specifications but is not considered a House Brand you are welcome to bid on these
products. If you are bidding one or more product line it will be necessary to complete a separate bid form for
each product line bid.
The following is a list of some acceptable national brands, but this is not intended to endorse, or to be inclusive
of, ALL acceptable or national brands:
Exxon Mobil (Go Performance)
BP (British Petroleum)
All oils, lubricants and products supplied under this specification shall meet the most current API (American
Petroleum Institute) service requirement classifications and shall be upgraded to newer classifications on the
new API effective dates for new classifications. All products shall also be backward compatible with the previous
API classifications. Failure to upgrade the product may result in cancelation of the award vendor’s contract. All
lubricants must be compatible with and meet or exceed the warranty requirements for all major automotive and
heavy equipment manufactures. Larimer County will be the final authority as to compatibility. Any product bid
that doesn't meet these requirements will not be considered. Please include with your bid, specifications
sheets for all products bid.
Engine Oil SAE (Society of Automotive Engineers) 15w-40 Grade Oil: Must meet API (American Petroleum
Institute) CJ-4 diesel service specifications and API-SN gasoline service specifications. This product will be
used in diesel and gasoline engines and some heavy equipment transmissions.
Engine Oil SAE (Society of Automotive Engineers) 5w-20 Grade Oil: Must meet API (American Petroleum
Institute) SN gasoline service specifications and ILSAC (International Lubricant Standardization and Approval
Committee) GF-5 specifications. This product will be used in light duty pickups, sedans and SUVs.
Universal Hydraulic Transmission and Brake Oil (UTF): Hydraulic fluid must be a high-quality multi-viscosity
product meeting John Deere JD20C and Caterpillar TO-2 specifications. This product should be formulated for
use in equipment where a common fluid reservoir is used by the transmission, final drives and hydraulic system.
This product will be used in a variety of truck and equipment hydraulic systems, transmissions, brake systems,
and some final drives. Please state SAE grade of the oil bid on the bid form.
Transmission Drive Oil (TDO) - SAE 30w Grade Oil: Must meet Allison C-4 and Caterpillar TO-4 specifications.
It’s primary use will be in Caterpillar power shift transmissions and final drives of all newer Caterpillar equipment.