IFB No. 2026-SP-14 Lubricants and Fluid Supply.pdf

INVITATION FOR BIDS

FOR

LUBRICANTS AND FLUID SUPPLY

IFB No.: 2026-SP-14 Date Issued: August 27, 2026

Bids will only be accepted through PlanetBids on the Corpus Christi Regional Transportation Authority, hereinafter called the “CCRTA”, website at https://vendors.planetbids.com/portal/70072/bo/bo-detail/145235 until 3:00 p.m. (CDT) Thursday, October 1, 2026, for Lubricants and Fluid Supply. This is a two-year fixed price supply contract with provisions for economic price adjustments. CCRTA will award a single contract to the lowest responsive and responsible Bidder in accordance with the requirements of this IFB. The effective date for this contract is December 13, 2026. Bid prices will be valid for one hundred twenty (120) calendar days from the Board approval date.

Questions and Answers (Q&A) for this solicitation will be accepted through PlanetBids. The deadline for submitting questions is 3:00 p.m. (CDT), Thursday, September 10, 2026. Bidders seeking an approved equal must submit their request through the Q&A section in PlanetBids. The CCRTA will answer all questions and respond to all requests for approved equals by Thursday, September 17, 2026.

Further information regarding this solicitation may be obtained by directly contacting Christina Perez, Director of Procurement, or Sherrié Clay, Procurement Specialist, at procurement@ccrta.org.

For PB System™ technical questions, contact PlanetBids Support at 818-992-1771 or click on the Help Center in the top right corner to access their FAQs. You may also open a support ticket.

For the purposes of this procurement, the following bid documents are applicable:

• Invitation for Bids (IFB),

• Bid Submission Checklist (Use as a Reference),

• Instructions to Bidders,

• Technical Specifications, and

• Standard Supply Agreement Terms and Conditions.

Line Items Price Schedule (To be completed and submitted in the Line Items section in PlanetBids.)

https://vendors.planetbids.com/portal/70072/bo/bo-detail/145235 mailto:procurement@ccrta.org

IFB No. 2026-SP-14 Lubricants and Fluid Supply

Attachments and Certifications:

• Bidder Responsibility and Eligibility Certification Form (Attachment A),

• Conflict of Interest Acknowledgement and Certification Form (Attachment B),

• Bidder Information Form (Attachment C).

Exhibit:

• Alternative Delivery Timeframe Form (Exhibit 1)

Supplemental Documentation:

• Specification Information/Data Sheet(s) on all brand/type of lubricants/fluids proposed

• Safety Data Sheet(s) on all brand/type of lubricants/fluids proposed

Compliance Documentation:

• Cummins compliance documentation for the Natural Gas Engine Oil proposed, as required by Section 3.0 of the Technical Specifications;

• Cummins compliance documentation for the Engine Coolant/Antifreeze proposed, as required by Section 4.0 of the Technical Specifications; and

• Allison Transmission compliance documentation for the Transmission Fluid proposed, as required by Section 6.0 of the Technical Specifications.

The following documents must be signed where applicable and submitted through PlanetBids with your bid for it to be considered responsive:

• Line Items Price Schedule (To be completed within PlanetBids),

• Attachments and Certifications: A through C,

• Exhibit 1: Alternative Delivery Timeframe Form (Only required if Bidder cannot meet the two (2) business days delivery timeframe specified in Section 9.0 Delivery Requirements of the Technical Specifications.),

• Supplemental Documentation, and

• Compliance Documentation.

PlanetBids will not accept your bid until all required documents are submitted.

The following documents are required only upon notification of recommendation for the award:

• Form 1295, "Certificate of Interested Parties”

• Certificate of Insurance

Bidders are encouraged to utilize the enclosed Bid Submission Checklist to ensure your bid package is responsive to the requirements of this IFB.

Do NOT Alter Any Forms.

Doing so may deem your bid non-responsive.

BID SUBMISSION CHECKLIST

(USE AS A REFERENCE)

Bid Documents Required Check

Bids MUST BE submitted through PlanetBids and include the following:

1. Line Items Price Schedule,

2. Bidder Responsibility and Eligibility Certification Form (Attachment A),

3. Conflict of Interest Acknowledgement and Certification (Attachment

B),

4. Bidder Information Sheet (Attachment C),

5. Alternative Delivery Timeframe Form (Exhibit 1)

6. Supplemental Documentation

7. Compliance Documentation

1. Line Items Price Schedule (To be completed within PlanetBids in the Line Items Section)

2. Bidder Responsibility and Eligibility Certification Form (Attachment A) – List Bidder’s Name, Title, Sign and Date

3. Conflict of Interest Acknowledgement and Certification (Attachment B) List Bidder’s Name, Sign, Print, Date, and list Title

4. Bidder Information Sheet Form (Attachment C) I. Bidder must:

- List Company Name, Address, City, State, Zip Code, FEIN/TIN and Unique Identity number.

- List if the Company is a subsidiary. If yes, name the Holding/Parent Company

- List the number of years the Company has been in business.

- List the Company’s Commodity/NAICS Code and

Corresponding Index Entry

II. Disadvantaged Business Enterprise (DBE) Certification

- If you are currently certified as a DBE, list the year of initial certification and the name of the agency with whom you are certified.

III. Bidder Primary Contact

- List Name, Title, Telephone numbers (office and mobile), and a valid email address

IV. Authorized Signatory (If different from Primary Contact)

- List Name, Title, Telephone numbers (office and mobile), and a valid email address

5. Alternative Delivery Timeframe Form (Exhibit 1)

(Only required if Bidder cannot meet the two (2) business days delivery time specified in Section 9.0 Delivery Requirements of the Technical Specifications.

- Bidder must List Company Name

- List the “Number of Business Days for Delivery”

- Explanation for deviation from the Standard Delivery Timeframe

- Signature, Printed Name, Title, and Date

6. Supplemental Documentation

- Include Specification Information/Data Sheet(s) on all brand/type of lubricants/fluids proposed

- Include Safety Data Sheet(s) on all brand/type of lubricants/fluids proposed

7. Compliance Documentation

- Cummins compliance documentation for the Natural Gas

Engine Oil proposed, as required by Section 3.0 of the Technical Specifications;

- Cummins compliance documentation for the Engine Coolant/Antifreeze proposed, as required by Section 4.0 of the Technical Specifications; and

- Allison Transmission compliance documentation for the Transmission Fluid proposed, as required by Section 6.0 of the Technical Specifications.

INSTRUCTIONS TO BIDDERS

1.0 GENERAL

The following instructions by the Corpus Christi Regional Transportation Authority, (CCRTA) are intended to afford Bidders an equal opportunity to participate in the CCRTA’s contracts.

2.0 EXPLANATIONS AND COMMUNICATIONS

2.1 Any explanation desired by a Bidder regarding the meaning or interpretation of these Instructions or any other bid documents must be requested through the Q&A section in PlanetBids by the Q&A submission deadline.

2.2 Oral explanations or instructions are non-binding. Any information given to one prospective Bidder concerning this IFB will be furnished to all prospective Bidders via email or addendum if the information is necessary for submitting bids or if the lack of such information would be prejudicial to uninformed Bidders.

2.3 All communication regarding this solicitation must be made directly to the

Procurement Department. Any violation could be grounds for disqualification.

3.0 SPECIFICATIONS

3.1 Bidders are expected to review the instructions, specifications, drawings (if any), and Technical Specifications for this project. Failure to do so will be at the Bidder's risk. Bids submitted in any format other than through PlanetBids, or that do not adhere to the provided templates, may not be considered as responsive bids.

3.2 The apparent silence of the specifications as to any detail, or the apparent omission from it of a detailed description concerning any point, will be regarded as meaning that only the best commercial practice is to prevail and that only material and workmanship of the finest quality are to be used. The Project Manager will make all interpretations of the specifications based on this statement.

4.0 APPROVED EQUALS

ALL REQUESTS FOR APPROVED EQUALS MUST BE SUBMITTED

THROUGH THE Q&A SECTION IN PLANETBIDS, WHICH MUST BE

APPROVED PRIOR TO SUBMITTING YOUR BID. REQUESTS ARE DUE BY

3:00 P.M. (CDT) ON SEPTEMBER 10, 2026. THE CCRTA WILL RESPOND TO

ALL REQUESTS BY SEPTEMBER 17, 2026.

• IF YOUR REQUEST FOR APPROVED EQUALS IS NOT APPROVED BY

THE CCRTA

- Do Not include it in the Line Items Price Schedule

• IF YOUR REQUEST FOR APPROVED EQUALS IS APPROVED BY THE

CCRTA

- List the approved product manufacturer in the comments section of that item in the Line Items Price Schedule

5.0 INFORMATION REQUIRED

5.1 Bidders must submit their bid in accordance with the requirements of this Invitation for Bids. The submission includes:

• Line Items Price Schedule (To be completed and submitted in the Line Items section in PlanetBids.)

• Attachments and Certifications: Attachments A through C (Uploaded in the corresponding section in PlanetBids.)

• Supplemental Documentation: (To be submitted in the

Supplemental section in PlanetBids.)

• Compliance Documentation: (To be submitted in the Compliance section in PlanetBids.)

The submission of these documents will constitute the Bidder’s offer.

Erasures or other changes must be initialed by the person signing them. If an agent signs a bid, it must include proof of their authority, unless such evidence has been previously furnished to CCRTA.

5.2 The Bidder should quote its lowest and best price. Pricing should include all items to perform the work and transportation unless otherwise specified.

5.3 Bids on items should be quoted F.O.B. destination, freight prepaid and allowed.

5.4 CCRTA does not have to pay federal excise taxes or state and local sales and use taxes, except for contracts for improvements to real property.

5.5 Time of delivery is a critical component of this bid. The required delivery date is two (2) business days from the date the purchase order is received, excluding holidays. If the required delivery date cannot be met, the Bidder must state its best delivery timeframe by completing the Alternative Delivery Timeframe Form (Exhibit 1).

6.0 SUBMISSION OF BIDS

6.1 Bids must be submitted through PlanetBids on the CCRTA’s website at https://vendors.planetbids.com/portal/70072/bo/bo-detail/145235.

Bid Due Date: Thursday, October 1, 2026, by 3:00 p.m. (CDT)

6.2 All required bid documents, including the Line Items Price Schedule, Attachments and Certifications, Supplemental Documentation, and Compliance Documentation, must be completed, signed where applicable, and submitted through PlanetBids prior to the Bid submission deadline. Failure to submit required documentation necessary to establish compliance with the Technical Specifications will result in the Bid being deemed non-responsive.

6.3 Bidders are responsible for ensuring that their complete Bid is submitted through PlanetBids and received prior to the Bid submission deadline.

PlanetBids will not accept Bid submissions after the deadline.

6.4 Schedule

Bids will be governed by the following tentative schedule:

• Thursday, August 27, 2026 – IFB Issued Bid documents are available through PlanetBids on the CCRTA website at https://vendors.planetbids.com/portal/70072/bo/bo-detail/145235.

• Thursday, September 10, 2026 – Deadline for all Questions and

Approved Equal Requests: Bidders must submit all questions and requests for approved equal products through the Q&A section in PlanetBids by 3:00 p.m. (CDT). The CCRTA will not accept bids with unapproved equal products.

• Thursday, September 17, 2026 – CCRTA's response to Questions and Approved Equal Requests: The CCRTA will respond to all submitted questions and approved equal requests via email or as an addendum through PlanetBids.

• Thursday, October 1, 2026 – Bids Due Bids are due no later than 3:00 p.m. (CDT). All Bids must be submitted through PlanetBids prior to the deadline. Following the bid deadline, PlanetBids will automatically publish the results, which will include the Bidder names and their respective bids, on the PlanetBids platform.

• Wednesday, November 4, 2026 – Contract Awarded (Tentative)

The CCRTA’s Board of Directors will meet to award a Contract to the successful Bidding firm.

https://vendors.planetbids.com/portal/70072/bo/bo-detail/145235

7.0 MODIFICATION OR WITHDRAWAL OF BIDS

Bids may be modified or withdrawn through PlanetBids prior to the exact time and date specified for receipt of bids.

8.0 BID RESULTS

Following the bid deadline, PlanetBids will automatically publish the results, which will include the Bidder names and their respective bids, on the PlanetBids platform.

9.0 EVALUATION FACTORS

9.1 CCRTA will award a contract to the lowest responsive and responsible Bidder, considering price and other factors. Contracts may be awarded as a lump sum or based on unit prices. For unit price contracts, CCRTA will pay based on the actual quantities supplied.

9.2 In determining the “lowest responsive and responsible” bid, the CCRTA may consider, in addition to price, other factors such as compliance with the bid documents, delivery requirements, costs of maintenance and operations, training requirements, warranties, availability of repairs or other services, the financial or other qualifications and abilities of the Bidder, past performance of the Bidder, other factors contributing to the overall costs, both direct and indirect, related to an item, and compliance with the CCRTA’s Affirmative Action policies and goals. A record of poor performance or nonperformance on prior work may disqualify a Bidder.

10.0 RESERVATION OF RIGHTS

The CCRTA expressly reserves the right to:

10.1 Reject or cancel any or all bids.

10.2 Waive any defect, irregularity or informality in any bid or bidding procedure.

10.3 Waive as informality, minor deviations from specifications at a lower price than other bids meeting all aspects of the specifications if it is determined that total cost is lower, and the overall function is improved or not impaired.

10.4 Extend the bid due date.

10.5 Reissue an Invitation for Bids.

10.6 Consider and accept an alternate bid as provided herein when most advantageous to the CCRTA.

10.7 Procure any item or services by other means.

11.0 ACCEPTANCE

Acceptance of a Bidder’s offer in some instances will be in the form of purchase orders issued by the CCRTA. Otherwise, the acceptance of a Bidder’s offer will be by acceptance letters issued by the CCRTA. Subsequent Purchase Orders may be issued as appropriate. Unless the Bidder specifies otherwise in the bid, the CCRTA may award the contract for any item or group of items shown on the Invitation for Bid.

12.0 BID PROTESTS

If a Bidder desires to protest any bidding procedure, they must submit the protest in writing to the CCRTA’s Chief Executive Officer within five business days after the Board awards the contract. The protest must include:

• The protestor's name and address

• The project number and description from the IFB

• A statement of the grounds for protest and any supporting documentation

13.0 EQUAL OPPORTUNITY

Bidders are expected to comply with all applicable federal, state, and local laws concerning Equal Opportunity in employment and in the provision of goods and services by the Bidder.

14.0 SINGLE BID

14.1 If CCRTA receives only one bid, CCRTA has the option to either:

• Conduct a price or cost analysis of the bid and award the contract, or

• Reject the bid and revise this Invitation for Bids.

A price analysis involves examining the bid and evaluating the bid price without looking at its individual cost parts. This analysis is done by comparing the bid price with published price lists, established rates, or competitive prices. The comparison will be for similar quantities and specifications. If there is a difference, CCRTA will conduct a detailed analysis of that difference and its related costs.

14.2 If CCRTA cannot get a valid price analysis, it may need to conduct a cost analysis of the bid price. A cost analysis involves reviewing and evaluating a Bidder’s cost or pricing data and the factors used to estimate contract performance costs, assuming reasonable economy and efficiency.

14.3 CCRTA will select the personnel to perform any price or cost analysis.

CCRTA’s decision regarding these options is final.

15.0 SALES TAX EXEMPTION

CCRTA is a political subdivision of the State of Texas and is exempt from applicable state and local sales and use taxes.

16.0 FORM 1295 “CERTIFICATE OF INTERESTED PARTIES”

(Only to be submitted upon notification of recommendation for an award.)

Bidders must comply with Government Code Section 2252.908 and submit Form 1295 “Certificate of Interested Parties” upon notification that Bidder has been recommended for award. Form 1295 requires disclosure of “interested parties” with respect to entities that enter contracts with cities. These interested parties include:

(1) persons with a “controlling interest” in the entity, which includes: a. an ownership interest or participating interest in a business entity by virtue of units, percentage, shares, stock or otherwise that exceeds 10 percent; b. membership on the board of directors or other governing body of a business entity of which the board or other governing body is composed of not more than 10 members; or c.

service as an officer of a business entity that has four or fewer officers, or service as one of the four officers most highly compensated by a business entity that has more than four officers; or

(2) a person who acts as an intermediary and who actively participates in facilitating a contract or negotiating the contract with a governmental entity or state agency, including a broker, adviser, attorney or representative of or agent for the business entity who has a controlling interest or intermediary for the business entity.

Form 1295 must be electronically filed with the Texas Ethics Commission at https://www.ethics.state.tx.us/whatsnew/elf_info_form1295.htm. The form must then be printed, signed, and filed with the CCRTA. For more information, please review the Texas Ethics Commission Rules at https://www.ethics.state.tx.us/legal/ch46.html. A Sample Copy of Form 1295 has been provided for reference only.

17.0 NO DIRECT CONTACT WITH THE CCRTA’S BOARD OF DIRECTORS OR

STAFF

Bidders are advised not to contact any CCRTA Board of Director or staff in any manner during this bid process. All communication with the Board should be reserved for public meetings in which this item is properly posted on the agenda, and all communication regarding this IFB must be made through the Procurement Department.

https://www.ethics.state.tx.us/legal/ch46.html

TECHNICAL SPECIFICATIONS

1.0 DESCRIPTION

The Corpus Christi Regional Transportation Authority (CCRTA) is seeking bids from qualified firms for the supply and delivery of lubricants and fluids for use in CCRTA’s transit bus fleet.

Types of Lubricants/Fluids Required:

• Natural Gas Engine Oil

• Engine Coolant/Antifreeze

• Front Wheel Bearing Grease

• Differential/Rear Axle Oil

• Transmission Fluid

The Bidder must submit Specification Information/Data Sheet(s) for each brand and type of lubricant or fluid proposed along with the applicable Safety Data Sheet(s) (SDS), with its bid. Failure to submit the required documentation will result in the bid being deemed non-responsive.

The effective date of the contract is December 13, 2026.

2.0 Background and General Requirements

2.1 CCRTA currently operates approximately 69 Gillig buses. Preventive Maintenance Inspections (PMIs) are performed every 6,000 miles and require approximately 7.0 gallons (28 quarts) of engine oil per bus.

CCRTA’s estimated annual consumption of engine oil is approximately 6,500 gallons. CCRTA’s storage tanks have a maximum capacity of approximately 900 gallons per order.

2.2 CCRTA requires lubricants and fluids capable of meeting the operating demands of intra-city transit service. Each bus may operate up to a minimum of 65,000 miles annually under severe-duty conditions and may operate approximately16-20 hours per day in a high-humidity environment.

2.3 CCRTA evaluates lubricants and fluids used in its fleet based on established quality and performance requirements developed through experience, testing, utilization, and applicable Original Equipment Manufacturer (OEM) requirements. The specifications are not intended to restrict competition to a particular manufacturer or brand. Bidders may propose products manufactured by any manufacturer, provided the proposed products meet or exceed all specified requirements.

All lubricants and fluids furnished under this IFB must meet the applicable OEM specifications and requirements for the CCRTA’s fleet, including the requirements applicable to the Cummins ISL CNG engines and Allison 3000 Series transmissions in CCRTA’s fleet. The Bidder must submit the applicable OEM compliance documentation specified in Sections 3.0, 4.0, and 6.0 for the products proposed.

The Bidder must submit a Specification Information/Data Sheet and applicable SDS for each brand and type of product proposed with its bid.

2.4 CCRTA reserves the right to test or evaluate any lubricant or fluid furnished under the Contract to verify compliance with the requirements of this IFB.

If a furnished lubricant or fluid is determined to be defective, non-conforming, contaminated, improperly formulated, or otherwise fails to meet the requirements of this IFB, and such condition causes or contributes to damage or failure of a vehicle, engine, component, or subcomponent, the Contractor will be responsible, to the extent permitted by the Contract and applicable law, for the costs associated with investigating and correcting the condition and repairing any resulting damage.

All lubricants and fluids furnished under the Contract must meet or exceed all ASTM, API, SAE, OEM, and other industry standards specified herein, including TES 668, API CK-4, Cummins CES 20092, and Cummins Engineering Standard 14603, as applicable to each product.

3.0 NATURAL GAS ENGINE OIL

3.1 Natural gas engine oil must meet or exceed the following minimum requirements:

• Viscosity Grade: SAE 15W-40

• API Classification: CK-4

• Applicable operating temperature: Above 14°F

• Cummins Specification: CES 20092

• Application: Natural gas-fueled engines

The Bidder must submit documentation issued by Cummins Inc.

confirming that the specific Natural Gas Engine Oil proposed meets Cummins CES 20092. Compliance with API CK-4 alone will not be considered sufficient.

The use of non-approved or non-conforming lubricants may result in damage to the engine and may affect applicable manufacturer warranty coverage. The Contractor will be responsible for any resulting damage or costs to the extent provided in the Contract and applicable law.

3.1.1 Engine Application

The natural gas engine oil must be suitable for use in stoichiometric and/or lean-burn CNG/LNG spark-ignited engines, as applicable to CCRTA’s fleet.

3.1.2 Performance

The engine oil must provide oxidation control and deposit protection suitable for the high thermal loads associated with natural gas engine operation.

3.1.3 Versatility

While tailored for natural gas, this oil is also suitable for use in certain diesel and gasoline engines, making it ideal for mixed fleets.

3.1.4 Compatibility

The engine oil must be compatible with applicable engine emission-control systems and components installed on CCRTA’s fleet such as Exhaust Gas Recirculation (EGR) systems and Three-Way Catalysts.

4.0 ENGINE COOLANT/ANTIFREEZE

4.1 Engine coolant/antifreeze will be used in the radiators, hoses, heater coils, and transmission coolers.

The proposed engine coolant/antifreeze must meet or exceed the following minimum requirements:

• ASTM D4985

• ASTM D6211

• Cummins Engineering Standard 14603

The Bidder must provide a letter from Cummins documenting product compliance with the above specification requirements.

5.0 FRONT WHEEL BEARING GREASE

5.1 Front wheel bearing grease must meet or exceed the following minimum

• Type: High-Pressure Lithium Grease

• NLGI Grade: 2

• ASTM D217

• ASTM D937

6.0 TRANSMISSION FLUID

6.1 CCRTA’s bus fleet currently consists of buses equipped with Allison 3000 Series transmissions. The transmission fluid furnished under this Contract must meet or exceed the current Allison Transmission TES 668 specification and must be approved by Allison Transmission.

The Bidder must provide a letter from Allison Transmission documenting product compliance with the above specification requirements.

The Contractor must not furnish a transmission fluid that is not approved for use with Allison 3000 Series transmissions installed in CCRTA’s fleet.

Any resulting damage, loss of warranty coverage, or other cost attributable to the use of a non-approved transmission fluid will be the responsibility of the Contractor, to the extent permitted by the Contract and applicable law.

7.0 DIFFERENTIAL/REAR AXLE OIL

7.1 Differential/rear axle fluid must meet or exceed the following minimum

• Viscosity Grade: SAE 85W-140

• API Classification: GL-5

• SAE J2360

• Meritor Specification 076-A

8.0 PRICING

The Contractor will furnish products on a fixed price basis, subject to price adjustments as outlined below:

8.1 Price Adjustments

Any price adjustment must be requested in writing and supported by documentation demonstrating the actual increase in the Contractor's cost.

No price adjustment will become effective unless approved in writing by CCRTA. Approved increases will not exceed the documented increase applicable to the product. CCRTA reserves the right to require corresponding price reductions when documented manufacturer or supplier pricing decreases.

Price adjustments may be considered during the contract term, provided the Contractor documents the need for adjustments. Documentation must include at least one of the following:

• Manufacturer Price Lists: Updated manufacturer price lists showing previous and current product prices since the contract’s effective date.

• Supplier Invoices: Recent supplier invoices showing increased product costs since the contract’s effective date.

• Official Price Notifications: Official communication from the manufacturer or supplier showing a price increase.

8.2 Quantities

The quantities shown in the Line Items Price Schedule are approximate quantities only. Actual usage may be more or less than the quantities shown for the term of this contract.

9.0 DELIVERY REQUIREMENTS

9.1 The Contractor will deliver all orders placed by CCRTA within two (2) business days after receipt of the applicable Purchase Oder or Purchase Order release.

If the required delivery date cannot be met, the Bidder must state its best delivery timeframe by completing and submitting the Alternative Delivery Timeframe Form (Exhibit 1) in PlanetBids in the corresponding section.

Delivery will be made FOB Destination between the hours of 8:00 a.m.

and 5:00 p.m., Monday through Friday, to :

CCRTA Operations Facility - Maintenance Shop Bay #18 5658 Bear Lane Corpus Christi, TX 78405

The Contractor will coordinate deliveries with CCRTA personnel as necessary to ensure that deliveries can safely be received and unloaded.

9.2 The Contractor will be responsible for transporting and delivering the ordered products and when applicable, filling CCRTA’s bulk storage tanks at the Maintenance Shop.

A CCRTA representative must be present at time of delivery and filling of bulk storage tanks. Delivery can be made by bulk delivery truck or barrels, as appropriate for the product and quantity ordered.

The Contractor must comply with all applicable federal, state, and local laws, regulations, codes, and requirements governing the transportation, handling, storage, and delivery of the products.

9.3 If the Contractor fails to meet the required delivery schedule, CCRTA reserves the right to purchase the required products from another source in accordance with Section 16 - Substitute Suppliers of the Standard Supply Agreement terms and conditions.

10.0 PACKING AND DOCUMENTATION

10.1 The Contractor must package, label, transport, and deliver all products in accordance with applicable laws, regulations, manufacturer requirements, and generally accepted industry practices.

10.2 Each delivery must be accompanied by a detailed delivery receipt or manifest identifying at a minimum:

• CCRTA Purchase Order number or release number

• Product name and description

• Manufacturer and product number, as applicable

• Unit of measure

• Delivery date

The delivery receipt must be signed by authorized CCRTA personnel upon receipt of the products.

11.0 PRODUCT AND GENERAL REQUIREMENTS

11.1 The Contractor must furnish the products identified in its bid, including the manufacturer and specific product name, description, product code/material number, or identifier used to clearly define and identify the product upon which its bid is based.

11.2 All items provided under Sections 3.0 through 7.0 must meet or exceed the applicable specifications and industry standards established by this IFB.

11.3 The Contractor must provide a current Safety Data Sheet (SDS) for each applicable product with each delivery. CCRTA’s Shipping and Receiving Department will not accept any product or material without the required

SDS.

11.4 Every delivery must include all appropriate supporting documentation to ensure compliance with safety and regulatory requirements.

12.0 DISCREPANCIES

12.1 CCRTA may reject products that do not conform to the Purchase Order, this IFB, the Contractor’s bid, approved product documentation, or applicable specifications.

12.2 CCRTA will not be responsible for accepting products delivered in incorrect quantities or products that are damaged, contaminated, improperly labeled, or otherwise nonconforming.

12.3 The Contractor will, at no additional cost to CCRTA, promptly replace or correct any non-conforming products, including products delivered in incorrect quantities.

12.4 All costs associated with the correction, replacement, return, transportation, disposal or other handling of non-conforming products will be borne by the Contractor.

STANDARD SUPPLY AGREEMENT TERMS AND CONDITIONS

1. TERM.

The term of this Supply Agreement will be for the period specified in the Invitation for Bids.

2. DESCRIPTION – SALE OF GOODS.

The Contractor will transfer and deliver to the CCRTA and the CCRTA will pay for and accept all the CCRTA’s requirements during the referenced term of the Agreement for all the items listed and described in the bid documents. Quantities shown are merely estimates and do not obligate the CCRTA to order or accept more than the CCRTA’s actual requirements during the period of this Agreement, nor do the estimates limit the CCRTA from ordering less than its actual needs during the period of this Agreement, subject to availability of appropriated funds.

3. CONTRACTOR TO PACKAGE GOODS.

The Contractor will package all goods in accordance with good commercial practice. Each shipping container will be clearly and permanently marked as follows: (a) the Contractor’s name and address; (b) CCRTA’s name, address, and Purchase Order (c) Container number and total number of containers, e.g., box 1 of 4 boxes; and (d) the number of the container bearing the packing slip. The Contractor will bear the cost of packaging unless otherwise provided. Goods will be suitably packed to secure the lowest transportation costs and to conform with the requirements of common carriers and any applicable specifications. The CCRTA’s count or weight will be final and conclusive on shipments not accompanied by packing lists.

4. TAX EXEMPTION

CCRTA is a political subdivision of the State of Texas and is exempt from applicable state and local sales and use taxes except for contracts for improvements to real property under the Texas Tax Code with political subdivisions of the State of Texas.

5. NO SHIPMENTS UNDER RESERVATION.

The Contractor is not authorized to ship the goods under reservation and no tender of a bill of lading will operate as a tender of goods.

6. TITLE AND RISK OF LOSS.

The title and risk of loss of the goods will not pass to CCRTA until it receives and takes possession of the goods at the point or point of delivery. The terms of this Agreement are “no arrival, no sale.”

7. PURCHASE ORDER.

CCRTA will exercise its right to specify time, place, and quantity to be delivered in the following manner: The CCRTA’s Procurement Department will send the Contractor a Purchase Order. The Purchase Order will refer to this Supply Contract and will specify item, quantity, delivery date, shipping instructions and receiving address of the ordering department or division. The CCRTA will have the right to inspect the goods at delivery prior to acceptance.

8. DEFAULT IN ONE INSTALLMENT TO CONSTITUTE TOTAL BREACH.

Each delivery is part of the whole Contract, and a breach involving any delivery may constitute a breach of the entire Contract if the nonconformity substantially impairs the value of the Contract as a whole. CCRTA may require the Contractor to promptly replace or correct any defective or non-conforming products at no additional cost to CCRTA, without waiving any other rights or remedies available under the Contract.

9. NO REPLACING DEFECTIVE TENDER.

If any products furnished under the Contract are defective or non-conforming, CCRTA may require the Contractor to promptly correct or replace the products at no additional cost to CCRTA. Any correction or replacement will not waive CCRTA's right to pursue any other remedies available under the Contract or applicable law, including remedies for damages resulting from the defective or non-conforming products.

10. INVOICES AND PAYMENTS.

The Contractor must submit invoices electronically to Accountspayable@ccrta.org after each shipment of lubricants or fluids. Each invoice must include the Contractor’s name, billing address, and contact information; a unique invoice number; the applicable Purchase Order or Purchase Order release number;

itemized products, quantities, units of measure, and unit prices; applicable prices under the Contract or Line Items Price Schedule; applicable taxes, surcharges, and other charges identified separately; the total invoice amount; the delivery date and delivery location; and signed proof of delivery. The Bill of Lading (BOL) will serve as the official record of the products and quantities delivered. For bulk deliveries, the Contractor must provide a meter ticket showing the quantity delivered as recorded by the delivery truck meter. A freight waybill must be provided for third-party freight deliveries, when applicable. Invoice quantities and charges must correspond with the quantities documented on the signed BOL or applicable meter ticket.

Payment Terms: Valid and undisputed invoices shall be payable Net 30 days from the invoice date. Payments shall be made electronically by ACH. The Contractor shall apply each payment to the specific invoice(s) for which payment is made.

mailto:Accountspayable@ccrta.org

Invoice Disputes and Adjustments: CCRTA reserves the right to review Contractor payments and recover overcharges identified through internal reviews or independent audits. The Contractor must respond to any disputed invoice within ten (10) business days of notification by CCRTA. Payment of a disputed invoice will be made within ten (10) business days after the dispute has been resolved and accepted by CCRTA. Late charges will not apply to disputed invoices unless payment has not been made within ten (10) business days after resolution of the dispute. Any billing error or adjustment must be corrected by the Contractor through submission of a revised invoice reflecting the correct charges.

11. WARRANTY-PRICE.

The prices paid by CCRTA will be the unit prices established in the Contractor's accepted Line Items Price Schedule, subject only to price adjustments approved by CCRTA in accordance with Section 8.1 of the Technical Specifications. No additional charges or price adjustments will be permitted unless authorized in writing by CCRTA.

12. WARRANTY-PRODUCT.

All lubricants and fluids furnished under this Contract must be new, unused, of good quality, free from defects in materials and workmanship, and conform to all applicable specifications and requirements of the Contract Documents.

All lubricants and fluids furnished under this Contract must be covered by the manufacturer’s applicable warranty, if any. The Contractor will honor and facilitate all applicable manufacturer warranty claims and, at no additional cost to the CCRTA, promptly replace any defective or nonconforming product during the applicable warranty period.

13. WARRANTY-SAFETY.

The Contractor warrants that the product sold to the CCRTA will conform to the standards promulgated by the U.S. Department of Labor under the Occupational Safety and Health Act (OSHA). In the event the product does not conform to OSHA standards, the CCRTA may return the product for correction or replacement at the Contractor’s expense. In the event the Contractor fails to make the appropriate correction within a reasonable time, correction may be made by the CCRTA at the Contractor’s expense.

14. WARRANTY-INFRINGEMENTS.

The Contractor agrees to ascertain whether goods manufactured in accordance with the specifications will give rise to the rightful claim of any third person by way of infringement or the like. If the Contractor is of the opinion that an infringement or the like will result, it will notify the CCRTA to this effect in writing within two weeks after signing of this Agreement. If the CCRTA does not receive notice and is subsequently held liable for infringement or the like, the Contractor will indemnify

CCRTA for any damages due to such claim. If the Contractor in good faith ascertains that delivery of the goods in accordance with the specifications will result in infringement or the like, this Agreement will be null and void except that the CCRTA will pay the Contractor for the reasonable cost of its search as to infringements.

15. ESTIMATED QUANTITIES.

The estimated quantities noted in the Line Items Price Schedule are approximate.

These quantities are to be used only for the comparison of prices and the award of this Contract and are based on past and projected usage. The Contractor agrees and understands that the actual quantities to be utilized are within the sole and absolute discretion of the CCRTA. Should the actual quantities be greater or lesser than the estimates contained in the Line Items Price Schedule, the Contractor agrees that, regardless of the amount of such variance, it will not be the basis for deviating from the quoted unit prices. Further, the Contractor agrees to honor the established unit prices for the duration of this Agreement, subject only to price adjustments approved by CCRTA in accordance with Section 8.1 of the Technical Specifications.

16. SUBSTITUTE SUPPLIERS.

If the Contractor fails to supply the goods to the CCRTA in the amounts requested or fails to furnish replacement goods for any defective merchandise submitted to the CCRTA within five (5) business days from the date of notice, the CCRTA will have the right to purchase from any substitute source the amount of the goods due from the Contractor. The CCRTA will have the right to recover from the Contractor as damages any amount by which the cost of such substituted goods exceeds the contract price which would have been applicable, together with the cost of any incidental expenses reasonably incurred by the CCRTA in making such substituted purchase and the amount of any consequential damages allowable by law. The CCRTA reserves the right to offset such amounts against the price due for any goods subsequently supplied by the Contractor or any other obligations owed to the Contractor.

17. TERMINATION.

The CCRTA will have the right to terminate for default all or any part of this Agreement if the Contractor breaches any of the terms hereof or if the Contractor becomes insolvent or files any petition in bankruptcy. Such right of termination is in addition to and not in lieu of any other remedies which the CCRTA may have in law or equity, specifically including, but not limited to, the right to sue for damages or demand specific performance. The CCRTA additionally has the right to terminate this Agreement without cause by delivery to the Contractor of a “Notice of Termination” specifying the extent to which performance hereunder is terminated and the date upon which such termination becomes effective.

18. ASSIGNMENT-DELEGATION.

No right or interest in this Agreement will be assigned or any obligation delegated by the Contractor without the written permission of the CCRTA.

19. MODIFICATIONS-WAIVER.

This Agreement can be modified or rescinded only by a writing signed by both of the parties. No claim or right arising out of a breach of this Agreement can be discharged in whole or in part by a waiver or renunciation of the claim or right unless the waiver or renunciation is supported by consideration and is in writing signed by the aggrieved party.

20. INTERPRETATION.

This writing is intended by the parties as a final expression of their agreement and is intended also as a complete and exclusive statement of the terms thereof. No course of prior dealings between the parties and no usage of the trade will be relevant to supplement or explain any term used herein, and acceptance of a course of performance rendered under this Agreement will not be relevant to determine the meaning of this Agreement even though the accepting party has knowledge of the performance and opportunity for objection.

21. APPLICABLE LAW.

This Agreement will be governed by the Uniform Commercial Code as adopted in the State of Texas and in force on the date of this Agreement.

22. ADVERTISING.

The Contractor will not advertise or publish, without the CCRTA’s prior consent, the fact that it has entered into this Agreement, except to the extent necessary to comply with proper requests for information from an authorized representative of the federal, state, or local authorities.

23. GRATUITIES.

No gratuities, in the form of entertainment, gifts, or otherwise, will be offered or given by the Contractor, or any agent or representative of the Contractor, to any officer or employee of the CCRTA with a view toward securing a contract or securing favorable treatment with respect to a contract.

24. EQUAL OPPORTUNITY.

The Contractor agrees that during the performance of this Agreement it will:

24.1 Treat all applicants and employees without discrimination as to race, color, religion, sex, national origin, marital status, age, or handicap.

24.2 Identify itself as an “Equal Opportunity Employer” in all help wanted advertising or requests.

The Contractor will be advised of any complaints filed with the CCRTA alleging that the Contractor is not an equal opportunity employer. The CCRTA reserves the right to consider such complaints in determining whether to terminate any portion of this Agreement for which purchase orders or authorities to deliver have not been issued; however, the Contractor is specifically advised that no equal opportunity employment complaint will be the basis for termination of this Agreement for which a purchase order or authority to deliver has been issued.

25. ENFORCEABILITY.

This Agreement will be enforceable in any state court of competent jurisdiction in Nueces County, Texas.

26. NOTICES.

Notices will be given to the parties by delivering or mailing such notices to the addresses set forth in the contract documents, or at such other addresses as the parties may designate to each other in writing.

27. LIABILITY INSURANCE COVERAGE.

The Contractor must maintain and provide, at their own cost, the following insurance coverages for the duration of this Contract, with policy limits no less than the specified amounts:

• Commercial General Liability Insurance: a minimum policy limit of $1,000,000 per occurrence and $2,000,000 annual aggregate.

• Automobile Liability Insurance: a minimum combined single limit of

$1,000,000 per accident and $2,000,000 annual aggregate, covering owned, hired, and non-owned vehicles used in connection with performance of the Contract, including delivery, when applicable.

• Contractual Liability Insurance: this insurance must cover the

Contractor's indemnification obligations as specified within this Contract.

Each insurance policy must meet the following requirements:

• Licensing and Ratings: The insurance companies must be licensed to operate in Texas and have an "A-" or higher rating from the A.M. Best insurance rating guide.

• Additional Insured: The CCRTA must be named as an additional insured on each policy.

• Proof of Coverage: A certificate of insurance proving these coverages must be given to the CCRTA before work begins and must be kept up to date for the entire length of the contract.

• Notice of Changes: The insurance policies cannot be canceled, significantly changed, or left to expire without giving the CCRTA 30 days' prior written notice. The certificate of insurance must include this cancellation provision.

• Policy Copies: The contractor must promptly provide copies of the full insurance policies to CCRTA if requested in writing after the contract is awarded.

28. WORKERS’ COMPENSATION.

The Contractor will always maintain during the term of this Contract at its sole cost and expense workers’ compensation as required by statute and employer’s liability insurance with policy limits of $500,000 containing a waiver of subrogation endorsement waiving any right of recovery under subrogation or otherwise against the CCRTA.

REQUIRED DOCUMENTS FOR BID SUBMITTAL

FOR

IFB NO. 2026-SP-14

LUBRICANTS AND FLUID SUPPLY

The following required documents must be completed, signed, and dated if applicable, and submitted through PlanetBids prior to the deadline listed in this IFB:

Line Items Price Schedule (To be completed within PlanetBids.)

Attachments and Certifications:

• Bidder Responsibility and Eligibility Certification Form (Attachment A),

• Conflict of Interest Acknowledgement and Certification Form (Attachment

B),

• Bidder Information Form (Attachment C).

Exhibit:

• Alternative Delivery Timeframe Form (Exhibit 1) (Only required if Bidder cannot meet the two (2) business day delivery timeframe specified in Section 9.0 Delivery Requirements of the Technical Specifications.)

• Specification Information/Data Sheet(s) on all brand/type of lubricants/fluids proposed

• Safety Data Sheet(s) on all brand/type of lubricants/fluids proposed

• Cummins compliance documentation for the Natural Gas Engine Oil proposed, as required by Section 3.0 of the Technical Specifications;

• Cummins compliance documentation for the Engine Coolant/Antifreeze proposed, as required by Section 4.0 of the Technical Specifications; and

• Allison Transmission compliance documentation for the Transmission Fluid proposed, as required by Section 6.0 of the Technical Specifications.

Note: PlanetBids will not accept your bid until all required documents have been submitted. For PB System™ technical questions, contact PlanetBids Support at 818-992- 1771 or click on the Help Center in the top right corner to access their FAQs. You may also open a support ticket.

Do NOT Alter Any Forms.

Doing so may deem your bid non-responsive.