Bid File 405-57-21

BID DOCUMENT

City of Grand Rapids, Purchasing Department 300 Monroe, NW Room 720 Grand Rapids, MI 49503 Buyer: Jeffrey Poll Email: jpoll@grand-rapids.mi.us

Bid File #405-57-21 Lubricants Solicitation Due Date: November 6, 2025

Bids are requested for a one-year term contract with two, one-year renewal options for the “as needed” purchase and delivery of bulk and packaged lubricants, automotive lubricants, and related items, as per the specifications contained herein. The City reserves the right to award any single item or combination of items as deemed in its own best interests.

All information in a bidder’s proposal and the subsequent contract is subject to the provisions of the Freedom of Information Act. 1976 no.442, as amended, MCL 15.231 or latest revision thereof. Bidders shall note that pricing methodologies, cost and fee proposals, and any other response information related to pricing shall not be considered confidential information.

Companies interested in submitting a response to this solicitation are required to complete this bid document and upload the submittal response through the Bidnet Direct procurement system along with any attachments at https://www.bidnetdirect.com/mitn/cityofgrandrapids, or via hard copy submittal as outlined herein, by the deadline specified.

Bidders shall contact Vendor Support at the MITN Purchasing Group if they are having issues with their electronic bid submission. Vendor Support is available at 800-835-4603, Option 2, or at support@bidnet.com.

It shall be the responsibility of the bidder to determine the correct product and to furnish the correct product based upon the item description and specifications provided. Fields provided within this document are editable, and may be completed electronically. Bidders shall download all attached bid document files, complete the documents as requested, save the completed documents under a new name and upload the saved documents to the bid response. Descriptive literature, technical specifications, licenses, attachments, etc may also be provided as part of any submittal to this solicitation. No separate schedules, agreements, terms, conditions, etc shall be recognized or accepted if not submitted with the response to this solicitation.

Any awarded companies for this solicitation are required to be registered in the City’s financial management system, Oracle, finance cloud. If you are not currently registered, or wish to update an existing vendor profile, click on the following link to begin registration: https://ibmjjb.fa.ocs.oraclecloud.com/fscmUI/redwood/supplier-registration

Specifications

Scope of Work:

The City of Grand Rapids desires a one-year term contract with two, one-year renewal options for the “as needed” purchase and delivery of packaged and bulk lubricants and products including automotive lubricants, oil, and grease, as specified herein.

All products bid shall meet the American Petroleum Industry (API) standards. All products bid must meet Original Equipment Manufacturer (O.E.M.) specifications for use in original equipment.

Underground Storage Tanks:

The City of Grand Rapids has three underground storage tanks. The capacity is one 5,000-gallon storage tank and two 2,500-gallon storage tanks.

Pricing:

Pricing is being requested for Year 1 contract. The City desires that pricing remain firm for the entire year. At the end of the first year, the City will request pricing for each contract year.

Quantities:

Quantities herein shall be for cost analysis only and are not a guarantee of minimum or maximum quantities to be purchased by the City. For packaged items, the City may or may not order items by the case.

Repackaged products are prohibited. Should it be determined that repackaged products are being furnished, the contract may be terminated. The term repackaged is taken to mean any product whose contents are packaged by someone other than the manufacturer of the contents.

The contents of all drums, kegs, or containers supplied under the resulting successful bid shall be clearly marked with the brand manufacturer’s name and product’s name, number and origin and labeled in accordance with the current State of Michigan requirements.

All drums, kegs, or containers shall be properly sealed. All drums or containers showing evidence of leakage after delivery are to be replaced at no extra charge immediately upon report by the City of Grand Rapids. If leakage is discovered upon delivery, the City has the right to refuse delivery.

Solicitation Response – Cost Sheet

Section I: Bulk Products – Delivered to 333 Market Avenue S.W.

Section II: Packaged Products

Specify Make Product API Code Bid.

7. 24 Quarts SAE 15W40 Motor Oil, API Service, CJ4 or Newer $ /Qt.

Specify Make Product API Code Bid.

8. 24 Quarts SAE 10W30 Motor Oil, API Service, SJ or Newer $ /Qt.

Specify Make Product API Code Bid.

9. 240 Pounds SAE 85W140, Hypoid Gear Oil, API Service, $ /Lb. GL5, GL4, 120 lb. Drum/Keg

Specify Make Product API Code Bid.

Bidder:

Solicitation Response – Cost Sheet – Continued

Section II: Packaged Products Continued

10. 70 Pounds Proguard EP 460 Gear Oil, 35 Pound Pail $ /Lb.

Specify Make Product API Code Bid.

11. 800 Pounds Proguard EP 68 Gear Oil $ /Lb.

Specify Make Product API Code Bid.

12. 110 Gallons OW-20 Proguard Full Synthetic Oil $ /Gal.

Specify Make Product API Code Bid.

13. 480 Pounds Chassis/Suspension Grease, LUBRIPLATE, #130-AA, 120 Lb. Drum/ $ /Lb. Keg. No Substitutes.

Specify Make Product API Code Bid.

Specify Make Product API Code Bid.

Specify Make Product API Code Bid.

16. 275 Gallons Aircraft Hydraulic Fluid, MIL PRF5606A, 55 Gallon Drum $ /Gal.

Specify Make Product API Code Bid.

17. 24 Each Hydraulic Brake Fluid, D.O.T. 3, 1/2 Pint Container, 12 per Case $ /Ea.

Specify Make Product API Code Bid.

Specify Make Product API Code Bid.

Specify Make Product API Code Bid.

Bidder:

Solicitation Response – Cost Sheet – Continued

Section II: Packaged Products Continued

20. 12 Quarts Oil, Heavy Duty, SAE30 Engine Oil, Quart Container, 12 per Case $ /Qt.

Specify Make Product API Code Bid.

21. 110 Gallons Oil, Hydraulic, SAE30 CAT 10-4, 55 Gallon Drums $ /Gal.

Specify Make Product API Code Bid.

Specify Make Product API Code Bid.

23. 50 Each Bearing Grease, Multiplex (Green) EP2, Case of 10 $ /Ea.

Specify Make Product API Code Bid.

Specify Make Product API Code Bid.

Specify Make Product API Code Bid.

Specify Make Product API Code Bid.

Specify Make Product API Code Bid.

28. 165 Gallons SAE10, Hydraulic Oil, T-5X, API Service CF, 55 Gallon Drum $ /Gal.

Specify Make Product API Code Bid.

29. 275 Gallons Proguard Arctic Hydraulic 15 Oil, 55 Gallon Drum $ /Gal.

Specify Make Product API Code Bid.

30. 240 Pounds Grease, NLGI Grade OO EP in 120 lb. Keg $ /Lb.

Specify Make Product API Code Bid.

Bidder:

Solicitation Response – Cost Sheet – Continued

Section II: Packaged Products Continued

31. 15 Gallons Oil, Multi-Purpose, R&O ISOVG22, 5 Gallon Pail $ /Gal.

Specify Make Product API Code Bid.

32. 110 Gallons Lubricant, Mobil SHC 626, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

33. 110 Gallons Lubricant, Mobil SHC 627, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

34. 55 Gallons Lubricant, Mobil SHC 629, in 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

35. 10 Gallons Lubricant, Mobil SHC 630, 5 Gallon Pail, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

36. 110 Gallons Lubricant, Mobil SHC 630, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

37. 110 Gallons Lubricant, Mobil SHC 634, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

38. 110 Gallons Lubricant, Mobil SHC 636, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

Specify Make Product Part # Bid.

Specify Make Model Part # Bid.

41. 360 Pounds Lubricant, Chevron Black Pearl EP1, 120 Pound Drum, No Substitutes $ /Lb.

Specify Make Product Part # Bid.

42. 300 Gallons Lubricant, Chevron Black Pearl EPO, 5 Gallon Pail, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

Bidder:

Solicitation Response – Cost Sheet – Continued

Section II: Packaged Products Continued

43. 50 Gallons Lubricant, Chevron Rykotec EP2, 5 Gallon Pail, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

Specify Make Product Part # Bid.

45. 1200 Pounds Lubricant, Citgo Premium Lithium EP-O #4828, FDR, 400# Barrel $ /Lb.

Specify Make Product Part # Bid.

46. 55 Gallons Tellus S2V 15, Hydraulic Anti-Wear Lubricant, 55 Gallon Drum $ /Gal.

Specify Make Product Part # Bid.

47. 55 Gallons Proguard AW68 Hydraulic Oil, 55 Gallon Drum $ /Gal.

Specify Make Product Part # Bid.

48. 5 Gallons Lubricant, Mobil SHC 624, 5 Gallon Pail, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

49. 10 Gallons Lubricant, Mobil, DTE 25, 5 Gallon Pail, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

50. 110 Gallons Lubricant, Mobil, DTE 25, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

51. 55 Gallons Mobil DTE, Heavy Medium 68, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

52. 55 Gallons Mobil DTE, Light 32, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

53. 55 Gallons Mobil DTE, Heavy 100, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

54. 55 Gallons Mobil Delvac 1300 Super 15W40, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

Bidder:

Section II: Packaged Products Continued

55. 55 Gallons Mobil Velocite #10, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

56. 55 Gallons Mobil Gargoyle Arctic Series 46, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

57. 55 Gallons Mobil Mist 460, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

58. 55 Gallons Mobil Mist 220, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

59. 55 Gallons Mobil DTE HH, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

60. 55 Gallons Mobil DTE 220, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

61. 70 Gallons Mobil DTE 26, 5 Gallon Pail $ /Gal.

Specify Make Product Part # Bid.

62. 55 Gallons Mobil Gear, SHC 150, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

63. 15 Gallons Mobil Gear, SHC 220, 5 Gallon Pail, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

64. 55 Gallons Mobil Gear, SHC 220, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

65. 5 Gallons Mobil Gear, SHC 632, 5 Gallon Pail, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

66. 5 Gallons Mobil, DTE Light, 5 Gallon Pail, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

Bidder:

Section II: Packaged Products Continued

67. 5 Gallons Mobil, Teresstic 32, 5 Gallon Pail, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

68. 55 Gallons Mobil, Teresstic 32, 55 Gallon Drum, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

69. 5 Gallons Mobil, Super Cylinder Oil, 600W, 5 Gallon Pail, No Substitutes $ /Gal.

Specify Make Product Part # Bid.

70. 10 Gallons Gulf HI All Weather Bar & Chain Oil, 4/1 Gal $ /Gal.

Specify Make Product Part # Bid.

71. 110 Gallons White Oil, Phillips 66, 80/90, 55 Gallon Drum $ /Gal.

Specify Make Product Part # Bid.

Specify Make Product Part # Bid.

Section III: Grease Cases

73. 10 Each Mobilux EP 2 Grease, 10 per Case, No Substitutes $ /Ea.

Specify Make Product Part # Bid.

74. 10 Each Mobilith SHC 460 Grease, 10 per Case, No Substitutes $ /Ea.

Specify Make Product Part # Bid.

75. 10 Each Mobil Grease SHC 102 EAL, 10 per Case, No Substitutes $ /Ea.

Specify Make Product Part # Bid.

76. 10 Each PolyRex EM NLGI 2, 10 per Case, No Substitutes $ /Ea.

Specify Make Product Part # Bid.

77. 10 Each Mobil Grease XHP 221 NLG1, 10 per Case, No Substitutes $ /Ea.

Specify Make Product Part # Bid.

78. 1 Pail Mobil Grease XHP 221 NLG1, 35.2# Pail, No Substitutes $ /Pl.

Specify Make Product Part # Bid.

Bidder:

Solicitation Response – Cost Sheet – Continued

Section III: Grease Cases Continued

79. 10 Each Mobil Grease XHP 222 NLG2, 10 per Case, No Substitutes $ /Ea.

Specify Make Product Part # Bid.

80. 5 Each Mobil Grease Lithium XHP 005, 121.7 lb. Keg $ / Ea.

Specify Make Product Part # Bid.

81. 10 Each Mobil Grease SHC 100 NLG2, 10 per Case, No Substitutes $ /Ea.

Specify Make Product Part # Bid.

82. 10 Each Mobil Grease SHC 220 NLG2, 10 per Case, No Substitutes $ /Ea.

Specify Make Product Part # Bid.

Specify Make Product Part # Bid.

Section IV: Miscellaneous

84. 1,200 Gallons Final Charge 50/50 Antifreeze, 55 Gallon Drum $ /Gal.

Specify Make Product Part # Bid.

85. 1,000 Gallons Windshield Washer Solvent, Bulk $ /Gal.

Specify Make Product Part # Bid.

88. Percentage Percent Discount, Items Not Listed Above % Section V: Drum Deposit

89. 1 Ea. Drum Deposit $ /Ea. Refundable at $ /Ea.

Bidder:

Solicitation Response – Questionnaire

Bidders are required to complete the information as requested herein. Failure to do so may result in the bid being rejected as non-responsive.

List references, other than the City of Grand Rapids, for the exact products your company has provided to other organizations in the last 12 months as specified herein:

Company Experience:

Provide a brief summation of your company’s history and credentials including year established, principal owner(s) and officers, the number of continuous years your company has been in business as provider of the commodities/services specified, affiliations, awards, etc., and other information that would indicate your qualifications and capabilities of providing the products specified herein:

Specify the following contacts if awarded the contract:

If utilizing subcontractors in the performance of any part of the contract, please provide company information in detail and the type of work they will perform:

Bidder:

Solicitation Response – Questionnaire – Continued

Is a combination of bulk products (Items #1 - #5) permitted to meet minimum delivery requirements? |_| Yes |_| No

If no, please specify.

Please specify minimum delivery requirements (if any) for Items #6 - #86.

Pricing:

The City desires firm pricing for a six-month period. Can you comply? |_| Yes |_| No

Delivery Time:

Specify number of days from placement of order to delivery for longest lead time item for Bulk products. Days, Item # .

Specify number of days from placement of order to delivery for longest lead time item for Packaged products. Days, Item # .

The City anticipates that delivery to the multiple locations shall be approximately once every two weeks for packaged items. Can you comply? |_| Yes |_| No

Do you provide 24-hour 7 day a week emergency delivery service? |_| Yes |_| No

Is there an additional charge for emergency service deliveries? |_| Yes |_| No

If yes, please specify rush charge, per occurrence (if any) $

Bidder:

Solicitation Response – Questionnaire – Continued

Please list location of inventory of materials:

Where specified, please confirm you are supplying O.E.M. Mobil products as manufactured by Mobil oil. |_| Yes |_| No

Where specified, please confirm you are supplying O.E.M. Chevron products as manufactured by Chevron oil. |_| Yes |_| No

List national holidays observed by your company that may impact delivery of goods:

|_| New Year’s Day |_| Martin Luther King Day |_| President’s Day

|_| Memorial Day |_| Juneteenth |_| Independence Day

|_| Labor Day |_| Thanksgiving Day |_| Friday after Thanksgiving

|_| Christmas Eve |_| Christmas Day |_| Other:

Bidder:

Terms and Conditions

Bidders are requested to complete information requested herein; failure to do so may result in the bid being rejected as non- responsive. The City reserves the right to use responses to these questions in the award of the bid. This solicitation does not commit the City to enter into an Agreement, nor does it obligate the City to pay for any costs incurred in preparation and submission of responses or in anticipation of an agreement.

The City of Grand Rapids “General Terms and Conditions” are hereby incorporated by reference.

All information in a bidder’s response and the subsequent contract is subject to the provisions of the Freedom of Information Act 1976 no. 442, as amended, MCL 15.231 or latest revision thereof. Bidders shall note that pricing methodologies, cost and fee proposals, and any other response information related to pricing shall not be considered confidential information.

Information requested herein shall be furnished completely in compliance with instructions. The information requested, and the manner of submission, are essential to permit prompt evaluation of all bids on a fair and uniform basis. Accordingly, the City reserves the right to declare as non-responsive and reject any bid in which material information requested is not furnished or where indirect or incomplete answers of information are provided, or if departments are contacted prior to bid opening. All bids submitted shall be on the City’s bid document and in the format requested, no exceptions. Any bid response not completed on the City bid document may be rejected as non-responsive.

No separate agreements shall be recognized unless they are included in the bid response for analysis and review, prior to contract award. The City shall not be bound by any part(s) of any bidder’s response to the bid which contains information, options, conditions, terms, or prices not requested nor required in the bid unless such conditions are agreed to by both parties prior to entering a contract.

The City bid document and all submittals provided with the bid response shall be subject to public inquiry and dissemination as required. Any bid response that is submitted in full as “confidential” or “proprietary” shall be rejected as non-responsive, no exceptions.

Any and all financial, statistical, personnel, technical and any other data and information relating to the City’s operations shall remain strictly confidential. Any breach of confidentiality pertaining to any part of the City’s operations shall result in immediate contract termination.

Pursuant to the Michigan Iran Economic Sanctions Act, 2012 P.A. 517, by submitting a bid, proposal or response, Respondent certifies, under civil penalty for false certification, that it is fully eligible to do so under law and that it is not an “Iran linked business,” as that term is defined in the Act.

Debarment:

Contractor guarantees that it, its employees, contractors, subcontractors or agents (collectively “Contractor”) are not suspended, debarred, excluded, or ineligible for participation in or from receiving Federal funds as listed in the List of Parties Excluded from Federal Procurement or Non-procurement Programs issued by the Federal General Services Administration. Contractor must within 30 calendar days advise the City if, during the term of this Purchase Order, Contractor becomes suspended, debarred, excluded or ineligible for participation or from receiving Federal funds as listed in the List of Parties Excluded from Federal Procurement or Non-procurement Programs issued by the Federal General Services Administration. Contractor will indemnify, defend and hold the City harmless for any loss or damage resulting from the conviction, debarment, exclusion or ineligibility of the Contractor.

Cost of Preparation:

The Respondent shall be responsible for all costs incurred in the development and submission of any response. The City assumes no contractual obligation as a result of the issuance of the solicitation, the preparation or submission of a response by a Respondent, the evaluation of an accepted response, or the selection of finalists. The City shall not be contractually bound until the City and the successful Respondent have executed a written Contract for performance of work.

Discrepancies or Omissions:

If a bidder should find discrepancies or omissions in these documents, they should at once notify the Purchasing Agent/Buyer. The bidder is required to furnish any information regarding any additional costs not covered herein by the City with their bid. It is the City's intent for all costs to be included herein. Any costs not included herein may not be considered allowable costs under this contract.

Non-Collusion:

By signed submittal and completion of this document, the Contractor certifies that this proposal response is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same product and that this proposal is in all respects bona fide, fair, and not the result of any act of fraud or collusion with another person or firm engaged in the same line of business or commerce. The Contractor understands collusive bidding is a violation of Federal Law and that any false statement thereunder constitutes a felony and can result in fines, imprisonment, as well as civil damages.

Terms and Conditions – Continued

Solicit Cancellation:

The City reserves the right to cancel this solicitation and/or any planned award for any or no reason as it deems in its own best interests, at no additional costs to the City. Such cancellation notice shall be provided to the awarded vendor prior to a final order being placed.

Economy of Responses:

Responses and presentations should be prepared simply and economically, providing a straightforward and concise description of the Respondent’s capabilities to satisfy the requirements of the solicitation. Special bindings, colored displays, etc. are not necessary. Emphasis should be placed on completeness and clarity of content.

Taxpayer Identification Number Certification:

Bidders are certifying with the signature applied to this bid response the following,

1. The number shown on this document is the correct taxpayer identification number (or I am waiting for a number to be issued to me)

2. I am not subject to backup withholding,

(a) I am exempt from backup withholding, or

(b) I have not been notified by the Internal Revenue Service (IRS) that I am subject to backup withholding as a failure to report all Interest or dividends, or

(c) The Internal Revenue Service (IRS) has notified me that I am no longer subject to backup withholding and

3. I am an U.S. person (including an U.S. resident alien)

Certification Instructions:

You shall cross out item #2 above if you have been notified by the Internal Revenue Service (IRS) that you are currently subject to backup withholding because you have failed to report all interest and dividends on your tax return. For real estate transactions, item #2 does not apply.

Environmentally Preferable Purchasing:

The City of Grand Rapids desires wherever possible to reduce energy consumption, reduce waste products, develop higher energy efficiencies, acquire products with less toxic content, higher recycled content, and promote the use of less packaging while encouraging higher recycled content in packaging of shipments. The City also desires to have alternate products/services proposed that would provide more durable, reusable, recycled and/or remanufactured alternatives that will help reduce/eliminate waste or pollution, the products/services offered shall be environmentally preferable to provide the best value and best life span consistent with the industry standards for the use of the products/services. In the performance of service contracts, the utilization of alternate fuel vehicles shall be considered.

Reserved Rights:

The City of Grand Rapids reserves the right to request any additional information which might be deemed necessary after responses are submitted as it deems in its own best interests to do so.

Further, the City, as it deems in its own best interest, reserves the right to:

1. Reject any or all bids.

2. Issue subsequent Requests for Bid.

3. Postpone opening for its own convenience.

4. Remedy technical errors in the Request for Bid process.

5. Approve or disapprove the use of subcontractors.

6. Solicit best and final offers from all or some of the Bidders.

7. Award an agreement to one or more Bidders.

8. Waive informalities and irregularities in bid responses and/or products proposed.

The City reserves the right to check all references furnished and consider responses received in determining the award. The City reserves the right to perform investigations as may be deemed necessary by the City to assure that competent persons will be and are utilized in the performance of any Agreement and to verify the accuracy of the contents of responses.

Addendum:

The City will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued through the MITN Purchasing Group and prior to the response due date. Respondent should not rely on any representations, statements, or explanations other than those made in this solicit or in any written addendum to this solicit. Where there appears to be conflict between the solicit and any addenda issued, the last addendum issued shall prevail.

Terms and Conditions – Continued

It is the Proposer’s responsibility to assure receipt of all addenda. The Proposer should verify with the MITN Purchasing Group site prior to submitting a response that all addenda have been received. Respondent who obtains copies of this solicit from sources other than the MITN Purchasing Group, risk the potential of not receiving addenda. Such Respondent is solely responsible for those risks.

Price Quotations:

All prices shall be quoted in U.S. dollars. Pricing/Rates proposed for complete services as described herein shall be inclusive of all overhead, all fuel costs/surcharges, mobilization, labor, materials, equipment, parking fees, setups, incidentals, profit, mailing and postage costs, and all other miscellaneous cost borne by the Contractor throughout the life of the contract. In case of error in the extension of prices in the response, the unit prices shall govern. No additional costs shall be recognized or allowed without prior agreement with the City.

Response Submittals:

Bidders should complete and submit this completed, signed document, along with any descriptive literature or attachments, in the Bidnet Direct solution shall be uploaded in Bidnet Direct (https://www.bidnetdirect.com/mitn), as per the instructions provided, by the deadline specified. The City reserves the right to waive, at its discretion, any irregularity or informality that City deems correctable or otherwise not warranting rejection of the bid response.

Responses may be withdrawn or modified in writing prior to the response submission deadline. Following the deadline date responses will be considered firm. Responses received after the date and time indicated will not be accepted or considered.

All responses become the property of the City of Grand Rapids. The content of all responses shall be held confidential and sealed until after the public bid opening.

Hard Copy: In lieu of electronic submittal, a hard copy of this completed document may be submitted in a sealed container along with any other descriptive literature or technical specifications, with the following information prominently displayed on the shipping container:

Purchasing Department - City of Grand Rapids 300 Monroe NW Room 720 Grand Rapids, MI 49503

Bid Ref #405-57-21 Lubricants Due: November 6, 2025 11:00 AM EST

Company Name: #####

Hard copies of the response may be either mailed, delivered, or hand-delivered by the City’s Purchasing Department no later than the date specified; submittals received in this manner shall be received no later than the due date. Responses must be shipped in one box or package. If the response is sent by mail or commercial express service, the Respondent shall be responsible for actual delivery of the response to the City Purchasing Department before the deadline.

Solicit Evaluation/Award:

The evaluation of and award for this solicitation shall be made to the responsible offer whose response is determined in writing to be the best value for the City taking into consideration total costs and the evaluation factors set forth in the solicitation. Further, the City reserves the right to award the solicitation and enter into a contract deemed to be in the City’s best interest. The City reserves the right to award in total, to reject any and all responses in whole or in part, and to waive any informality or technical defects of the products proposed, if, in the City’s sole judgment, the best interests of the City will be served.

The award of a contract shall be at the sole discretion of the City. Upon making an award, or giving notice of intent to award, the Purchasing Department will provide appropriate notice electronically. The contract file shall contain the basis on which the award is made.

Factors that will be considered, but shall not be limited to are:

The City reserves the right to award any single item and/or combination of items if it deems it in its own best interest. The City reserves the right to award to multiple contractors if it deems it in its own best interest.

Debriefing: The entire solicitation file, including ratings and justifications of award, will become public information and may be available for review upon request, only after final award approvals are completed. Debriefing requests shall be by appointment only.

Award/Insurance:

After the selection of the successful contractor, the Purchasing Buyer shall request verification and submission of Schedule II insurance (see “Exhibit I”) as outlined by the City of Grand Rapids. No work shall begin until the proper insurance forms are received and approved, and a contract and/or purchase order is issued by the Purchasing Agent/Buyer.

Indemnity Requirements:

Upon execution of the Contract, the Contractor shall agree to assume all liability for and protect, indemnify and save the City, its agents, officers and employees, harmless from and against all actions, claims, demands, judgments, losses, expense of suits or actions and attorney fees for injuries to, or the parties hereto, and their agents contractors, sub-contractors, officers and employees, arising in connection with or as a direct or indirect result of entering into and performance of the contract, whether or not due to or arising out of the acts of any party thereto or its agents, contractors, sub-contractors, officers and employees, or by or in consequence of any negligence or carelessness in connection with the same or on account of liability or obligation imposed directly or indirectly upon the City by reason of any law of the State of Michigan or the United States, now existing or which shall hereinafter be enacted, imposing any liability or liability or obligations, or providing for compensation to any person or persons on account of or arising from the death of, or injury to employees, said contractor shall pay, settle, compromise, and procure the injury to employees, said contractor shall pay, settle, compromise, and procure the discharge of any and all such claims and all such losses, damages, and expenses.

Contacts:

The Purchasing Department is the sole point of contact in the City of Grand Rapids with regards to all procurement and contractual matters relating to the commodities and/or services described herein. The Purchasing Department is the only office authorized to change, modify, amend, alter, clarify etc., the specifications, terms, and conditions of this bid and any contract awarded as a result of this request. The Purchasing Department shall remain the “sole point of contact” throughout the procurement process until such a time as the Purchasing Agent/Buyer shall direct otherwise in writing.

Project Manager(s):

The Project Manager(s) when herein after used shall refer to the administrator or designated representative responsible for the facilities as defined herein and will be the contact person for the successful vendor for day-to-day operations. The Project Manager(s) shall be provided to the vendor upon award of the bid. The Purchasing Agent and Purchasing Project Buyer shall serve as contacts for all contractual issues. The Contractor shall schedule and coordinate all services with the Project Manager(s).

Non-Assignment:

The Contractor shall not assign, sub-contract, or sub to a sub-contractor without the written approval of the Purchasing Agent and the Project Manager. No subs shall be allowed if not specified initially on the bid document.

Responsibility of Contractor:

The Contractor shall be responsible for their own work and all work performed in connection with the project. They shall specifically assume all risk of damage or injury from whatever cause to property or persons used or employed on or in connection with the work.

The Contractor will be held responsible for the satisfactory and complete execution of the work in accordance with the true intent of the specifications and shall assume full responsibility for all materials and workmanship used. They shall provide, without extra charge, all incidental items required as a part of their work, even though not particularly specified or indicated.

Performance by Subcontractors:

The City understands and agrees that the actual performance of the services shall be made by the primary Contractor as specified herein. For purposes of this agreement, performance of the services by any subcontractor shall be deemed as performance by the primary Contractor itself. The successful Contractor must obtain approval from the authorized City Project Manager for each such subcontractor. The primary Contractor shall remain exclusively responsible for the performance or non-performance of the services by any subcontractor, to the same extent as if the primary Contractor itself performed or failed to perform such services. Rates for subcontractor staff will not exceed any fee schedule established for the Contractor for the job title/classification. The City agrees to solely consider the primary Contractor, and not to any subcontractor, for satisfaction of any claims that the City may have arising out of this Agreement or the performance or nonperformance of services. In the event the prime Contractor utilizes one or more subcontractors, the prime Contractor will assume all responsibility for performance of services by the subcontractor(s).

Qualification of Contractor's Employees:

Any inability by the Contractor for any and all reasons to maintain a regular and consistent work force may result in default of this contract. Contractor’s employees shall be required to wear an identifiable uniform and/or an individual employee identification card/name tag clearly defining the individual as an employee of the Contractor. Contractor employees are required to check in at the reception desk and prominently display a visitor or contractor badge provided by the City as required. Such identification shall be prominently displayed while performing services for the City of Grand Rapids. Failure to comply with uniform and identification requirement may result in cancellation of the contract. All costs for uniforms and identification shall be included in the bid pricing proposed.

Contract Term:

The initial contract term shall be for a one-year period from the date on the contract. Renewals shall be for the same period of the following years upon approval of the Purchasing Agent. Pricing provided to the City herein shall remain firm for each contract period.

Renewal Options:

The City reserves the right to renew the contract for one additional one (1) year terms at the prices contained herein and upon approval of the Purchasing Agent/Buyer.

Orders/Releases/Purchase Orders:

Requests for goods and service shall be placed for on an "as needed" basis from the ordering department against a term contract purchase order, as per the processes outlined in the specifications. Contractor(s) shall a written estimate to the Project Manager(s) for each request for service specified herein. The City will select and provide a purchase order for those services as it deems in its own best interests. Individual purchase orders shall be provided for each service, under the contractual terms and conditions of this contract. Vendor shall be aware that orders may be frequent, throughout the year.

All shipments and services shall be F.O.B. delivered, freight included, to the City of Grand Rapids Fleet Management Department. F.O.B. terms other than “F.O.B. delivered shall not be accepted. The vendor shall deliver items to each location ordering the items.

Vendors are required to provide City departments with SDS for any and all products brought on to City property for any reason, at any time, prior to their use, throughout the life of the contract.

The successful bidder shall be responsible at all times, for warranting those products provided under this contract shall comply with all Federal, State safety regulations at time of delivery to the City of Grand Rapids. The Contractor shall become fully informed of and assure compliance with all regulations of MIOSHA, OSHA and EPA requirements and regulations that are in effect at time of delivery.

Delivery:

All shipments shall be F.O.B. delivered, freight included, to the City of Grand Rapids department. F.O.B. terms other than “F.O.B. delivered shall not be accepted. Shipments shall be accepted at the Environmental Services Department, 1300 Market Avenue SW, between the hours of 9:00 a.m. to 3:00 p.m. Monday through Friday (except holidays), and to Motor Equipment, 333 Market Avenue SW, between the hours of 7:30 a.m. and 4:00 p.m. Monday through Friday (except holidays). The vendor shall be responsible for unloading the drums at the delivery site as directed by the City's designated Project Manager or their designated representative. The packing slip shall clearly indicate the number of drums delivered and picked up and shall be signed by both the vendor’s representative and by authorized City personnel. The Contractor shall be aware that delivery may be daily, and to multiple locations throughout the City.

The City requires delivery of any order of packaged lubricants contained herein within forty-eight (48) hours of placement of order.

All goods shall be individually labeled with corresponding bid part numbers on all shippers, invoices, and on individual items/parts. All shipments that exceed 50 pounds shall be on pallets/crated and or banded to be able to be unloaded with a forklift. Pallets shall be manufacturer’s standard 4-way shipping pallets. Unless otherwise specifically noted in the contract, the cost of all reels, pallets and containers shall be included in the contract price and become the property of the City of Grand Rapids.

Delivery of product that does not meet the specifications and needs of the City shall be returned to the Contractor, at no additional cost to the City. The Contractor shall be responsible for all costs incurred in the return of product that does not meet the requirements of the City. On any delivery refused by the City, the awarded vendor shall be required to immediately ship additional product meeting specifications set forth herein at no additional cost to the City.

Freight:

All bid prices shall include any and all freight, delivery, loading/unloading charges, or any other charges associated with delivery of the product.

Terms and Conditions – Continued

Drums:

Each drum shall be labeled with but not be limited to the following: name, address, and phone number of the contractor, manufacturer name, drum contents, and shall be in accordance with current Federal, State, local and OSHA, MIOSHA regulations.

Drums shall remain the property of the Contractor. Upon notification by the City, the Contractor shall remove drums within 10 days. If the Contractor fails to remove drums, the City shall return them C.O.D.

Stick Reading - Bulk Products:

Contractor shall, upon request of the City, take a "stick" reading both before filling the tank and again after filling the tank and record it on bill of lading.

Product Supply:

Contractor shall guarantee an adequate supply of all commodities/services bid that is ready and available for use upon confirmation of a purchase order for the City of Grand Rapids use as specified herein, and at the prices bid, under all market conditions for the life of the contract. Failure to maintain adequate product levels and/or failure to deliver product on a consistent basis may result in immediate cancellation of the contract. The City reserves the right to change products at any time as it deems in its own best interests. No product development of any type, shape, or form shall be allowed or accepted by the City over the life of the contract.

Compensation:

Any provision in this Agreement to the contrary notwithstanding, the maximum obligation of the City for goods/services described in this agreement is limited to the not-to-exceed amount of $_XXXXX_as specified in subsequent contract(s), unless this Agreement is modified in writing. The City is not obligated to spend any minimum or maximum amount authorized under this Agreement.

City Income Tax to Be Withheld:

The Contractor shall certify the status of such payment to the City by Affidavit assuring the City regarding the withholding of income taxes as needed. Awarded Contractor shall complete and submit the Income Tax Clearance Application to the Income Tax Department upon notice of award.

Personal Property Tax:

The Contractor shall certify the status of such payment to the City by Affidavit assuring the City regarding the payment of property taxes as needed.

Licenses, Certifications:

Copies of all applicable licenses and certifications shall be included with the bid response. The successful bidder shall be certified and trained in repairing Hydro-Chem Automated Car Wash Systems. The successful bidder shall be responsible for adherence to any City, State and Federal rules, regulations and ordinances and shall be required to obtain and pay for all permits, licenses and fees pertaining to the work required herein throughout the life of the contract. Failure by the Contractor to renew permits, licenses, etc., or the loss of thereof, may result in immediate cancellation of the contract.

Safety:

Safety is of paramount importance when performing services under this contract and shall be the sole responsibility of the Contractor. The Contractor shall comply with all Federal, State, and Local laws, appropriate City safety policies, regulations and “Safety Standards” of the Occupational Safety and Health Standards governing the furnishing and use of all safeguards, safety devices, protective equipment and work procedures, and take any other needed actions on his own responsibility as necessary to protect the life and health of employees on the job and the safety of the public and to protect property during the performance of work for the various projects.

The Contractor shall become fully informed of and comply with all regulations of MIOSHA, OSHA, and EPA requirements and regulations for all materials and work habits that are in effect currently or come into effect at any time during the contract period. Workers shall be required to wear hard hats where required. The Contractor shall always be responsible for protection of the work area and property related to and surrounding the project site.

Laws, Ordinances, and Regulations:

A. All work shall be in accordance with all City, State of Michigan, MDOT, Federal and local rules, regulations, and ordinances applicable to this project and shall be required to obtain and pay for all permits and fees pertaining to the work required herein and/or individual job orders throughout the life of the contract. The Contractor and the Contractor's employees shall comply always with all applicable laws, ordinances, rules, and regulations, including the City's standard construction specifications, Office of the City Engineer.

Terms and Conditions – Continued

B. The Contractor shall continually remain fully informed as to, and comply with, all laws, ordinances, rules, and regulations applicable to this project enacted after the date that this contract is entered into.

The City shall not be responsible for any failure to adhere or follow any applicable laws, rules, and regulations, or for any penalties incurred in relation to any such failure.

Invoicing:

All invoicing of goods shall be forwarded to the City’s Project Manager(s). Invoicing shall be on completion of each purchase order request and include but not be limited to the following:

Vendor Shall Note: The successful Contractor shall be aware that invoicing shall be accepted only from the Contractor as listed on the bid document and subsequent term purchase order and only in the format as specified herein. Invoices not meeting this requirement shall be discarded. No consideration shall be made by the City on behalf of the Contractor for any reason in these circumstances. In these circumstances corrected invoices resubmitted for payment shall not be considered after (90) ninety days.

Non-Reimbursable Charges:

The successful Contractor shall include all overhead expenses and incidentals which shall include, but not be limited to the following: travel time (prior to reaching the work site), parking fees/fines, per diem, fuel surcharges, vehicle costs and equipment charges, etc. No additional cost shall be recognized without the prior written approval of the Project Manager.

Independent Contractor:

The Contractor shall perform all work and services described herein as an independent contractor and not as an officer, agent, servant, or employee of the City of Grand Rapids. Contractor shall have exclusive control of and the exclusive right to control the details of the services and work performed hereunder and all persons performing the same and shall be solely responsible for the acts and omissions of its officers, agents, employees, contractors, and subcontractors, if any. Nothing herein shall be construed as creating a partnership or joint venture between the City of Grand Rapids and Contractor.