2-RFQ Bulk Refined Oil.pdf

Request for Quote 2509-124

BULK REFINED OIL

INTRODUCTION

The City of Frisco is requesting quotes to establish an annual contract for bulk refined oil. The Frisco Logistics Department purchases various motor oils in bulk to be utilized by the City’s Fleet Department. Quotes must include all charges associated with each item. This will be an annual contract with up to four (4) optional one (1) year renewals. The City will reserve the right to terminate the contract upon thirty (30) days written notice. Quantities listed throughout the RFQ are estimates only and not a guarantee of purchase.

SPECIFICATIONS

The Frisco Fleet Department has three (3) 275-gallon oil tanks and three (3) 280-gallon oil tanks. The City is seeking a vendor to fill the six (6) oil tanks on an as needed basis through the term of the contract. All oil spills and leaks, while services are being provided, will be remedied by the vendor at no cost to the City. It is preferred that the vendor be a member of the National Association of Chemical Distributers (NACD) and follow NACD Responsible Distribution’s Guiding Principles for the length of the contract. Vendor must adhere to insurance requirements listed in this Request For Quote (RFQ) during the duration of the contract.

DELIVERIES

A City representative will schedule all requests for services and at no time will the vendor provide services without previously being notified by a City representative. The vendor should be able to provide services no later than 3-4 business days after receiving a request from the City. Deliveries and services will be performed at the City Fleet & Logistics Center located at 11200 Research Road, Frisco, TX 75033. Delivery hours are 6:30am to 3:30pm Monday through Friday. The facility will be closed on weekends and federal holidays. A copy of City holidays will be provided to the winning bidder.

PRICING

Unit costs provided by the vendor must include all charges associated with providing services, to include but not limited to fuel, mileage, freight, and labor. Vendor must provide where oil prices are obtained, such as oil manufactures pricing, oil pricing index, etc. All increases or decreases in oil prices throughout the term of the contract must be justified by changes in manufactures’ pricing or pricing index. Vendor must make the City aware of all price changes to items listed in this RFQ.

BID FORM - RFQ 2509-124 - BULK REFINED OIL

Pricing Must Include All Subsidiary Items

Item Description Unit Estimated

Annual Qty.

Brand/Manufacturer

Unit Cost

Extended

Cost

1 5w20 Synthetic- Blend Gallon 1260

2 15w40 Gallon 1010

3 0w20 Full Synthetic Dexos Gallon 790

4 5w30 Synthetic Blend Gallon 250

HyDiamond™ Fluid 6Kp Ashless Anti-Wear Hydraulic Fluid (TDS 0026)

Gallon 200

Majestic™ Hydraulic Fluid

(TDS 0426)

Gallon 200

Total

Additional Items Possibly Needed Not listed Above

Item Description Percent Markup from Cost or Percent Off

1 Engine Oils (Passenger, Commercial)

2 Hydraulic Fluids

3 Ketones

4 Esters

Vendor Receives Oil Pricing From: ______________________________________________

Vendor Can Provide Services Within 3-4 Business Days from Date of Order: YES NO

Vendor Is a Member of The National Association of Chemical Distributers: YES NO

ANY EXCEPTIONS OR ADDITIONAL PRICING INFORMATION:

Vendor Name__________________________ Representative___________________

Vendor Address_________________________________________________________

Phone Number _______________________________Email____________________

Please fill in the pricing. Please attach or write in any additional information or costs that are pertinent to this request. Please submit bids prior to October 14, 2025 - 2:00PM CT.

Representative Signature___________________________

Please email bids to lfroment@friscotexas.gov or submit bid via Bonfire at https://friscotexas.bonfirehub.com.

Thank you, Lara Froment

Buyer mailto:lfroment@friscotexas.gov https://friscotexas.bonfirehub.com./

CITY OF FRISCO CONTRACTOR INSURANCE REQUIREMENTS:

Contractors providing good, materials and services for the City of Frisco shall, during the term of the contract with the City or any renewal or extension thereof, provide and maintain the types and amounts of insurance set forth herein. All insurance and certificate(s) of insurance shall contain the following provisions:

1. Name the City, its officers, agents, representatives, and employees as additional insured as to all applicable coverage with the exception of workers compensation insurance.

2. Provide for at least thirty (30) days prior written notice to the City for cancellation, non-renewal, or material change or modification of any policies, evidenced by return receipt or United States Mail. The words “endeavor to” and “but failure” (to end of sentence) are to be eliminated from the Notice of Cancellation provision on standard ACORD certificates.

3. Provide for a waiver of subrogation against the City for injuries, including death, property damage, or any other loss to the extent the same is covered by the proceeds of insurance.

4. Endorsement applicable to each policy provided.

Insurance Company Qualification: All insurance companies providing the required insurance shall be authorized to transact business in Texas and rated at least “A” by A.M. Best’s Key Rating Guide, or other equivalent rating service(s).

Certificate of insurance: A certificate of insurance evidencing the required insurance shall be submitted with the contractor’s bid or response to proposal. If the contract is renewed or extended by the City, a certificate of insurance shall also be provided to the City prior to the date the contract is renewed or extended.

Type of Contract Type and amount of Insurance

Special Events General Liability insurance for personal injury (including death) and property damage with a minimum of $1 Million Dollars per occurrence and $2 Million Dollars aggregate, including coverage for advertising injury and products coverage

Statutory Workers compensation insurance as required by state law

(If the contractor serves alcoholic beverages) Liquor Liability with a minimum of $1 Million Dollars per Occurrence and $2 Million Aggregate.

(If high risk or dangerous activities) Umbrella Coverage or Liability Excess Coverage of $ 2 Million Dollars

(If automobile or limousine service is involved even if volunteers)

Automobile Liability with a minimum of $1 Million Dollars combined single limit.

Public Works and Construction General Liability insurance for personal injury (including death) and property damage with a minimum of $1 Million Dollars per occurrence and $2 Million Dollars aggregate, including advertising injury, products coverage and (XCU) Explosion, collapse and underground (If high risk or dangerous activities) Umbrella Coverage or Excess Liability Coverage of $2 Million Dollars

Statutory Workers compensation insurance as required by state law

Professional Services Professional Liability Insurance with a minimum of

$1 Million Dollars per occurrence and $2 Million Dollars aggregate.

(If size or scope of project warrant) Umbrella Coverage or Excess Liability Coverage of $2 Million Dollars

Statutory Workers compensation insurance as required by state law

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