1445801-event.pdf
PDF 231 KB Posted
- Attached to
- Lubricating Oils
- Solicitation number
- 645-DOTRFB-3092-2027
- Issued by
- Taylor County, Iowa
About this file
This is a Request for Bid (RFB) document issued by the Iowa Department of Transportation (DOT) soliciting competitive bids for lubricating oils to supply the Ames Distribution Center. The Iowa DOT is seeking bids across three product groups: Group P1 (Heavy Duty Lubricating Oils, lines P1.1–P1.5), Group P2 (Various Oils, lines P2.1–P2.3), and Group P3 (Synthetic Transmission/Differential Oil Products, lines P3.1–P3.3), with bidders required to submit pricing on all lines within a group to be considered for award. The bid opened on September 24, 2026, at 1:00 PM CDT, with responses due by October 15, 2026, at 1:00 PM CDT. The bid opening will be conducted via Microsoft Teams meeting or by phone conference. The contract will be awarded for an initial six-month term beginning upon contract execution and ending March 15, 2027, with an option to renew for nine additional six-month terms. Estimated quantities are based on historical yearly averages, though the Iowa DOT specifies there are no guaranteed minimum purchases and actual quantities may vary based on operational needs.
Pricing is offered under payment terms of Net 60 days with 0% financing. Products must be delivered F.O.B. Destination to 931 S. 4th St., Ames, IA 50010, with materials shipped in full pallet quantities on four-way entry pallets measuring 40" x 48" and not exceeding 60 inches in height. Prior to award, the Iowa DOT will require product samples for quality evaluation and specification compliance, to be provided within five business days of request; costs for testing failed samples will be charged to the submitting vendor. Safety Data Sheets (SDS) must accompany the contract submission, as contracts will not be valid and purchase orders will not be issued without them. Award will be made to the responsible bidder whose submission is most advantageous to the Iowa DOT, with evaluation considering cost and other factors including mandatory requirement compliance, proposed staffing, required schedule adherence, past work performance, and work capacity. The purchasing agent for this opportunity is Matthew Barker (matthew.barker@iowadot.us, +1 515-239-1173). The RFB number is 645-DOTRFB-3092-2027.
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Text version
24 September 2026
Lubricating Oils Lubricating Oils
24 September 2026
Open 9/24/2026, 1:00 PM CDT Type DOT Request for Bid Close 10/15/2026, 1:00 PM CDT Number 645-DOTRFB-3092-2027 Currency US Dollar
Sealed Until 10/15/2026, 1:00 PM CDT
Payment Terms 0% 0, Net 60
24 September 2026
Contacts Matthew Barker matthew.barker@iowadot.us
Phone +1 515-239-1173
24 September 2026
Commodity Codes Commodity Code Description
40500 FUEL, OIL, GREASE AND LUBRICANTS
40509 Fuel Oil, Diesel (Use 405-02 for Biodiesel) 40512 Fuel Oil, Heating (Use 405-02 for Biodiesel) 40536 Oil, Automotive Transmission 40537 Oil, Crude 40538 Oil and Grease Additives 40539 Oil, Automotive Engine 40542 Oil, Aviation Engine 40550 Oil, Heat Transfer Fluid, Fire-Resistant 40551 Oil and Fluid, Hydraulic 40557 Oil, Lubricating: Differential and Gear Lubricant 40573 Oils and Lubricants for Special/Severe Service 6042 Filters, Air, Fuel, Oil, Power Steering, Transmission and Water, and PCV Valves 91229 Construction, Oil and Gas Refinery
24 September 202624 September 202624 September 2026 mailto:matthew.barker@iowadot.us
Description Overview
The Iowa DOT is seeking competitive bids for Lubricating Oils for Ames Distribution Center.
The Iowa DOT bidding process is subject to the procedures and requirements established in Iowa Administrative Code 761--20.
Shipping Terms
Deliveries shall be F.O.B Destination. These items shall be delivered to the Ames Distribution Center for distribution to the field statewide.
Address for Ames Distribution Center:
931 S. 4th St.
Ames, IA 50010
Additional Information
Responders shall furnish any requested information within three (3) working days after notification from the purchasing agent.
Samples
Prior to award the department shall require samples to evaluate quality and/or compliance with proposal requirements. Samples shall be provided within five (5) business days upon request. If samples are tested and do not meet specifications, the cost of the testing will be charged to the vendor submitting the product. Samples shall be sent to the following address:
931 S. 4th St.
Ames, IA 50010
Attn: Matt Barker
Contract Award
Award will be made for any one group or combination of groups. All items within a group must be bid to be considered for a group award.
Group P1: HEAVY DUTY LUBRICATING OILS will consist of lines P1.1 - P1.5 (must bid on all 5 lines to be considered for award)
Group P2: VARIOUS OILS will consist of lines P2.1 - P2.3 (must bid on all 3 lines to be considered for award)
Group P3: SYNTHETIC TRANSMISSION/DIFFERENTIAL OIL PRODUCTS will consist of lines P3.1 - P3.3 (must bid on all 3 lines to be considered for award)
Contract Period
The Contractor/s will be awarded a six (6) month contract with an option to renew for nine (9) additional six month terms.
Estimated Quantities
The exact amount of items purchased per year is dependent on funding and Iowa DOT final approval. At this time, it should be understood there are no guaranteed minimum purchases and actual purchases may vary considerably based on actual needs throughout the contract period.
The line quantities on the bid are based on historical yearly average.
Contract Begin Date: Upon Contract Execution
Contract End Date: March 15, 2027
Purchase Orders
Purchase Orders will be issued for items as needed throughout the contract period.
Pallet Specifications
Materials shipped in full pallet quantities shall be stacked and securely banded and/or shrink wrapped on four-way entry pallets measuring 40" x 48" is preferred. Pallets should be made of durable material strong enough to hold weight of product.
Pallet Height Restrictions
Palletized items shall not exceed 60 inches in height.
Safety Data Sheets (SDS)
SDS sheets must be returned with contract. Contracts will not be valid and no orders will be issued until SDS sheets are received for each commodity.
Award - Cost and Other Factors
It is the intent of the Iowa DOT to award the contract to the responsible bidder whose submission is the most advantageous to the Iowa DOT, cost and other factors considered. Other factors include but are not limited to: meeting or exceeding mandatory requirements, proposed staffing, and meeting required time schedule. Other factors may also include a comprehensive review of bidders past work performance, and work capacity.
Notification of Intent to Award
After responses are evaluated, a Notification of Intent to Award (NOIA) and bid tabulation will be posted publicly on the IMPACS Business Opportunities site.
https://bids.sciquest.com/apps/Router/PublicEvent?tab=PHX_NAV_SourcingClosed&CustomerOrg=DASIowa&SourcingPublicSite_FILTER_BY_BUSINESS_UNIT=undefined&SourcingPublicSite_FILTER_BY_BUSINESS_UNIT_buDisplayName=&SimpleSearch_Keyword=&tmstmp=1741986176410
Communication
Until a contract is awarded, the sole point of contact for this bid opportunity will be the Purchasing Agent listed in the event. All questions must be directed solely to the Purchasing Agent and will not be accepted after the Q&A Submissions Close Date. Bidders are strongly encouraged to submit all questions through the Q&A Board. Responses to questions will be posted on the Q&A Board.
Tax Exemption
The Iowa Department of Transportation is a tax-exempt agency. Tax exemption certificates will be provided upon request.
Bid Opening
Date: October 15, 2026
Time: 1:00 PM CST
Interested responders are welcome to attend the bid opening via the Teams meeting link or by phone with the conference id number (listed below) followed by the # sign.
Microsoft Teams meeting Join: https://teams.microsoft.com/meet/250860663782017?p=VCxN6VNOtURb0lJjBl Meeting ID: 250 860 663 782 017 Passcode: Y8cS6B7w
Need help? | System reference Dial in by phone +1 515-817-6093,,228162189# United States, Ames Find a local number Phone conference ID: 228 162 189# For organizers: Meeting options | Reset dial-in PIN
Those who join the public bid opening after 1pm may not hear all the responses read aloud but all responses will be posted publicly for viewing as soon as they become available.
https://teams.microsoft.com/meet/250860663782017?p=VCxN6VNOtURb0lJjBl https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTZiY2I3NmItNjAzNy00ZDVhLWE0MTgtZjBiZjM5YmJjZTVj%40thread.v2/0?context=%7b%22Tid%22%3a%22a1e65fcc-32fa-4fdd-8692-0cc2eb06676e%22%2c%22Oid%22%3a%220410b5f0-cabf-4533-b409-1c80b0069000%22%7d https://dialin.teams.cloud.microsoft/7798de11-5a2e-46f6-99dc-0caa213c9a6b?id=228162189 https://teams.microsoft.com/meetingOptions/?organizerId=0410b5f0-cabf-4533-b409-1c80b0069000&tenantId=a1e65fcc-32fa-4fdd-8692-0cc2eb06676e&threadId=19_meeting_YTZiY2I3NmItNjAzNy00ZDVhLWE0MTgtZjBiZjM5YmJjZTVj@thread.v2&messageId=0&language=en-US https://dialin.teams.cloud.microsoft/usp/pstnconferencing
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