motor oil 2025.docx

TOWN OF RAMAPO ROCKLAND COUNTY, NEW YORK

* * * BID DOCUMENTS

FOR

PURCHASE OF MOTOR OIL, ANTI-FREEZE, HYDRAULIC OIL AND TRANSMISSION FLUID

* * * TOWN BOARD

MICHAEL SPECHT SUPERVISOR

MICHAEL SADOWSKI, DEPUTY DIRECTOR OF PUBLIC WORKS MONA MONTAL, DIRECTOR OF PURCHASING

NOVEMBER 2025

RFB TOR 41-2025

TABLE OF CONTENTS

RFB TOR 41-2025

PART I

NOTICE TO BIDDERS 3

PART I NOTICE TO BIDDERS

FOR

MOTOR OIL, ANTI-FREEZE, HYDRAULIC OIL AND TRANSMISSION FLUID

1. ADVERTISEMENT

NOTICE IS HEREBY GIVEN that sealed bids will be received by the Town Clerk of the Town of Ramapo, at Ramapo Town Hall, 237 Route 59, Suffern, New York 10901, until NOVEMBER 6TH, 2025 at 11:00 A.M., at which time they will be opened. The proposals shall be for PURCHASE OF MOTOR OIL, ANTI-FREEZE, HYDRAULIC OIL AND TRANSMISSION FLUID, in accordance with specifications as contained in the proposal designated “BID FOR PURCHASE OF MOTOR OIL, ANTI- FREEZE, HYDRAULIC OIL AND TRANSMISSION FLUID”.

Specifications and bid forms may be obtained by visiting “Bidding Opportunities” on the Town of Ramapo web site www.ramapo- ny.gov The Town of Ramapo officially distributes bidding documents from the Purchasing Department or through the Hudson Valley Municipal Purchasing Group’s regional bid notification system. Copies of bidding documents obtained from any other source are not considered official copies. Only those vendors who obtain bidding documents from either the Purchasing Department or the regional bid notification system are guaranteed to receive addendum information if such information is issued.

The Town reserves the right to waive any informalities or reject any or all proposals should the best interest of the Town thereby be promoted.

Consistent with federal mandates, bids are solicited from any, and all parties including but not limited to minority businesses and enterprises operated and conducted by women.

No bidder may withdraw his/her/its proposal within forty-five

(45) days after the date set for the opening therefor, but may, Withdraw, his/her/its proposal at any time prior to the scheduled date for the opening of proposals.

BY ORDER OF THE TOWN BOARD OF THE TOWN OF RAMAPO, ROCKLAND COUNTY, NEW YORK

Mona Montal Director of Purchasing

OCTOBER 2025

2. RECEIPT OF BIDS

(a) The Town of Ramapo, Rockland County, New York, herein called the "Owner", invites proposals on the forms attached hereto. All blanks must be filled in appropriately. Proposals shall be received by the Owner at Ramapo Town Hall, 237 Route 59, Suffern, New York 10901, until NOVEMBER 6TH, 2025 at 11:00 A.M., at which time they will be opened. The envelopes containing the proposals must be sealed, addressed to the Town Clerk, Town of Ramapo, 237 Route 59, Suffern, New York 10901, and be designated as “BID FOR PURCHASE OF MOTOR OIL, ANTI-FREEZE, HYDRAULIC OIL AND TRANSMISSION FLUID”.

(b) The Owner may consider informal any bid not prepared and submitted in accordance with the provisions hereof. Owner reserves the right to waive any minor informalities in or reject any, and all proposals. Any bid may be withdrawn prior to the scheduled date and time for the opening of proposals. Any bid received after the time and date specified will not be considered. No bidder may withdraw a bid within forty-five days (45) after the actual date of the opening thereof.

3. PREPARATION OF BID

(a) Proposals must be submitted on the prescribed form. All blank spaces for bid prices must be filled in, typewritten or in ink, with the unit price for the item or the lump sum for which the proposal is made. No bid will be accepted which contains any changes, additions, omissions, or erasures.

(b) All proposals must be submitted in sealed envelopes bearing on the outside the name of the bidder, his/her/its address, and the name of the project for which the bid is submitted. If forwarded by mail, the sealed envelope containing the proposal and marked as directed above, must be enclosed in another envelope addressed as specified in Part III hereof, entitled “Bid”, preferably by Certified Mail.

4. DIVISION OF PURCHASE

All the contracts may be awarded for a single unit or for all units as the best interests of the Owner may direct.

5. QUALIFICATIONS OF BIDDER

(a) Only qualified bidders who have adequate experience, finances, equipment, and personnel will be considered in making awards, based upon qualifying data submitted with the bid proposal.

(b) The Owner may make such investigations as the Owner deems necessary to determine the ability of the bidder to deliver the products. The bidder shall furnish to the Owner all such information and data for this purpose as the Owner may request. The Owner reserves the right to reject any proposal if the evidence submitted by, or investigation of, such bidder fails to satisfy the Owner that such bidder is properly qualified to carry out the obligations of the Contract and to complete the work described therein. Conditional bid proposals will not be accepted.

WITH RESPECT TO THE INSURANCE FOR WHICH THE TOWN IS DESIGNATED AS AN ADDITIONAL INSURED, THIS INSURANCE WILL BE PRIMARY TO THE TOWN

6. ADDENDA AND INTERPRETATIONS

No interpretation of the meaning of the Specifications will be made to any bidder orally. Each, and every request for interpretation shall be in writing and addressed to the Director of Purchasing. All requests shall be submitted at least five (5) days prior to the date fixed for the opening of proposals. Any, and all such interpretations and any supplemental instructions will be in the form of written addenda to the Proposal, which, if issued, will be mailed to all prospective bidders (at the respective addresses furnished for such purpose) not later than three (3) days prior to the date fixed for the opening of proposals. Failure of any bidder to receive any such addendum or interpretation shall not relieve any bidder from any obligation under his/her/its proposal submitted. All addenda so issued shall become part of the Contract Documents.

7. FEDERAL AND STATE LAWS AND REGULATIONS

The Bidder’s attention is directed to the fact that all applicable federal, State and municipal laws and rules and regulations shall apply to the Contract throughout, and they are deemed to be included herein the same as though herein written in full.

8. AWARD OF CONTRACT

(a) An award will be made to the lowest responsible and responsive bidder or bidders. However, the Owner reserves the right to waive any minor informalities in and reject any or all bids, or to make an award to other than the low bidder or to advertise for new proposals, if, in the opinion of the Town Board, the best interest of the Owner will thereby be promoted.

(b) The items to be purchased as indicated in the bid specifications is not guaranteed. The Owner reserves the right to delete any items it deems unnecessary.

(c) Any conditions set forth in the bid will be deemed a counter-offer and may render the bid non-responsive.

(d) Acceptance by the Owner of a bid shall constitute a Contract between the Owner and the successful bidder.

9. OBLIGATION OF BIDDER

At the time of the opening of bid, each bidder will be presumed to have read, and to be thoroughly familiar with the Specifications (including all Addenda). The failure or omission of any bidder to receive or examine any form, instrument, or document, shall, in no way relieve any bidder from any obligation with respect to his/her/its bid.

10. CONVICTION OF A CRIME

If the Contractor, any officer, director or any party holding a controlling interest (defined as five (5%) percent or more, or in the case of a corporation any stockholder owning five (5%) percent or more of the outstanding shares) is convicted of a crime, excluding Class B and Unclassified Misdemeanors (as defined under the New York State Penal Law and its equivalent in any sister state or under Federal Law) related to the subject matter of this Agreement or if a related or affiliated company, partnership or corporation is convicted of a crime, excluding Class B and Unclassified Misdemeanors (as defined under the New York State Penal Law and its equivalent in any sister state or under Federal Law) related to the subject matter of this Agreement, after this Agreement is fully executed, the Town shall have the right to terminate this Agreement without penalty. An “affiliated company” as used herein means any affiliate which is a partnership, corporation, proprietorship, association or similar entity, an “affiliate” means any individual partnership, corporation, proprietorship, association or similar entity, an “affiliate” means any individual partnership, corporation, proprietorship, association or other entity (I) in which a fifty (50%) percent or greater ownership interest (as defined below) is directly or indirectly held by the proposer or any of its management personnel (as defined below) or directors, (ii) which directly or indirectly holds fifty (50%) percent or more of the ownership interest in the proposer, (iii) in which an aggregate twenty (20%) percent or greater ownership interest is directly or indirectly held by one or more shareholders (or partners or proprietors, in the case of a partnership or proprietorship) which or who in the aggregate hold a twenty (20%) percent or greater ownership interest in the proposer, or (iv) which, whether by contract or otherwise, directly or indirectly, controls, is controlled by or is under common control with the proposer. An “ownership interest” means the ownership, whether legally or beneficially, of the stock of or assets employed by a corporation, of a partnership interest in or assets employed by a partnership or of a similar interest in or assets employed by any other entity. “Management personnel” means executive officers and all other persons, whether, or not officers or employees, who perform policy-making functions similar, to those of executive officers.

PART II GENERAL SPECIFICATIONS

1. Delivery shall be within five (5) business days of advice of an actual order from the Director of Purchasing of the Town of Ramapo to the successful bidder. The Town of Ramapo may require a twice weekly delivery.

2. The Town of Ramapo is exempt from all Federal and State Taxes and such taxes must not be included in the Bid price.

3. All prices shall be net, FOB Town of Ramapo.

4. Contract payments cannot be processed until the contract items have been delivered in a satisfactory condition. Payment will be based on an invoice used in the supplier’s normal course of business. However, such invoice must contain sufficient information, including, but not limited to, the person and department that placed the order, the purchase order number, invoice date, description of material, quantity, price per unit, extended price, and invoice total.

5. In the event the successful bidder fails to deliver required items in good order within the time frame allowed, the Town of Ramapo reserves the right to purchase the product elsewhere, and any excess cost of the Town of Ramapo will be absorbed by such delinquent successful bidder.

6. The period of this contract will be for one (1) year from execution of the Contract between the Town and the successful bidder.

7. The delivery locations are various departments located within the Town of Ramapo.

8. The quantities listed are estimates only based on requirements submitted to the Purchasing Department

9. The Town reserves the right to extend any contract issued based on this specification, under the same terms and conditions for a one (1) year period from date of expiration, provided such extension is mutually agreeable to both the Town and the contractor.

PART III TOWN OF RAMAPO

BID

Opening Date: Time:

RFB TOR 27-2024 MOTOR OIL

Location: Town of Ramapo Town Hall 237 Route 59 Suffern, New York 10901 NOTICE: Bids must be made on this form. In-order to avoid "non-responsiveness" there must remain annexed hereto upon submis- sion of the bid all, the Contract Documents. In addition, one copy of each addendum received by bidder must be annexed hereto upon the submission of this bid.

TO THE TOWN OF RAMAPO:

C. The undersigned hereby designates the following office as the office for the purpose of receiving any written notice permit- ted or required to be served upon the contractor by any provision of the Contract Documents, including, without limitation, Notice of Award of the Contract:

* Strike the two inapplicable capacities. If the bidder is a foreign corporation, it must agree to accept service of process as provided herein (see paragraph E).

** This information must be supplied by bidders, corporate and otherwise and shall include the bidder's telephone number.

D. (Paragraph’s "D" and “E” shall bind only those corporate bidders that are not organized and existing under the laws of the State of New York). If bidder is a foreign corporation, bidder must submit a certificate that it is authorized to do business in the State of New York and in the County of Rockland.

E. The undersigned, a foreign corporation, agrees as follows:

RFB TOR 27-2024 MOTOR OIL

That personal service of process in any action, suit or proceeding instituted by the Town against the undersigned on or in connection with this Bid or the Contract may be made by registered special delivery mail addressed to the undersigned at the address referred to hereinabove in paragraph 2 of this Bid, unless a different address within the State of New York be specified below, in which event service as aforesaid may be made only at the address specified below or at such other mailing address within the State of New York as is substituted therefor by the undersigned by notice in writing to the Town.

F. By submission of this bid, the undersigned and each person signing on behalf of the undersigned certify, under penalty of perjury, that:

(1) The prices in this bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other bidder or with any competitor

(2) Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the undersigned and will not knowingly be disclosed by the undersigned prior to opening, directly or indirectly, to any other bidder or to any competitor

3) No attempt has been or will be made by the undersigned to induce any other person, part- nership or corporation to submit or not submit a bid for the purpose of restricting competition.

(4) That no officer, agent, or employee of the Owner is personally interested directly or indirectly in the Contract or the compensation to be paid thereunder, and

(5) That no representation, statement, or statements, oral or in writing, has induced him to enter in-to the Contract excepting only those contained in the Contract Documents or made part hereof by its terms.

G. I hereby acknowledge receipt of the following addenda set forth below, H. It is understood by the undersigned that the quantities set forth in paragraph "I" (Price Schedule) are solely for the purpose of facilitating the comparison of bidder proposals and that the Contractor's compensation will be computed on, the basis of actual quantities in the completed work, whether such actual quantities be more or less than the quantities shown in the schedules.

I. It is understood by the undersigned that the quantities set forth in paragraph "I" (Price Schedule) are solely for the purpose of facilitating the comparison of bidder proposals and that the Contractor's compensation will be computed on, the basis of actual quantities in the completed work, whether such actual quantities be more or less than the quantities shown in the schedules.

Addendum No. Date of Receipt

RFB TOR 27-2024 MOTOR OIL

J. It is understood by the undersigned that the quantities set forth in paragraph "I" (Price Schedule) are solely for the purpose of facilitating the comparison of bidder proposals and that the Contractor's compensation will be computed on, the basis of actual quantities in the completed work, whether such actual quantities be more or less than the quantities shown in the schedules.

SECTION I - PRICE SCHEDULE

Bidder must quote a price on every item listed in the Bidder's proposal sheet which it proposes to furnish. ALL PRICES BID MUST BE FIRM i.e., no price adjustments are permitted.

J. Bidder agrees to submit the following attachment(s) with this proposal. Such attachment(s) shall become a part of the con- tract.

(1) Sworn statement as ability to deliver, including experience, technical ability and organization, consisting of sheet(s) Bidder's failure to submit the attachment(s) required under Paragraph J may render the bid proposal non-responsive.

K. The offer made by the foregoing shall be irrevocable for forty-five (45) days or such greater period after the date on which the Town opens the same as set forth in paragraph 1 of the Invitation to Bid.

L. Vendor does hereby certify that no officer, director, or any party holding a controlling interest (defined as five (5%) percent or more, or in the case of a corporation any stockholder owning five (5%) percent or more of the outstanding shares) has been convicted of a crime, excluding Class B and Unclassified Misdemeanors (as defined under the New York State Penal Law and its equivalent in any sister state or under Federal Law).

IN WITNESS WHEREOF, the undersigned has caused this Bid to be signed and delivered as of the date first herein set forth and agrees to perform the work in accordance with the terms and conditions of the Contract and award the same.

DATE: ATTEST:

(Legal name of Corporation, Individual or Firm and any d/b/a name) By: (Name and Title)

Secretary

(Address)

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