June 9, 2026

NOTICE TO BIDDERS

ADDENDUM NO. 1: BID MODIFICATIONS AND Q & A

ITB UD-26-337

PETROLEUM PRODUCTS

This addendum changes and supersedes the language in the original ITB. Please acknowledge receipt of this addendum by signing and submitting with your bid. Any bidder who fails to submit this addendum may be disqualified.

As of June 9, 2026:

The following sections shall be modified:

Notice Inviting Bids:

Submittal Instructions (page 4) Bid Due date is extended to Friday, June 19, 2026, by 11:00 AM

DEADLINES DATE TIME

Question Submittal June 4, 2026 11:00 AM

Answers to be posted on Long Beach Buys under Bid invitation

June 9, 2026 3:00 PM

Bid Due June 19, 2026 11:00 AM

General Specifications:

Section D. Bid Bond (page 13) Not Applicable.

Section E. Notarial Acknowledgement Required with Bonds (page 13) Not Applicable.

Section G. Award of Contract (page 14)

LBPUD may award a single contract embracing all Bid items or separate contracts each embracing one or more Bid items or include or exclude Bid items from the Contract if LBPUD believes it is in their best interest.

Bidder’s Bond (page 38) Not Applicable.

The following are answers to questions submitted:

Question 1. Who is the incumbent?

Answer 1. There is no direct prior contract or incumbent vendor for this solicitation.

Question 2. To be considered for award, do all products have to be bid upon?

Answer 2. Vendors may bid on select items. Official pricing must be submitted electronically on the Line Items tab within Long Beach Buys to be considered.

Question 3. Does LBPUD intend to award to more than one bidder?

Answer 3. See above modified sections to original ITB. While LBPUD reserves the right to award a single contract embracing all items, it also explicitly retains the right to split award and issue contracts to multiple bidders for select items.

Question 4. Are we to include appliable CA Recycling Fees and CA Lubes Assessment Fees within the product unit price?

Answer 4. The submitted electronic unit price shall include all associated oil, lubes, and recycling fees.

Question 5. Regarding the Bid Bond, Cashier’s Check or Certified Check, what amount is requested to represent 10%?

Answer 5. See above modified sections to original ITB.

Question 6. Why a Bid Bond for an oil bid? No one has this requirement, City, County, State and Federal.

Answer 6. See above modified sections to original ITB.

Question 7. Is this bid All or None for the items?

Answer 7. This solicitation is not “all-or-none” for the items.

Question 8. We are state certified vendors, also DBE and Sams, also VOSB. Do any of this count for a preference?

Answer 8. State certifications do not provide competitive price preferences or evaluation discount under this solicitation.

Question 9. Would LBPUD consider extending this bid out a few weeks?

Answer 9. See above modified sections to original ITB. The Bid Due date has been extended by one week to accommodate the additional time required to prepare and submit proposals. The revised deadline for electronic submission is now Friday, June 19, 2026, at 11:00 AM PT.

Question 10. Can LBPUD provide more clarification on how the Local Preference will be evaluated on the bid tabulations?

Answer 10. Refer to General Specifications section L. Local Preference on ITB page 15.

Qualified local businesses will have their bid price reduced by 10% solely for evaluation purposes to determine the lowest responsible bid. If selected, the actual contract award and payments will be based upon your original actual bid price, not the reduced evaluation price.

Question 11. Can you please advise qualifying for the local preference. Does your company need to reside in the City of Long Beach only?

Answer 11. Refer to General Specifications section L. Local Preference on ITB page 15. To qualify a company must maintain its principal place of business in a fixed location within the city limits of Long Beach. Bidders must explicitly select this preference on Attachment V and submit copies of a current Long Beach business license and a valid California seller’s permit reflecting that Long Beach address.

Question 12. Can you please confirm the local vendor will be given a 10 percent discount on their bid total. But in terms of dollars, you will only give up to $50,000.00 dollars, toward the total dollar amount. Please provide clarification.

Answer 12. Refer to General Specifications section L. Local Preference on ITB page 15. A qualified local vendor may receive a preference of up to 10 percent on their bid. However, the total dollar value of that preference is capped at fifty thousand dollars, even if 10 percent of the bid amount would exceed that cap.

Question 13. Will vendors need to bid on all line-items to be considered responsive. Or can vendors bid on some item instead of all. Please advise.

Answer 13. See Question 2.

Question 14. Will any portion of this bid require notarizing documents. Please advise.

Answer 14. See above modified sections to original ITB.

Question 15. Can you please advise how long you will hold the bond or cashier’s check for.

Answer 15. See above modified sections to original ITB.

Question 16. Please confirm you can submit either a bond or a cashier’s check. One or the other to be responsive.

Answer 16. See above modified sections to original ITB.

Question 17. Please confirm the bid price submitted. Must be inclusive of all applicable fees, delivery charges, all oil fees, and taxes and “Sales tax. Please confirm all taxes and fees and sales tax must be inclusive in the bid price.

Answer 17. Refer to General Specifications section F. Contract Prices on ITB page 13 and Detailed Specifications section P. Sales Tax on ITB page 22. Bid prices shall include all applicable fees and delivery charges, except Sales taxes and Federal taxes. Costs not listed in your initial price quote cannot be added later to invoices. Sales tax must be itemized separately on invoices.

Question 18. Will LBPUD consider price adjustments. That could be increase as well as decreases.

Answer 18. Refer to General Specifications section A. Contract Period on ITB page 13. Unit pricing must remain firm for the initial 12 months duration of the contract. Manufacturer price increases will not be allowed or paid. Price adjustments are only considered if LBPUD elects to exercise a 1-year contract extension, at which point the vendor must submit proposed increases for approval 90 days prior to expiration, capped by the maximum percentages defined in Bid Form section C. Terms of Extension on ITB page 28.

Question 19. Can you advise who is the current incumbent for your oil contract.

Answer 19. See Question 1.

Question 20. Can you provide the prior bid totals from your prior contract.

Answer 20. See Question 1.

Question 21. Was there a local vendor for the prior contract you have.

Answer 21. See Question 1.

Question 22. Will vendors have to submit insurance with their bid.

Answer 22. Refer to General Conditions section 31 on ITB page 10. No, not at the time of the bid submittal. However, immediately upon notification of award, the successful bidder will be required to submit Certificate of Insurance before any work or delivery begins.

Question 23. Can you please provide more clarification on product data sheets, material data sheet, and mechanical drawings.

Answer 23. Refer to Detailed Specifications section D. Data Required of Bidder on ITB page 19.

Bidders must submit detailed manufacturer documentation including but not limited to product data sheets, material data sheets, and/or any relevant drawings or documentation of the items listed. Vendors will need to request data sheets directly from the manufacturers.

Question 24. Please advise how often do you have rush deliveries. And how much are you currently paying for rush deliveries.

Answer 24. See Question 1. Refer to Bid Form section D. Required Data on ITB page 29.

Bidders to stipulate a flat rate for rush charge on Bid Form Section for orders required within 1-2 business days.

Question 25. Will LBPUD accept drum deposit fee. On the drums picked up and return.

Answer 25. Refer to General Conditions section 3 on ITB page 8. No charges for returnable containers, boxing, or packaging will be allowed or paid by LBPUD. The operation requires the contractor to deliver new product drums and simultaneously collect empty drums based on PO release notices.

Question 26. Will LBPUD only order fuel in drums only

Answer 26. This solicitation is strictly for Petroleum Products for oil and lube to be supplied in 55-gallon drums, with grease supplied in standard 14 oz. tubes/cases.

Question 27. Does LBUD have oil tanks on site.

Answer 27. Bulk oil tanks are not utilized.

Question 28. Does LBUD have their own forklift at the delivery sites.

Answer 28. Refer to Detailed Specifications section F. Delivery and Pickup on ITB page 19.

LBPUD employees will handle the unloading at the delivery point. However, vendors must ensure that products are shipped in a transport vehicle configured so that unloading can be easily accomplished using a standard forklift.

Question 29. Will LBUD accept ACH as a form of payment. Due to the delay on check in the mail.

Answer 29. Refer to Detailed Specifications section R. Payment on ITB page 22. Standard payment is made by check, Net 30 days after receipt of a hard copy or electronic invoice following successful delivery and acceptance. LBPUD processes payments through its standard “due course of payments”.

Question 30. Can you please provide more clarification on the Bidder’s Bond page. The verbiage needed on the blank lines.

Answer 30. See above modified sections to original ITB.

Question 31. Can you please provide examples of the following: material data sheet, mechanical drawings.

Answer 31. See Question 23.

Question 32. Can you please provide the annual consumption for each line-item product.

Looking for the yearly gallons for each product for all line items mentioned in the bid.

Answer 32. Refer to Detailed Specifications section A. The Requirement on ITB page 18. Actual purchasing volume throughout the 12-month contract period may fluctuate based on departmental operational needs.

Question 33. Can you please provide on average how many drums are order at a time for all the site locations.

Answer 33. The estimated annual consumption is four 55-gallon drums of oil and lube, and thirty 14 oz. tubes of grease. Each location typically orders one 55-gallon drum of oil and lube, and one case of 14 oz. grease tubes per order.

Question 34. Can you please provide on average how many packages at all the site locations.

Answer 34. See Question 33.

Question 35. On page 19 of the requirement please advise if these are the yearly gallons.

Answer 35. See Question 33.

Question 36. Will deliveries go to one location or multiple locations. Can you please advise of all delivery locations.

Answer 36. Refer to Detailed Specifications section F. Delivery and Pickup on ITB page 19.

There are two delivery locations: LPBUD Treatment Plant and LBPUD OSC Yard.

Question 37. Can you please provide a copy of few delivery tickets and invoices. From your current contract.

Answer 37. See Question 1.

Question 38. Can you please provide current copy of your standard manufacturer warranties for few of your line items.

Answer 38. See Question 1.

Question 39. Please confirm LBPUD will not need any bulk deliveries for contract.

Answer 39. See Question 27.

Question 40. Can you please advise if you want freight included in the unit cost or listed under freight option on Long Beach Buys portal.

Answer 40. Freight charge shall be listed separately from the unit price and entered in the Bid Form Section under Other Charges on ITB page 27.

Question 41. The bid calls for the unit price to be inclusive of freight. But on the Long Beach Buys portal is listed as a separate line tab as well. Please provide clarification on where the freight needs to be added.

Answer 41. See Question 40.

Question 42. The ITB requires a 10% bid bond. Please confirm acceptable surety formats specifically whether a corporate surety bond, certified check, or cashier’s check are acceptable, and to whom the bond should be made payable.

Answer 42. See above modified sections to original ITB.

Question 43. All 26-line items reference API certification requirements. Please confirm whether a current API product approval letter or API-licensed product data sheet is sufficient to demonstrate compliance, and whether documentation must be submitted with the bid or only request after award?

Answer 43. A current American Petroleum Institute (API) product approval letter or product data sheet is sufficient to demonstrate compliance and must be submitted with the bid.

Vendors will need to request documentation directly from API.

Question 44. Will the City accept alternate brand equivalents that meet or exceed all list specifications, or are specific brands/part numbers mandatory for award?

Answer 44. LBPUD will consider alternate brand equivalents provided they meet or exceed the performance specifications, viscosity grades, and base oil standards defined in the line item. Any bidder submitting an alternate brand must upload complete technical spec sheets, safety data sheets, product data sheet, and proof of standard industry testing alongside their submission for evaluation.

Question 45. Will the City consider partial awards by line items, or must a bidder price all 26-line items to be considered responsive?

Answer 45. See Question 2.

Question 46. Please confirm the required coverage limits for Commercial General liability, Automobile Liability, and Umbrella/Excess Liability for this contract?

Answer 46. See Question 22.

Question 47. Please confirm the documentation required to qualify for the 10% local business preference under this solicitation.

Answer 47. See Question 11.

Question 48. What is the standard lead time expectation from PO issuance to delivery, and are there emergency delivery requirements?

Answer 48. Refer to Detailed Specifications section F. Delivery and Pickup on ITB page 19 for delivery details. Deliveries and pickup of product drum shall be made within five (5) business days after release notices in the form of a PO from LBPUD. A rush charge may be applied for orders requested within 1-2 business days.

PREPARED BY:

Tina Kim, Utilities Procurement Representative

ACKNOWLEDGED BY:

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