Addendum 1 ITB FM-25-664 QA~2.pdf
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- Solicitation number
- FM-25-664
- Issued by
- California
About this file
This is an Addendum No. 1 to Invitation to Bid (ITB) No. FM-25-664 issued by the City of Long Beach Department of Financial Management for Petroleum Products for Fleet Vehicles and Equipment. The addendum provides clarifications on 42 questions and answers regarding the procurement of various petroleum products including motor oil (10W30 and 15W40 synthetic), hydraulic fluid, gear oil, ATF, coolant, and grease. The ITB includes 45 total line items available for bidding on the Long Beach Buys procurement platform. Bidders may elect to bid on as few or as many line items as they choose and are not required to bid on all items. All deliveries are made to the Fleet Maintenance yard, with bulk products pumped directly into the City's 400-gallon bulk tanks and 55-gallon drums of motor oil also pumped into bulk tanks unless otherwise specified. Deliveries are expected to occur approximately bi-weekly depending on shop workflow, with a preferred 24-hour delivery timeframe but a maximum acceptable timeframe of 48 hours. No mandatory pre-bid meeting was held, and wet signatures are only required upon contract award. Notarization of Attachment A is required only for entities located outside of California and only upon award.
The City has specified exact product requirements, with Valvoline PB Blue One Solution Gen2 as the required brand for motor oils and detailed specifications for other products including Unitrac Hyd Fluid, Valvoline Syngard Gear Oil, Performance 500 Premium Hyd Oil, Valvoline Maxlife FS MV ATF, Chevron Delo Synthetic HD ATF, and Zerex Nitrite Free Ext Life Red Coolant. The City currently uses SC Fuels for motor oil, coolant, UTO, gear oil, grease, and ATF (Contract No. 35901 with Southern Counties Oil) and Patten Energy for hydraulic fluid (Contract No. 35902), both resulting from ITB FM-21-026. Pricing must be entered electronically on the Long Beach Buys platform and must be inclusive of all applicable taxes and fees. The gallons listed for each line item represent approximately annual volumes. A local preference program is available offering a maximum 10 percent preference, not to exceed $50,000, in accordance with Section 3, Item 5 of the ITB document. Drum deposit fees are acceptable with corresponding credits for empty drums returned. Subcontractors may be used provided all terms and conditions are met, and the manufacturer must be willing to conduct oil analysis samples during the contract term.
View the file
Other files
| File | Type | Posted |
|---|---|---|
| FM-25-664_T_ItemExport.csv | CSV file | |
| Seller_Guidance_Final.pdf | ||
| Addendum 2~5.pdf | ||
| ITB FM-25-664 Petroleum Products.pdf | ||
| Debarment Attachment~18.pdf | ||
| 07-26-13-ebo~18.pdf | ||
| NOI to Award RFP FM-25-664 Update.pdf | ||
| FM-25-664 Bid Recap Update.pdf |
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Text version
Department of Financial Management 411 West Ocean Boulevard, 6th Floor
Long Beach, CA 90802
(562) 570-6425
December 5, 2025
NOTICE TO PROPOSERS
ADDENDUM NO. 1: Questions & Answers
ITB No. FM-25-664
Petroleum Products for Fleet Vehicles and Equipment
This addendum changes and supersedes the language in the original ITB.
Please acknowledge receipt of this addendum by signing and submitting with your proposal. Any proposer who fails to submit this addendum may be disqualified.
The questions and answers are as follows:
1. Q: For most of the engine oils, there is no description/viscosity included besides conventional/synthetic. Do you just want us to insert the included viscosity and brand in the comment box? This question applies to item 1 thru 13.
A: The viscosity of motor oil is 10W30 & 15W40 synthetic. Brand for both items is Valvoline PB Blue One Solution Gen2
2. Q: Also noticed you are asking for a synthetic Hyd 32 and 68. We can provide you with Isoclean chevron hydraulic oil but there are not Synthetic options that I am aware
of. It looks like the volumes may be duplicates from the conventional. Do you have the total gallons for this opportunity?
A: OK to provide Isoclean Chevron Hydraulic Oil.
3. Q: Can we get clarification on what the city means by 400-pound drums for motor oil?
Does the city mean bulk totes?
A: ATF and Coolant fluid should be pumped directly into the City’s 400-gallon bulk tank at its facility. Motor oil delivered in 55 gallon drums should also be pumped directly into the City’s 400 gallon bulk tank unless specified otherwise per order.
4. Q: I don’t see a price sheet with the items the city would like us to bid on , the only list
I see is on the long beach buys portal that shows 45 items is that correct?
ITB FM-25-664
Pg. 2
A: Yes, bidders should enter electronic pricing online on the Long Beach Buys procurement platform. There are 45 line items.
5. Q: Can you please provide confirmation stating you received a 400-gallon drum for
5w-30 and 15w-40. Now when it comes to grease there is 400-pound drum but never heard of 400-gallon drum size.
A: ATF and Coolant fluid should be pumped directly into the City’s 400-gallon bulk tank at its facility. Motor oil delivered in 55 gallon drums should also be pumped directly into the City’s 400 gallon bulk tank unless specified otherwise per order.
6. Q: Please confirm you received 55-gallon drums on 5w-30 and 15w-40
A: No longer receiving 55-gallon drums on 5w-30 and 15w-40.
7. Q: Currently who is the incumbent?
A: SC Fuels for Motor Oil / Coolant / UTO / Gear Oil / Grease / ATF Patten Energy for Hydraulic Fluid
8. Q: Can you please provide awarded bid numbers for the current contract.
A: The current contracts were a result of ITB FM-21-026.
9. Q: Can you please provide copies of invoices, bill of lading and delivery tickets.
A: The City is unable to provide those documents at this time. However, the current contracts are Contract No. 35902 with Patten Energy Enterprises, Inc and Contract
No. 35901 with Southern Counties Oil.
10. Q: Can you please provide the current brand of oil you’re utilizing for all your oil products
A: Valvoline One solution gen2 sae Motor Oil -10w30 Unitrac Hyd Fluid – UTO Valvoline Syngard Gear Oil – 80w140 Valvoline One solution gen2 sae Motor Oil – 15w40 Performance 500 Premium Hyd Oil – AW32 Valvoline Maxlife FS MV – ATF Chevron Delo Synthetic HD – ATF
Zerex Nitrite Free Ext Life Red - Coolant
11. Q: Will the City be willing to increase the time frame on deliveries. 24 hours is fast turnaround time for oil.
Pg. 3
A: 24hrs preferred, will accept 48hrs max.
12. Q: Currently is the using recycled oil in their tanks. This would be used oil, please advise.
A: Separate bulk tanks for waste & coolant oil.
13. Q: Please advise if there is a local preference for this ITB and if so, how much is the preference.
A: Yes. For local preference, the maximum preference a bidder may be awarded is 10%; however, it shall not exceed $50,000. Please see Section 3, Item 5 for more information.
14. Q: Please advise if this ITB will have to be notarized and if so what pages
A: Attachment A must be notarized if your entity is located outside of California. This is only required upon award.
15. Q: Will the vendor have to monitor the oil tank at each site.
A: Fleet Services will monitor oil tanks and place orders as needed.
16. Q: Please advise if we will need to enter pricing inclusive of all applicable taxes and fees. Or will need just to enter the delivered base price.
A: Pricing should be reflective of all taxes and fees.
17. Q: Advise if we will need to have fixed margins for the duration of the contract or will they be subject to change at some point.
A: Please see Section 3 #47 of the ITB document.
18. Q: Advise if the acknowledgment page needs to be notarized
19. Q: Advise which pages will need to be notarized.
20. Q: Advise what brand of oil will be accepted by the city and if we need to submit the equal with our bid documents.
Pg. 4
A: The viscosity of motor oil is 10W30 & 15W40 synthetic Brand for both items is Valvoline PB Blue One Solution Gen2, Motor Oil 10-30W Synthetic Universal Oil for uses in Diesel, Gasoline, CNG, LNG and propane. Must be backwards compatible in natural gas engines requiring CES 20085. Must be certified for use in API Service CJ-4, CI-4 Plus, CI-4, CH-4, SN, and SP. Also must be certified for Cummins LLC. to N9 and ISLG engine platforms and allow for increased intervals to 1500 engine hours on Oil replacement. MFG must be willing to take oil samples during the contract for oil analysis. Moto Oil 15-40W Synthetic Universal Oil for uses in Diesel, Gasoline, CNG, LNG and propane. Must be backwards compatible in natural gas engines requiring CES 20085. Must be certified for use in API Service CJ-4, CI-4 Plus, CI-4, CH-4, SN, and SP. Also must be certified for Cummins LLC. to N9 and ISLG engine platforms and allow for increased intervals to 1500 engine hours on Oil replacement. MFG must be willing to take oil samples during the contract for oil analysis.
21. Q: Advise will vendor have to bid on all product items to become responsive.
A: No, bidders may bid on as few or as many line items at their discretion.
22. Q: Will the city accept a drum deposit fee and in return receive a drum credit for empty drums picked up.
A: Yes.
23. Q: Can vendors use subcontractors to deliver and supply oil
A: That is acceptable provided all terms and conditions for subcontractors are met.
24. Q: Advise what product type is for item # 1. There are no gallons mentioned or product type.
A: 5W30 55gal drums.
25. Q: Advise if gallons listed for each item are the annual yearly gallons for each line item.
A: Approximately annual yearly gallons.
26. Q: Advise which site takes bulk gallons into a tank and which site take only drums and not into a tank at each site.
A: Fleet Maintenance yard – Bulk tanks & 55 Drums.
27. Q: Advise which site only receives drums into a tank.
Pg. 5
A: Fleet Maintenance yard.
28. Q: Are there any sites that do not receive drum deliveries and if so which are the sites.
A: Drums are delivered to Fleet Maintenance yard and dispersed to mobile locations as needed.
29. Q: Advise for the site that receives bulk gallons into a tank. What is the average delivery for each site
A: Fleet Maintenance yard receives bulk gallons into a tank, quantity of deliveries varies depending on shop workflow.
30. Q: Please advise if they city ever request one drum of oil to delivered at specific site.
A: No, all deliveries will be made to Fleet Maintenance Yard.
31. Q: Advise on the line items which grade type will be requested. Currently do not see what type of synthetic. 5w-30, 15w-40 etc.
Brand for both items is Valvoline PB Blue One Solution Gen2
32. Q: Advise grade types for each line item
A: Valvoline One solution gen2 sae Motor Oil -10w30 Unitrac Hyd Fluid – UTO Valvoline Syngard Gear Oil – 80w140 Valvoline One solution gen2 sae Motor Oil – 15w40 Performance 500 Premium Hyd Oil – AW32 Valvoline Maxlife FS MV – ATF Chevron Delo Synthetic HD – ATF Zerex Nitrite Free Ext Life Red - Coolant
33. Q: Will City consider extending the question deadline especially after Thanksgiving.
Noticing cannot advance to the next pages. There seems to be a lot of system errors.
A: The City is unable to extend at this time. However, customer service and help navigating Long Beach Buys can be provided by BizCare at 562-570-4BIZ or 4Biz@longbeach.gov.
34. Q: Please advise if any wet signatures will need to be submitted with the bid documents. Prior to be closing.
A: No, wet signatures are only required upon award.
mailto:4Biz@longbeach.gov
Pg. 6
35. Q: Advise if there was a mandatory pre bid meeting and if so, can you still submit a bid if you did not attend.
A: There was no mandatory pre-bid meeting.
36. Q: Advise how often do you receive deliveries at each site location
A: Approximately Bi-weekly depending on shop workload.
37. Q: What grade type for line item 2.0 – 13.0.
38. Q: Please provide more clarification on line items stating 1A, 1B, 2A, 2B, 2C, moto oil
3, motor oil 3A, Motor oil 3 B, 3 C
39. Q: Please provide more clarification: Must be backwards compatible.
Unitrac Hyd Fluid – UTO Valvoline Syngard Gear Oil – 80w140 Valvoline One solution gen2 sae Motor Oil – 15w40 Performance 500 Premium Hyd Oil – AW32 Valvoline Maxlife FS MV – ATF
40. Q: Please provide more clarification on what oil is being used for each site location.
Unitrac Hyd Fluid – UTO Valvoline Syngard Gear Oil – 80w140 Valvoline One solution gen2 sae Motor Oil – 15w40 Performance 500 Premium Hyd Oil – AW32 Valvoline Maxlife FS MV – ATF
41. Q: Please advise do you have to bid on all 25 line items and please advise that are total of only 25 line items
Pg. 7
A: Bidders may bid on as few or as many line items at their discretion. There are 45 line items (25 are on page 1). You have to log in to view all line items.
42. Q: Looking at the product list, some of the products are vague without a description, particularly #1-13. Could you please confirm exact products, incumbents would be great.
A: Valvoline One solution gen2 sae Motor Oil -10w30 Unitrac Hyd Fluid – UTO Valvoline Syngard Gear Oil – 80w140 Valvoline One solution gen2 sae Motor Oil – 15w40 Performance 500 Premium Hyd Oil – AW32 Valvoline Maxlife FS MV – ATF
PREPARED BY: Tommy Ryan, Procurement Analyst III
ACKNOWLEDGED BY:
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