IFB No. F2027006 Page 1

GLOSSARY OF TERMS

Bulk Container of product exceeding fifty-five (55) gallons, measured per gallon

Drum Individual container of product equal to fifty-five (55) gallons

Gallon Individual container of product equal to one (1) gallon

Keg Individual container of product equal to one hundred twenty (120) pounds

Pail Individual container of product equal to five (5) gallons

Quart Individual container of product equal to one (1) quart

Tube Individual container of product measured in ounces

Tote Individual container of product equal to two hundred (200) to three hundred- thirty

(330) gallons

IFB No. F2027006 Page 2

TECHNICAL SPECIFICATIONS

I. PURPOSE

A. Tarrant County is seeking bids to establish an annual contract for the purchase of oil and lubricants on an as-needed basis.

II. PRODUCT REQUIREMENTS

A. All products provided under this contract must meet all current and updated American Petroleum Institute (API), International Lubricants Standardization and Approval Committee (ILSAC), or an approved equivalent professional organization with standardization.

B. Awarded vendor must provide products that do not contain any foreign substances or water, which may damage vehicles, trucks, heavy equipment, or contaminate storage facilities.

C. Reconditioned products are not acceptable and if submitted the bid response will be deemed unresponsive.

D. Awarded vendor will be required to fill bulk tanks at various locations.

E. Bidders are required to submit Specification Sheets for each product with their bid response.

F. There must be no deposit fee for product containers, such as drum size containers.

G. Vendors must provide pickup of empty drum size containers when delivering new drum size containers free of charge.

1. Price of pickup must be included in the unit price of drum containers.

2. Awarded Vendor may use a subcontractor to pick up empty drum containers.

a. Subcontractors are subject to the same requirements for insurance and performance as the awarded vendor.

b. If a subcontractor is being used the empty drum containers must be picked up within the week the order is delivered.

III. PRICING

A. All prices must include Tarrant County delivery location stated on each Purchase Order, all freight prepaid. All fees must be included in unit pricing including but not limited to fuel surcharges, administration fees, delivery fees, etc.

B. Discount for Products Not Specified:

1. The products specified in this RFB are the most used oil and lubricant products that Tarrant County anticipates using; however, there could be other products that the County may require.

IFB No. F2027006 Page 3

2. To ensure that products not specified are covered under this RFB, Bidders are encouraged to provide a list of additional related products or brands and the percentage discount on the form provided.

3. Bid responses will not be evaluated on the discount for the additional products or brands that have not been specified.

C. Price Escalation

1. Tarrant County and awarded vendors may request unit price adjustments for items awarded under this agreement. Price adjustment requests must only be made during the renewal of this agreement or after one hundred and eighty (180) days from the most recent award or renewal date of this agreement.

2. Tarrant County and awarded vendors must submit price adjustment requests in writing at least forty-five (45) days before the adjustment effective date.

3. Tarrant County and awarded vendors must submit documented proof of the need to make a price adjustment. Documentation examples include supplier invoices, published price catalogs, and other related material.

4. Bidder must submit documentation of how they determined the pricing in their bid submission that matches the types of documentation that they intend to submit when making price adjustment requests.

5. Tarrant County and awarded vendors may make requests for additional information if the initial offered documentation is deemed insufficient.

6. Tarrant County and awarded vendors cannot make a request that causes a price adjustment (up or down) more than 5% of the current agreement unit price under this agreement.

7. All price adjustment requests must be approved in writing by the Tarrant County Purchasing Agent and the affected awarded vendor before they take effect.

8. All approved price adjustments must be valid for one hundred and eighty (180) days after their effective date.

IV. QUOTE PROCESS FOR ITEMS NOT LISTED

A. Individual County departments will contact awarded vendor to provide quote for the product(s) and quantities required with discount applied.

B. Quotes must include an estimated delivery time in business days after receipt of order.

V. ORDER PLACEMENT

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A. Order placement occurs when the Vendor receives a Purchase Order from the Buyer.

B. The County prefers to place orders via electronic submission email.

C. Vendor must provide order confirmation to the Buyer that submits the order.

D. If the Primary awarded vendor cannot deliver the product in five business days, Tarrant County reserves the right to order from the Secondary vendor.

VI. DELIVERY AND PICKUP

A. Delivery time is very important to Tarrant County; therefore, the following delivery requirements apply:

1. Emergency: Delivery within forty-eight (48) hours

2. Normal: Delivery within five (5) business days

B. If circumstances outside the control of the Vendor prevent an order from being delivered on time the Vendor shall provide notification of such circumstances to Tarrant County within twenty-four (24) hours of incident.

Should the vendor not deliver the order on time, Tarrant County reserves the right to order from the Secondary Vendor.

1. These circumstances include but are not limited to unplanned manufacturing delay, natural disasters, and transportation issues.

2. In any event it is imperative that the Vendor communicate with the

County regarding the status of the order.

VII. VENDOR QUALIFICATIONS

A. It is preferred that vendors have one (1) or more locations within thirty (30) miles of 100 East Weatherford St., Fort Worth, TX 76196.

VIII. AWARD CRITERIA

A. Award will be made to a Primary, Secondary and Alternate vendor based off low bid meeting all specifications.

IX. TESTING

A. Products delivered under this RFB are subject to testing, to ensure compliance with specifications.

B. Testing may be performed through an independent testing laboratory at the request of Tarrant County anytime during the length of the contract.

C. If the result of the test show material does not meet specifications, the cost of the test will be paid for by the vendor.

D. If the result of the test show material does meet specifications, the cost of the test will be paid for by Tarrant County.