2027-07-OIL_GREASE_GAS_DIESEL.pdf

BID SUBMITTAL FORM

POLK COUNTY, TEXAS MUST BE SIGNED AND SUBMITTED AS A BID COVER SHEET

BID#: 2027-07: OIL, GREASE, GASOLINE & DIESEL

NAME OF BIDDER:

Address:

Phone: Fax:

Hereby submit the following bid/s;

PRICE/ PRICE/BULK PRICE

TYPE SPECIFICATION BRAND GAL. 55 GAL. Per Case

OIL & GREASE:

MOTOR OIL All weights, H.D., Diesel

MOTOR OIL All weights, Hi-Det., H.D.

CASTRO OIL GTX 10W30 Castro Oil GTX

HYDRAULIC FLUID All weights

GEAR GREASE

TERMINAL + CONSTANT = SELLING

TYPE SPECIFICATION BRAND PRICE PRICE

GASOLINE &

DIESEL

UNLEADED

GASOLINE Regular (87 Octane min.)

UNLEADED

GASOLINE

Plus Specify Octane:

DIESEL

40 Cetane Minimum Specify Cetane:

DIESEL Off-Road

Specify (below) any equipment, repairs and or other related services to be furnished by Bidder;

INSTRUCTIONS TO BIDDERS

All bids must be submitted on the form supplied herewith and shall be subject to all requirements of the published Notice of Bid and these Instructions to Bidders. No alteration shall be made or included in the Bid Form by the Bidder. Any such alteration of or departure from the bid form provided herein shall be considered an irregularity in bidding and the County, at its' option, may reject the same.

Bid documents shall be submitted prior to the deadline stated within the Notice to Bidders and shall be sealed and clearly labeled with the name of the Bidder, the Bid number and the date and time of the Bid opening.

The Bidder should fully acquaint himself with existing conditions as they relate to the proposed services and the performance of this bid. A Bidder, if awarded the contract for this service, shall in no way be relieved of any obligation contained herein due to the Bidders failure to receive any form or document associated with this bid or to sufficiently familiarize himself with the job site or any existing conditions, which may relate to the bid.

The County retains the right to take such steps, as it deems necessary to determine the ability of any Bidder to perform the obligations stated herein and the Bidder shall furnish the County all information and data requested for this purpose. The County reserves the right to reject any bid where the review of available evidence or information does not satisfy the County that the Bidder is qualified to properly carry out the terms contained herein.

The County reserves the right and option to waive any bid informalities, to reject any or all bids, to award by line item to more than one bidder or to award to one bidder, as may be deemed by the County to be most advantageous.

* The successful bidder shall agree to furnish the items bid for a period of one (1) year beginning October 1 of year awarded (or date of award if awarded after October 1) and ending September 30 of the subsequent year.

* For bidding purposes, enter the refiner's posted ”terminal price” for the date of August 6, 2026 in the space designated on the bid form. The terminal price shown must be confirmed on the refiner's letterhead or other identifiable pricing documentation and attached to the bid. Fluctuation in the posted terminal price shall be allowed throughout the term of this purchase agreement. A purchase agreement shall be based upon the refiner's posted terminal price at the time of delivery. (Posted terminal price is defined as the cost per gallon to the bidder, FOB, the refiner's depot).

* The County is subject to state fuel tax, but is exempt from other taxes on fuels. Do not include tax in this bid. The successful Bidder shall invoice tax separately.

* The selling price shall be the total of; the posted terminal price, all applicable fees, all freight charges and the bidder’s profit margin.

* The “constant” shall be the difference between the posted terminal price and the selling price, as they are quoted and entered in the spaces provided on the bid form. Increase in the constant shall not be allowed throughout the term of the purchase agreement.

* Bidder's “selling price”, per gallon, shall be entered in the appropriate space on the bid form. The low bid shall be determined based upon any posted terminal price the bidder may select within the time frame specified herein.

* Oil and other lubricants shall be quoted by entering the selling price in the space provided on the bid form. The low bid will be determined by this amount.

* Bidder shall include the brand name of products offered. The County will accept major brand products only. Blends or regional/local brands will not be accepted.

* Bidders will provide an itemized description of equipment and/or services proposed to be provided to the County in the space on the bid form. If additional space is required for description or listing of these items/services - bidder will provide a summarized statement/list within the space provided and will attach such additional information to the bid, noting said attachment.

* It is understood and agreed that independent laboratory test and analysis may be required in any instance deemed by the County to be necessary or appropriate. Such tests may be made from samples taken by the County at any destination. The County shall select the testing laboratory. Should results of such testing and/or analysis reveal that the samples selected meet the technical specifications outlined; the County shall bear the costs of such testing and/or analysis. Should the results of such testing and/or analysis reveal that the samples selected do not meet the technical Specifications outlined, the costs associated with such test and/or analysis shall be paid by the successful bidder and the successful bidder shall, to the satisfaction of the County, make adjustment for all products delivered which do not comply with the County's technical specification. Results of any such testing and/or analysis shall be made available in writing to the successful bidder and the County.

* The successful bidder shall furnish and maintain any/all equipment required to dispense fuel and oil. Such equipment shall equal or exceed the quality and condition of equipment currently in place.

* The successful bidder must be capable of making delivery within 24 hours of order.

* The successful bidder and any agent thereof shall exercise extreme care at all times during delivery and/or installation and maintenance of equipment to ensure that all applicable safety precautions are met.

* The successful bidder shall be responsible for all spillage, which may occur during transit, delivery or unloading operations. i

• During the term of purchased stated herein, the successful bidder shall maintain the following minimum liability coverages and shall provide proof of said coverages to the County;

** Commercial Liability: $1,000,000/Occurrence $1,000,000 General Aggregate ** Business Auto Liability: $1,000,000 CSL limit including hired and no-owned coverage

** Worker’s Compensation and/or Employer’s Liability: $100,000/$500,000/$100,000

• The County shall reserve the right to terminate its agreement with the successful bidder, at the County’s discretion, upon thirty days notice.

COMMENTS:

“I verify this bid to be in accordance with the Notice and the Instructions to Bidders, that I have read the foregoing information and specification and that I shall carry out all requirements detailed within the same”.

Authorized Signature of Bidder:_________________________________________

_________________________________(printed name)

________________________________(Title)

________________________________(Date)