52-IFB-2052198862-GAR-DAC-Oils Lubricants Greases Fluids Antifreeze - Addendum 03.pdf

North Carolina Solicitation Addendum Version Date: 11/2021

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SOLICITATION ADDENDUM

FAILURE TO RETURN THIS ADDENDUM MAY SUBJECT YOUR RESPONSE TO

REJECTION.

1. The following are questions received about the Solicitation and the State’s response to those questions:

Question # Document Section Vendor Question State’s Response 1 Section 3.0

Method of Award Will the state award the bid to multiple vendors?

Please refer to Section 3.1 Method of Award.

2 Section 3.0 Method of Award

Do vendors have to bid on all products to be considered?

Partial Bids will be evaluated and considered.

3 Who is your current supplier for

DEF?

Kleen Def is the brand name.

4 Section 2.2 E- Procurement Fee

What is the current NC eProcurement fee cost?

Please refer to Section 2.5 Bid Questions and contact the Helpdesk

5 Attachment A Pricing Form

Are the estimates listed one year’s worth of volume or the full three years?

Please refer to Attachment A Pricing Form: Quantities are estimated on the past three (3) years' usage.

6 Attachment A Pricing Form

Can vendors quote mixed FTL pricing?

Yes

7 Does the site have the ability to store additional totes/drums/etc.?

Yes

Issuing Agency: NC Department of Adult Correction

Solicitation Number: 52-IFB-2052198862-GAR

Solicitation Description: Oils, Lubricants, Greases, Fluids, Antifreeze

Solicitation Opening Date and Time:

8/5/2026 At 2:00 PM ET

Addendum Number: 03

Addendum Date: 7/24/2026

Purchasing Agent: Adam R. Gupton

SOLICITATION NUMBER: Error! Reference source not found.

ADDENDUM NUMBER: Error! Reference source not found.

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8 Section 5.1

Specifications Item 17 specifies "OIL, MOTOR, MULTIPLE VISCOSITY, CK-4 15W40, QT CASE — MUST BE CITGO 700."

CITGO CITGARD 700 15W-40 is not manufactured in a quart case; its smallest available package is a one-gallon container. How would the State like bidders to respond to this line — is one-gallon packaging acceptable, is a quart-packaged equivalent product acceptable, or will this line item be revised by addendum?

A quart-packaged equivalent product is acceptable.

9 Attachment A Pricing Form

Attachment A states that quantities are "estimates based on the past three (3) years' usage." Please confirm whether the listed quantities represent total estimated usage over the three-year period or estimated annual usage, as this materially affects unit pricing and delivery planning.

Please refer to Attachment A Pricing Form: Quantities are estimated on the past three (3) years' usage.

10 Section 6.7 Price Adjustment

Given the current volatility in petroleum and base-oil markets, will the State consider a price-adjustment mechanism tied to a published index (for example, a base-oil or U.S. Energy Information Administration diesel price index) during the firm-pricing period or in connection with annual adjustments, in lieu of fully fixed pricing? If so, please advise the preferred index and adjustment methodology.

See Section 6.7 Price Adjustment.

11 Sections 4.4 (Transportation and Identification) and 4.5 (Delivery)

Sections 4.4 (Transportation and Identification) and 4.5 (Delivery) reference FOB Destination delivery.

Please confirm whether fuel surcharges or freight-rate increases are included within the "firm against any increase" restriction of Section 6.7, or whether freight may be adjusted separately during the contract term.

Fuel Surcharges are approved per PO with submitted supported documentation.

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12 Several line items specify biodegradable products (Items 23, 37, 41, and 42), and Section 4.18 and Attachment K address sustainability requirements. Please confirm the specific biodegradability standard and supporting documentation the State requires (for example, "readily biodegradable" per OECD/EPA criteria or a particular certification).

Standard may vary depending on the application. The following are currently used: #23 - Stihl HP Ultra #37-Clarion Green Bio 46 #41 - Clarion Green Bio 46 #42 - Bioflo AW 68.

13 Section 4.5 Section 4.5 lists a single delivery location (NC DAC Enterprise Warehouse, Apex, NC). Please confirm that all deliveries under this contract will be made to this single location, with no multi-site drops, so that FOB-Destination freight can be accurately priced.

All deliveries will be made to the NC DAC Enterprise Warehouse in Apex, NC. 2301

SCHIEFFELIN ROAD

APEX, NC 27502.

14 Sections 4.1 and 6.4

Sections 4.1 and 6.4 state that invoices may not be paid until inspection has occurred and the goods accepted. Please confirm the net payment terms (number of days from acceptance of goods) applicable to this contract under the North Carolina General Terms and Conditions.

Standard NCDAC payment timeframe is NET 30 after receipt of invoice.

15 Will the Department use a State purchasing card (P-card) for orders or payments under this contract? If so, please indicate the applicable single-transaction limit and confirm whether the vendor is expected to accept card payment without surcharge, so that any card-processing costs can be appropriately reflected in pricing.

Orders will be submitted via eProcurement Purchase Order.

16 Section 4.6 Authorized Reseller

Section 4.6 (Authorized Reseller) requires manufacturer authorization to distribute or resell the products offered. For products sold through a manufacturer's marketer/distributor network (for example, CITGO), will a distributor-issued authorization letter, or a letter naming the vendor's supplying distributor, satisfy this requirement, or is a manufacturer-direct letter naming the vendor required?

As per Section 4.6 Authorized Reseller;

provide signed authorization from manufacturer or from the company you are purchasing from.

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17 Section 4.15

Agency Insurance Requirements Modification

Section 4.15 indicates the Agency Insurance Requirement applies to a contract value in excess of $1,000,000. Please confirm the specific insurance coverage types and minimum limits required (for example, commercial general liability, automobile liability, workers' compensation, and umbrella/excess), so these costs can be accurately reflected in pricing.

Please see NC General Terms and Conditions:

https://www.doa.nc.gov/north-carolina-general-terms-and-conditions-5- 2025/open

18 Section 6.7 Price Adjustments

Section 6.7 permits the State to request price decreases at any time.

Please confirm whether such requested decreases are mandatory or subject to mutual agreement, and whether they will be tied to a published index or specific methodology.

Price increase requests shall be submitted in writing to the Contract Lead, which shall include the reason(s) for the request and contain supporting documentation for the need. Price increases will be negotiated and agreed to by both the State and Vendor in advance of any price increase going into effect. The State is not obligated to accept pricing adjustments or increases and reserves the right to accept or reject them in part or in whole.

19 Section 4.2 Estimated Quantities

Section 4.2 states quantities are estimates with no guaranteed minimum. Please confirm the State's anticipated ordering increments (for example, full-pallet, full-drum, or full-case quantities versus partial or broken-case orders), as this affects per-unit pricing.

Ordering increments whether cases, partials pallets, full pallets, etc. are volume driven for replenishment and are not tracked by number of cases, pallets ordered.

20 Several "QT CASE" and tube-case line items (for example, Items 15, 18, 19, and the 10/14 oz. grease tube cases) do not state the number of units per case. Please confirm the required number of units (quarts or tubes) per case for these line items.

#15 - 12/1 case, #18 - 12/1 case, #19 - 6/1 case and the grease is 10/14oz tubes per case. #19 can be 6/1 case or 12/1 case depending on vendor packaging.

21 For Item 88 (FLUID, DIESEL EXHAUST (BLUE DEF) TOTE), please confirm the required tote volume (for example, 275 gallons or 330 gallons), as this affects unit pricing.

330 gallons

22 Can bidders submit pricing for selected line items, or must all line items be bid in order for a proposal to be considered responsive?

Partial Bids will be evaluated and considered.

23 Will award be evaluated based on total aggregate pricing, by product category, or by individual line item?

Partial Bids will be evaluated and considered.

24 For items specifically identifying Citgo 700 or Rotella T6 products, are equivalent products meeting the same specifications acceptable?

For quart packaging only.

https://www.doa.nc.gov/north-carolina-general-terms-and-conditions-5-2025/open https://www.doa.nc.gov/north-carolina-general-terms-and-conditions-5-2025/open https://www.doa.nc.gov/north-carolina-general-terms-and-conditions-5-2025/open

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25 Section 4.6

Authorized Reseller

Is manufacturer authorization required at the time of bid submission, or only prior to contract award?

As per Section 4.6 Authorized Reseller:

Shall provide upon request from the Agency.

26 May products be shipped directly from the manufacturer or distributor to the DAC Enterprise Warehouse in Apex, NC, or is shipment required to originate from the awarded vendor?

Full truckload items can come direct from the manufacturer/distributor. The preference for mixed loads/LTL come from the award vendor unless previously approved by the DAC Apex Enterprise warehouse.

27 Section 6.7 Price Adjustments

Section 6.7 states pricing shall remain firm for 365 days, while the solicitation provides for a potential contract term of up to 60 months.

Please confirm whether price adjustment requests may be submitted after the initial 365-day period.

Please see Section 6.7 Price Adjustments.

28 The IFB Schedule indicates bids are due and publicly opened on July 15, 2026, at 2:00 PM ET. However, the Ariba event displays a due date of 6:00 PM ET. Please confirm the official bid submission deadline.

Also is it best to submit the bid before the stated time?

Please refer to Addendum 02.

29 Please confirm that the public bid opening will occur on July 15, 2026, at 2:00 PM ET via the Microsoft Teams link provided in the solicitation.

Please refer to Addendum 02.

30 Section 6.7 Price Adjustments

What are the provisions for pricing escalation? Based on the current economy the market has not been very stable, so we'd like additional information on how a price increase or decrease would work for the contract. Is there a certain time period you must be notified in writing for a price change request?

Would we be allowed to do this at the one-year mark or quarterly?

Please see Section 6.7 Price Adjustments.

35 Item 5: Are you looking for Passenger Car Engine Oil or Heavy- Duty Engine Oil?

Passenger Car and Light Duty Trucks.

36 Items 8,10,26, & 28: Are you looking for Dexos 1 Synthetic Blend or Full Synthetic?

Synthetic Blend

37 Items 12,13,30, & 31: Are you looking for Synthetic Blend or Full Synthetic?

Synthetic Blend

38 Items 37 & 41: Are zinc free products acceptable?

Yes, it should be zinc free.

39 Item 32: Is this required to be a virgin oil product?

Yes

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40 Item 56 & 64: Can you please specify which product you are looking for? 50W, TES-295, Eaton 386, Allison 668?

668ATF

41 Item 78: What color Anti-Freeze is required?

Red

42 Section 4.5 Delivery

How often will the #89 DEF 1/2.5 cases need to be delivered? Can we expect weekly deliveries or monthly deliveries? It does seem like the DEF cases are a big mover with the estimate of 54930 cases over 3 years, which seems like close to a full truckload each month.

Order frequency depends on sales volume but orders for this product are normally via truckload.

43 I am writing to request clarification regarding IFB #52-2052198862-GAR.

Could you please confirm the deadline and appropriate timing for submitting the pricing form as part of the bid package? Specifically, I would like to know whether the pricing form should be submitted together with the initial bid response or at a later stage of the evaluation process.

Please refer to Addendum 02.

44 Section 5.1 Specifications

Line 17 – OIL, MOTOR, MULTIPLE

VISCOSITY, CK-4 15W40, AT CASE –

MUST BE CITGO 700 – Per Citgo, this item is no longer offered in quarts.

Are we able to quote an alternative oil in quarts?

A quart-packaged equivalent product is acceptable.

45 Section 5.1 Specifications

Line 47 – OIL GEAR, 30W 5 GAL PAIL

– Is this a true gear oil or can we also quote transmission oil?

Transmission

46 Can you please provide the bid tabulation from the previous bid and give any insight into the current brands used?

This is a new Bid for this department.

47 Section 4.16 Subcontractors

Will you order directly from our subcontractors if awarded certain line items or will you only order through us?

Please refer to Section 4.16 Subcontractors.

48 Attachment A, Pricing Form

I just wanted to confirm that the quantities provided are in units of measure and not gallons?

They are the unit of measure listed.

49 You have Citgo 700 only on the Heavy Duty 15w40 and 10w30. This product has limited distributorships.

Will you review bids for other equivalent 15w40 and 10w30 products?

Only for quart packaged equivalent product only for Citgo 700

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50 You also have Rotella T6 15w40 listed as the only option. Shell recently released a message that they will not be blending this product for the foreseeable future due to the shortage of synthetic oils in the United States. Will you review bids for equivalent products?

Shell T6 quotes are still needed for this bid.

NO RESPONSE REQUIRED

ALL OTHER TERMS AND CONDITIONS REMAIN THE SAME

Authorized Signature Date

Printed Name Title

SOLICITATION ADDENDUM