3-Special Terms Conditions and Additional Requirement.pdf

Procurement Division

Request For Bid (RFB)

Project: Lubricants, Motor Oils, and Greases

Ref #: RFB-26-251

11/3/2025

Public opening to be conducted via Microsoft Teams at 11:10 AM MST Teams: Click here to join the meeting Meeting ID: 250 375 466 245 Passcode: GNHyjB

All City of Yuma solicitations are accessed through the City’s Procurement Portal1 (Portal). A schedule of events and all other information pertaining to the solicitation are located in the Portal. Bid submittal assistance is available at Support@gobonfire.com, Monday through Friday, 8AM to 8PM, EST.

All documents issued as part of this solicitation, including but not limited to the Instructions, Standard Terms and Conditions, Special Terms & Conditions, Additional Requirements, Specifications, Addenda, and any Attachments, collectively constitute the contract between the City and the awarded party.

Throughout these documents, the entity responding to or awarded this solicitation may be referenced as “Bidder,” “Contractor,” or “Vendor.” These terms are used interchangeably and refer to the same party.

1. SPECIAL TERMS AND CONDITIONS

1.1. ANNUAL CONTRACTS: Bidder will hold firm, fixed pricing for a period of 12 months after notice of award. Contractors may also be requested to make multiple deliveries to one or more locations, at no additional cost to the City.

1.2. AWARD OF BID: A primary and secondary Bidder may be awarded this bid, if required, to ensure goods or services are available on an “as needed” basis. If the primary Bidder indicates that he cannot deliver by the City’s required deadline, the City reserves the right to contact the secondary Bidder.

1.3. BRAND NAMES: Unless otherwise specified, the mention of a particular manufacturer’s brand name or number in the specifications does not imply that this particular product is the only one that will be considered for purchase. This reference is intended solely to designate the type of quality of merchandise that will be acceptable. Alternate offers will be considered and must include descriptive literature and/or specifications. Failure to provide descriptive literature and/or specifications with alternate offers may be considered non-responsive.

1.4. CONTRACT EXTENSION: In the event the City does not opt to renew the contract or the City and Contractor(s) are unable to reconfirm or renegotiate unit rates for another year, the City will have the option of extending this contract at the current rates, but not-to-exceed six months total.

1.5. COOPERATIVE USE OF CONTRACT: The City of Yuma, Arizona has entered into interactive purchasing agreements with other political subdivisions, cities and towns in order to conserve resources, reduce procurement costs, and improve the timely acquisition and costs of goods or services. The Bidder(s) to whom this contract is awarded may be requested by other parties to said interactive purchasing agreements to extend to those parties the right to purchase goods or services provided by the Contractor(s) under this contract, pursuant to the terms and conditions stated herein.

1 https://yumaaz.bonfirehub.com/portal/ https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTNlNWExZGYtZDJkYS00YWZlLTkxODEtMWZkYTFlZGIzZDVm%40thread.v2/0?context=%7b%22Tid%22%3a%224e49d791-03db-4828-89dc-e44f935572f2%22%2c%22Oid%22%3a%22b41e605e-c234-470e-9208-b74f9b491bb8%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZTNlNWExZGYtZDJkYS00YWZlLTkxODEtMWZkYTFlZGIzZDVm%40thread.v2/0?context=%7b%22Tid%22%3a%224e49d791-03db-4828-89dc-e44f935572f2%22%2c%22Oid%22%3a%22b41e605e-c234-470e-9208-b74f9b491bb8%22%7d mailto:Support@gobonfire.com https://yumaaz.bonfirehub.com/portal/

1.6. EMERGENCY DELIVERIES: The City may purchase goods or services required under “emergency” situations, after-hours, or on weekends.

1.7. EXPANSION CLAUSE: This contract may be further expanded to include any other item normally offered by the Contractor, as long as the price of such additional products is based on the same cost/profit formula as the listed items.

1.8. INSURANCE: Before the commencement of any services, the Contractor shall name the CITY, and its employees as Additional Insured on all required insurance policies, except Workers’ Compensation. Any insurance carried by the CITY, and its employees, is excess coverage, and non-contributory coverage to include endorsements provided by the Contractor.

All insurance policies are subject to approval by the CITY.

Failure to provide required coverage and failure to comply with the terms and conditions of this Agreement shall not waive the contractual obligations herein.

Moreover, failure to provide evidence of required insurance as set forth below shall delay payment for services rendered. If the policy or policies are canceled or not renewed, the insurance company shall provide thirty (30) days written notice to the CITY prior to the effective date of such cancellation or termination.

The Certificate Holder must be named as follows: City of Yuma, Yuma, Arizona All certificates are to be emailed to: purchasingweb@yumaaz.gov

A. Commercial General Liability

The policy shall include bodily injury, property damage, personal injury, and broad form contractual liability, and at least the minimum limits of the following:

• General Aggregate $2,000,000

• Products – Completed Operations Aggregate $ 500,000

• Personal and Advertising Injury $ 500,000

• Blanket Contractual Liability – Written and Oral $ 500,000

• Fire Legal Liability $ 50,000

• Each Occurrence $1,000,000

The policy shall be endorsed to include the following additional language: “The City of Yuma, its officials, officers, employees, and agents shall be named as additional insured’s with respect to liability arising out of the activities performed by the Contractor”.

All policies shall contain a waiver of subrogation against the City, its officials, officers, employees, and agents for losses arising from work performed by or on behalf of the Contractor.

B. Business Automobile Liability

The policy shall include bodily injury and property damage for any owned, hired, leased, borrowed, and/or non-owned vehicles used in the performance of this Agreement.

• Combined Single Limit (CSL) $1,000,000 mailto:purchasingweb@yumaaz.gov

If hazardous materials or wastes are transported, CA 9948 endorsement must be included and $3,000,000.00 per accident, limits for bodily injury and property damage will apply.

The policy shall be endorsed to include the following additional insured language: “The City of Yuma its officials, officers, employees, and agents shall be named as additional insured’s with respect to liability arising out of the activities performed by or on behalf the Contractor involving automobiles owned, leased, hired, borrowed, and/or non-owned by the Contractor”.

The policy shall contain a waiver of subrogation against the City, its officials, officers, employees, and agents for losses arising from work performed by or on behalf the Contractor.

C. Worker’s Compensation and Employers’ Liability

• Workers’ Compensation: Statutory

• Employers Liability Each Accident $100,000 Disease – Each Employee $100,000 Disease – Policy Limit $500,000

The Contractor shall require sub-Contractors to provide Worker’s Compensation and Employer’s Liability with at least as much coverage as that provided by the Contractor.

All policies shall contain a waiver of subrogation against the City, its officials, officers, employees, and agents for losses arising from work performed by or on behalf of the Contractor.

D. The polices of insurance required under this section are to be primary insurance policies and any insurance policy maintained by the City is considered excess insurance. The existence of excess insurance policies should in no way be construed to limit the requirements of insurance described herein.

In the event, any of the above insurance policies are written on a “claims made” basis, coverage must extend for three years past completion and acceptance of the work or services as evidenced by annual Certificates of Insurance.

1.9 MULTIPLE AWARDS: The City has numerous departments that could become potential customers. In order to assure that any ensuing contracts will allow the City to fulfill current and future requirements, the City reserves the right to award contracts to multiple companies. The actual utilization of any contract will be at the sole discretion of the City. The City may make multiple awards and should be taken into consideration by each Contractor.

1.10 PRICE ADJUSTMENT: The City’s Procurement Manager and the user department will review documented requests for price increases after any contract has been in effect for one year. Any general price increase adjustment will only be made at the time of contract extension and will be a factor in the extension review process. The City Procurement Manager will determine whether the requested price increase or an alternate option, is in the best interest of the City. Any price adjustment will be effective upon the date of the contract extension.

1.11 PRICE REDUCTION: If the contracted price is higher than the current Fair Market Value for the commodity, the City of Yuma may request the awarded Bidder(s) to reduce the price to the current Fair Market Value. The current awarded Bidder may offer to the City of Yuma a price reduction adjustment at any time during the term of contract. The price reduction adjustment will become effective upon the City’s receipt of notice.

1.12 TERM: This contract will be renewable for four (4) additional one-year terms, one year at a time.

It will be the vendor's responsibility to notify City of any price change 30 days prior to the anniversary date of contract renewal. Failure to do so may result in the denial of any increase requested. The contract will automatically be renewed annually at the same price(s) if no request has been received.

END OF SPECIAL TERMS AND CONDITIONS

2. Additional Requirements

2.1. BACKGROUND: The City of Yuma is seeking bids from qualified vendors to provide a variety of lubricants, oils, and greases essential for the ongoing maintenance and operation of the City’s vehicle fleet and heavy equipment. The Fleet Maintenance Shop supports a wide range of assets, including light‑duty vehicles, heavy‑duty trucks, emergency response units, public works equipment, and specialized machinery. To ensure safe, reliable, and efficient operation, the City requires consistent access to high‑quality engine oils, hydraulic fluids, gear lubricants, greases, and related products. These materials support routine preventive maintenance, reduce equipment downtime, and extend the life of City‑owned assets.

2.2. MINIMUM QUALIFICATIONS: Each Bidder must, at a minimum, meet and maintain the qualifications and requirements listed in the following section.

2.2.1. Prior to award, the Bidder must possess a City of Yuma business license. All Bidders awarded contracts with the City that come on City property to conduct business or perform services shall be required to obtain a City of Yuma Business License. For further information, email businesslicenses@YumaAz.gov or call (928) 373-5074.

2.2.2. All products shall be approved for year-round use under all load conditions.

2.2.3. The Contractor shall be capable of delivering product in bulk, quart, gallons and drums.

2.2.4. For synthetic products, the products line offered shall meet or exceed the specifications set by all vehicle manufacturers.

2.2.5. All oil products must be sealed, uncontaminated, and stored properly prior to delivery.

2.2.6. Any non-conforming product must be replaced at no cost to the City.

2.2.7. Ensure accurate and contamination-free delivery of oil products.

2.2.8. Vendor will provide the City with Safety Data Sheets and or any other material information.

2.2.9. The vendor must be licensed and registered with the State of Arizona.

2.2.10. Bulk deliveries shall be attended by a City employee to ensure delivery quantities are accurate.

2.2.11. The contractor shall be responsible at no cost to the City for the clean-up of any contamination or spillage resulting from delivery and unloading.

2.2.12. All drums delivered shall be in satisfactory condition with minimal dents, rust and contamination free. Unsatisfactory drums shall be rejected upon delivery with replacement required within 24 hours at no charge to the City.

2.2.13. Bidder shall be required to pick up any number of empty drums upon delivery of orders.

The City shall not be charged drum deposit fees if delivery driver is unable to pick up the empty drums at the time of delivery of orders.

2.3. VENDOR EMPLOYEES:

2.3.1. Bidder shall have a local field representative available at all times during the contract period.

2.3.2. Delivery personnel trained in HAZMAT handling and spill prevention.

2.3.3. Compliance with all applicable local, state, and federal safety regulations (OSHA, EPA, DOT).

2.3.4. Oil handling and waste procedures follow industries best practices.

2.3.5. Bidder employees shall be required to wear a clean uniform bearing the Bidder’s company name and/ or logo. All employees shall conduct themselves in a professional and courteous manner.

2.4. PRICING: Prices shall include all costs associated with the goods or services provided under this contract, including but not limited to direct and indirect labor, overhead, materials, equipment, travel, mileage, and any other expenses necessary to fulfill the requirements.

END OF ADDITIONAL REQUIREMENTS