5-26-71 - Bid Specs - Lubrication Products.pdf

REQUEST FOR BID

BID SPECIFICATIONS (THIS IS A FORMAL BID)

PROPOSAL

NUMBER:

26-71

DATE PUBLISHED:

November 26, 2025

GOODS / SERVICE AREA:

Lubrication Products

BID OPENING:

Date: December 10, 2025 Time: 2:00PM CST

Location:

MEETING ID PHONE PIN:

meet.google.com/xaq

-gzwt-mnu

(US)+1 551-

900-1373

900 672 486#

CONTRACT PERIOD:

One (1) or more Years from Date of Award

See vendor signature page for details.

ADDRESS INQUIRIES ON:

The Parkway School District Bonfire Portal at https://parkwayschools.bonfirehub.com/

RETURN BID ON:

The Parkway School District Bonfire Portal at

SB-1 GENERAL INFORMATION:

Parkway School District (District) is seeking bids from qualified dealers, to supply the district with lubrication products, to be ordered on an “as needed basis”, as required throughout the term of the contract, under a blanket purchase order agreement.

All oils and lubricants will be produced from virgin base stock, not re-refined base stock. The successful vendor will be the prime supplier for all major item(s) listed in these specifications. When an item(s) is required and not normally stocked by the vendor, the District has the option to secure the item(s) from another source. The prime supplier would have the option to stock the item(s) for future orders under the same conditions of the original agreement.

The District estimates that during the term of this agreement it will spend approximately $20,000 for a twelve (12) month period. This is not a guarantee but is listed for vendor guidance in estimating a discount. The District does not guarantee any quantities that it will purchase as a result of this invitation for bid.

The initial term of the contract will be twelve (12) months. Vendors can offer the district multi-year proposals in item number two of the vendor signature section.

https://meet.google.com/xaq-gzwt-mnu?hs=122&authuser=0 https://meet.google.com/xaq-gzwt-mnu?hs=122&authuser=0 tel:+1-551-900-1373 tel:+1-551-900-1373

SB-2 BID AWARD METHOD:

It is the District's policy to award a bid based on the lowest or best bid. However, the District retains the right to award in whatever manner serves the best interests of the District.

SB-3 CONTACT PERSON

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

SB-4 PROPOSAL FORMAT AND CONTENTS

The vendor’s proposal package shall contain a signed RFP cover sheet created by the vendor and the following items in the order listed below and utilize the forms provided. The Vendor is urged to be concise yet thorough in its presentations. Pertinent supplemental information should be referenced and included as attachments. All proposals must be organized and tabbed to comply with the following sections. Where there are no provided bid forms, the vendor uses company letterhead to address the components of the RFP. Where a discrepancy exists between an amount submitted as figures and words, the amount expressed in words shall govern. Any interlineations, alterations or erasures must be initialed by the signer of the Proposal.

1. PROPOSAL ON COMPANY LETTERHEAD

The vendor shall submit a quote on company letterhead.

2. COMPANY W-9

The vendor shall provide a current signed and dated W-9

3. VENDOR SIGNATURE PAGE

This cover sheet identifies the vendor’s legal name, mailing address, telephone, fax, email address and contact persons. An officer of the vendor’s company must sign the Vendor Signature Page. The vendor must be registered to do business in the state of Missouri.

4. FEDERAL WORK AUTHORIZATION (E-VERIFY) PROGRAM

The vendor shall complete the form.

5. REFERENCES (minimum of 3) On company letterhead provide three references to include the following information:

● company name

● representative’s contact name

● email address

● phone number

6. SPECIFICATION SHEET/MANUALS

The vendor must provide a complete set of comprehensive and easy to understand manuals (as applicable) for service, operation, parts, and repair. All manuals must be written in American English.

7. AFFIDAVIT OF NON-COLLUSION

The vendor shall complete the form.

8. PRICING SHEET

The vendor shall complete the Bonfire BT-14KV Bid Tab.

SB-5 INSURANCE REQUIREMENTS:

The vendor must indicate that they agree to the insurance requirements as indicated in the terms and conditions document - IB-21, indicating its ability to comply with minimum insurance requirements. The vendor shall assume all responsibility for its actions and those of anyone else working for it while engaged in any activity connected with this proposal. The vendor shall carry sufficient insurance to protect it and the district from any property damage or bodily injury claims arising out of the contracted work. Evidence of current insurance coverage shall be provided with the district named as an additional insured. This proof of insurance shall be submitted no later than ten (10) days after receipt of notice of intent to award the contract. If the vendor fails to maintain and keep the insurance coverage in force, as herein provided, the district shall have the right to cancel and terminate the established contract forthwith and without notice. The vendor shall bear full responsibility for all risk of loss from equipment damage, and money or product loss resulting from vandalism or theft. The vendor shall not in any manner penalize the district for any such losses.

Minimum Insurance Requirements The successful vendor will be required to provide to the district at the time of contract award, a certificate of insurance indicating that the contractor has, and will keep in effect for the term of the contract, the following types of insurance:

1. Worker's Compensation:

a. State: Missouri Statutory

b. Employer's Liability:

$100,000 per accident $500,000 Disease, policy limit $100,000 Disease, each employee

2. Comprehensive or Commercial General Liability (including premises-operations;

independent contractors protective, products and completed operations; broad form property damage).

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

c. Products and completed operations to be maintained for one (1) year after final payment: $1,000,000 combined single limit

d. Property damage liability insurance shall provide X, C and U coverage.

e. Broad form property damage coverage shall include completed operations.

3. Contractual Liability:

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

4. Personal injury, with employment exclusion deleted: $1,000,000 combined single limit.

5. Business auto liability (including owned, non-owned and hired vehicles):

a. Bodily injury: $1,000,000 combined single limit

b. Property damage: $1,000,000 combined single limit

6. If the General Liability coverages are provided by a commercial liability policy the:

a. General aggregate shall be not less than $1,000,000 and shall apply, in total, to this project only. This shall be confirmed by a Certificate of Insurance.

b. The fire damage limit shall be not less than $50,000 on any one fire.

c. Medical expense limit shall be not less than $5,000 on any one person.

7. Parkway School District to be names as “Additional Insured.”

SB-6 PRICING:

Prices quoted are to be F.O.B., destination, freight allowed, Parkway School District, 363 North Woods Mill Road, Chesterfield, Missouri 63017. Prices MUST include all handling, freight, assembly, setup, warranty, and any other charges. The equipment must be new. Used, reconditioned, or demonstrator equipment will not be accepted.

SB-7 DELIVERY:

All bids MUST be F.O.B. to the Parkway Warehouse, located at 363 North Woods Mill Road, Chesterfield, Missouri 63017. Deliveries shall be made to Parkway School District Receiving Warehouse, 363 North Woods Mill Road, Chesterfield, Missouri 63017. Deliveries shall be accepted Monday through Friday between 7:00 a.m. and 2:00 p.m., excluding holidays and during inclement weather events the district is closed.

SB-8 WARRANTY:

The contractor must provide the standard manufacturer’s warranty. The warranty will commence upon written acceptance of the equipment by the Parkway School District or payment of such, whichever occurs first.

SB-9 SUBSTITUTIONS:

No substitution shall be made on any item ordered without authorization from the ordering or purchasing department. No exceptions may be drawn to this clause. All unacceptable material will be returned with no expense to the district.

SB-10 RELATED AND/OR SIMILAR ITEMS:

Parkway School District reserves the right to order similar and/or related items under the same terms and conditions stated herein.

SB-11 CONTACT METHOD:

Any bidder with questions must submit in writing via the bidding platform, Bonfire. Questions are to be submitted through the Opportunity Q&A via the Messages panel. All questions must be submitted by the Bid’s Question Due Date. Every attempt shall be made to ensure that the bidder receives a prompt response if such questions are received in a timely manner. Any questions submitted outside the Bonfire platform shall not be answered.

SB-12 SPECIFICATIONS:

ITEMS QTY UOM

Automatic transmission fluid: Mercon V, in bulk gallons. 400 GAL

Antifreeze: meets ASTM D6210 10 DRUM

Chassis grease: NLGI GC-LB #2 lithium complex, polymer-enhanced, meeting Timken load of #80 in 400# drum.

1 DRUM

Gear oil: GL5 80W-90, MT-1 SAE, J-2360, Mack GO-J in bulk gallons. 160 GAL

Hydraulic oil: Zinc type ISO AW-32, DIN, Part No.51524, Denison HF-O, HF-2, Vickers 1-286-S, M-2950-S in bulk gallons

100 GAL

Motor oil: Diesel API service CK-4, SAE 15W-40 meeting Cummins CES

20086 specifications in bulk gallons

1200 GAL

Motor oil: Compressed Natural Gas, SAE 15W-40 meeting Cummins CES 20074 specifications, in 55 gal. drums.

10 DRUM

Motor oil: Synthetic blend SAE 5W-20, API service SN for Gasoline engines in 55 gal. drums.

4 DRUM

Motor oil: Full Synthetic SAE 5W-30, Dexos 1 Gen 3 Approved API service SP for Gasoline engines in 55 gal. drums.

3 DRUM

SB-13 PROCUREMENT TIMELINE :

*all times are CST

Action Date* Bid Published November 26, 2025 2:00 PM Q&A End December 3, 2025 2:00 PM Intent to bid December 10, 2025 1:30 PM Bid Close December 10, 2025 2:00 PM Vendor Notified of Award (Tentative) December 17, 2025 4:00 PM