INVITATION TO BID

26/27-14

MOTOR OIL AND LUBRICANTS

Town of Manchester

Lincoln Center

Manchester, CT 06040

RELEASE DATE: October 15, 2026

DEADLINE FOR QUESTIONS: October 21, 2026

RESPONSE DEADLINE: October 26, 2026, 11:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/townofmanchester https://secure.procurenow.com/portal/%7bproject.government.code%7d

Town of Manchester

INVITATION TO BID

26/27-14

MOTOR OIL AND LUBRICANTS

I. Introduction II. Instructions to Bidders

III. Insurance and Indemnification Requirements IV. Standard Instructions for Supplies, Materials & Equipment V. Project Details

VI. Vendor Submissions VII. Pricing Table

Attachments:

B - Blank IRS Form W-9 Fillable Form

Invitation To Bid #26/27-14 Title: MOTOR OIL AND LUBRICANTS

1. Introduction

1.1. Summary

The Town of Manchester is seeking bids for the purchase of motor oils and lubricants as defined below for the purpose of vehicle and equipment maintenance.

All items bid must meet or exceed the required manufacturer specifications for use in the intended equipment.

Bidders must carry a full line of motor oils and lubricants and be able to supply a minimum of

50% of the products listed on the proposal.

1.2. Contact Information

Cora Narracci

Purchasing Agent

494 Main Street

Purchasing Division

Manchester, CT 06040

Email: cnarracci@manchesterct.gov

Phone: (860) 647-3033

Department:

Public Works

Department Head:

Mark Rizzo

Director

1.3. Timeline

Release Project Date October 15, 2026

Question Submission Deadline October 21, 2026, 4:00pm

Bid Opening Date and Time October 26, 2026, 11:00am https://us06web.zoom.us/j/89621921121?pwd=2u uTJ0GRo23booi0b5HipFyf1aUJc9.1 mailto:cnarracci@manchesterct.gov tel:(860)647-3033 https://us06web.zoom.us/j/89621921121?pwd=2uuTJ0GRo23booi0b5HipFyf1aUJc9.1 https://us06web.zoom.us/j/89621921121?pwd=2uuTJ0GRo23booi0b5HipFyf1aUJc9.1

2. Instructions to Bidders

2.1. INSTRUCTIONS TO BIDDERS

In accordance with the provisions of the Town Charter, sealed proposals will be received not later than the date and time set forth above, for furnishing the commodities and/or services listed herein.

Proposals must be executed in accordance with and subject to instructions and specifications contained herein.

The Town of Manchester is an equal opportunity employer and requires an affirmative action policy for all of its Contractors and Vendors as a condition of doing business with the Town, as per Federal Order

11246. By submitting the Proposal for this bid, all vendors and contractors agree to this condition of doing business with the Town, and should the Town choose to audit their compliance, the vendor agrees to cooperate fully.

2.2. ELECTRONIC BIDDING INFORMATION

Important Instructions for Electronic Submittal

Specifications and bid forms must be obtained online at Town of Manchester Procurement Portal

(opengov.com). The exclusive means by which all prospective bidders may obtain bid packages, direct inquiries, request and receive addenda and supplemental information, and submit bids and proposals, shall be through the Town of Manchester’s OpenGov portal.

Bids may be received up to the deadline date and time listed in the solicitation documents, via the

Town’s e-Procurement Portal. The Town e-Procurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The

Town of Manchester strongly recommends completing your response well ahead of the deadline.

Addenda Notification and Acknowledgement

Addenda Notification: Bidders are required to register for an account via the Town’s e-Procurement

Portal hosted by OpenGov. Once the bidder has completed registration, you will receive addenda notifications to your email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at Town of Manchester Procurement Portal

(opengov.com).

Submitting Questions and Receiving Responses

Bidders shall submit all inquiries regarding this bid via the Town’s e-Procurement Portal. Please note any deadline for submitting inquiries. All answers to inquiries will be posted on the Town’s e-Procurement

Portal. Bidders may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

When applicable, state bids will be considered for this service.

The Purchasing Authority reserves the right to waive any informality or reject any and all bids. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester https://procurement.opengov.com/portal/townofmanchester

Manchester Charter, Code of Ordinances, and Purchasing Guidelines. By bidding on the proposed purchase, the bidder agrees to such terms, provisions and conditions.

An Equal Opportunity/Affirmative Action Employer

2.3. RULES AND REGULATIONS FOR COMPETITIVE BIDDING

These rules and regulations have been adopted by the Board of Directors of the Town of Manchester pursuant to Section 5-22 of the Town Charter. They are standard for all competitive bidding proposals issued by the Town of Manchester, Connecticut for contracts of all types where labor, materials, and necessary equipment to complete work is to be furnished to the Town, where the Town is to purchase supplies, materials, and equipment, where the Town is to sell surplus materials and equipment, or where the Town is to sell real estate. These rules and regulations shall be binding upon all prospective bidders and the Town of Manchester.

2.4. GENERAL RULES

1. The Purchasing Authority may delete or modify any of the instructions to bidders for a particular proposal, indicating such change in the appropriate section of the proposal documents. The Purchasing

Authority may insert special instructions in any special contracts which are subject to competitive bidding.

2. The proposal is signed by the bidder with full knowledge of, and agreement with, the general specifications, conditions, and requirements of this bid. In addition to the bid specifications, all bids are subject to the terms, provisions and conditions of the Manchester Charter, Code of Ordinances, and

Purchasing Guidelines. By bidding on the proposed purchase or service, the bidder agrees to such terms, provisions, and conditions.

3. The Town has transitioned to electronic bidding. Vendors should submit solicitation responses electronically via the Town of Manchester Procurement Portal. Vendors will be asked to register and should do so prior to submitting bid documents.

4.This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

5. Bid prices may not be withdrawn by bidder for 90 days after bid opening.

6. Proposals received later than the time and date specified will not be considered. Amendments to, or withdrawals of bids received later than the time and date set for bid opening will not be considered.

7. All bids shall be opened via a virtual meeting link posted and read aloud. All bids shall be tabulated and copies of said tabulation shall be posted on the website

8. All deliveries of commodities or services hereunder shall comply in every respect with all applicable laws of the Federal Government and/or the State of Connecticut.

9. Purchases made by the Town of Manchester are exempt from payment of Federal Excise Taxes and the Connecticut Sales Tax and such taxes must not be included in bid prices. Federal Excise Tax exemption certificates, if requested, will be furnished.

10. The Bidder, where applicable, shall insert/include the price per stated unit and extend a total price for each item. In the event there is a discrepancy between the unit price and the extension, the unit price will govern. The total cost shall be the sum of the extended prices.

11. Bidders shall, where applicable, submit terms for payment in spaces provided in the proposal form, showing the amount of cash discount which shall apply to bid prices when paid within the stated number of days in the proposal.

12. All inquiries shall be submitted within the time limitations specified in the bid documents and shall be requested via the online portal Q&A. All information given by the Town other than through the

OpenGov portal shall be informal and shall not be binding upon the Town nor shall it furnish a basis for legal action by any bidder or prospective bidder against the Town.

12A. The Town reserves the right to reject any and all bids, to waive technical defects and to make such awards including accepting a bid, although not the low bid, as it deems in its sole discretion to be in the best interest of the Town. The Town reserves the right to reject any bid if the bidder, any officer of the bidder, or any other company owned in whole or in part by any officer(s) of the bidder, is delinquent in the payment of any taxes or fees owed to the Town. The Town reserves the right to require a disclosure statement from the bidder listing the name(s) of all officers of the company.

12B. In the event the Town determines that a contractor is delinquent in any payment due the Town, then the Town may offset the delinquent amount due to the Town against the sums owed the contractor.

13. The Town of Manchester may make such investigation as deemed necessary to determine the ability of the bidder to discharge a contract. The bidder shall furnish the Town with all such information and data as may be required for that purpose. The Town reserves the right to reject any bid if the bidder fails to satisfactorily convince the Town that he is properly qualified by experience and facilities to carry out the obligations of the contract and to satisfactorily complete the work called for herein, or if the bid is conditional in nature.

14. Except where otherwise provided, a contract between the Town and a successful bidder shall consist of the Invitation to Bid, Specifications, Plans, Bid including Proposal form and these Rules and

Regulations. Acceptance by the Town may be by purchase order for the portion of the work awarded to a contractor.

15. All Invitations to Bid shall be publicly advertised in a newspaper having a general circulation within the Town of Manchester, Connecticut.

16. Bids shall be made available on the Town of Manchester Purchasing Web Site via the Bidding site.

17. Alternate bids shall not be accepted unless otherwise specified in the bid documents.

18. Any act or acts of misrepresentation or collusion shall be a basis for disqualification of any bid or bids submitted by such persons guilty of said misrepresentation of collusion. In the event that the Town enters into a contract with any bidder who is guilty of misrepresentation or collusion and such conduct is discovered after the execution of said contract, the Town may cancel said contract without incurring liability, penalty, or damages.

19. In the event that any bidder wishes to protest the potential award of a bid, the bidder must make it’s protest in writing identify the protesting party and the bid number, title and shall include a factual summary of the basis of the protest including any documents that shall be considered and request a conference with respect thereto. Said protest must be received in the Town of Manchester Purchasing

Office, within FIVE (5) business days after the award decision.

20. A conference with respect to said protest shall be scheduled by the Purchasing Authority and shall be attended by the Purchasing Authority or their designee and such other persons as the Purchasing

Division and the Town Manager shall require attend. The subject matter of said conference shall be limited to the reasons for the protest specified in the written request for said conference. Said conference shall also include a discussion of all possibilities for a resolution of dispute. The Town shall make a decision in writing within three (3) business days after said conference and notify protesting bidder.

21. In the event that any protesting bidder wishes to take legal action against the Town, they must first fully comply with all of these Rules and Regulations, including those which have been changed by the

Purchasing Authority pursuant to paragraph 1 herein.

22. Except for special instructions inserted in special contracts by the Purchasing Authority pursuant to paragraph 1 herein, in the event of any conflicts between these Rules and Regulations and the terms and conditions of any document these Rules and Regulations shall prevail.

23. The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty (30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.

24. All Awards shall be made by the Purchasing Authority.

25. The Town reserves the right to purchase additional items as listed in this invitation to bid, at the price herein bid, for a period of up to one (1) year from date of award.

26. Tariff Increases:

The prices set forth in this bid shall be firm and not subject to increase due to any new or increased tariffs, duties, or trade restrictions imposed after the bid submission date, whether by domestic or foreign authorities. The Seller assumes all risk and liability for any such increases and shall not pass on any additional costs to the Buyer unless agreed to in writing in advance.

Should the Seller seek an adjustment due to a material tariff change, the Seller must notify the Buyer in writing within ten (10) business days of the change, providing detailed documentation of the impact.

The Buyer reserves the right to reject any proposed price adjustment or to seek alternative suppliers if an acceptable resolution is not reached.

27. The Town reserves the right to reject bids from companies that have on two or more occasions withdrawn their bids after bids have been opened.

2.5. Bid Opening Information

Bid responses will be received by 11:00 am on Monday, October 26, 2026

Bid openings will be held virtually through Zoom.

ZOOM meeting instructions are as identified in the Introduction Section above.

The virtual bid opening will be exactly the same as a regular bid opening – Purchasing staff will open the bids and read the results out loud. Results are not final until reviewed, tabulations compiled and then posted/distributed to participants. In addition, the requesting department will recommend an award after a complete review of the submissions.

3. Insurance and Indemnification Requirements

3.1. GENERAL CONDITIONS:

Within ten (10) business days of the award or notice, or prior to the start of work, whichever comes first, the contractor will provide, pay for, and maintain in full force and effect the insurance outlined here for coverage’s at not less than the prescribed minimum limits of liability. Such coverage is to remain in force during the life of the contract and for such additional time as may be required, and will cover the contractor/ independent insured’s activities, those of any and all subcontractors, or anyone directly or indirectly employed by any of them, or by anyone for whose acts any of them may be liable. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents, or employees.

A.

Certificates of Insurance: The contractor will give the owner a certificate of insurance completed by a duly authorized representative of their insurer certifying that at least the minimum coverage’s required here are in effect and specifying that the liability coverage’s are written on an occurrence (or claims-made where applicable) form and that the coverage’s will not be canceled, non-renewed, or materially changed by endorsement or through issuance of other policy(ies) of insurance without sixty (60) days advance written notice to the Purchasing Division. Failure of the owner to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the owner to identify a deficiency from evidence provided will not be construed as a waiver of the contractor’s obligation to maintain such insurance. Any failure to comply with reporting requirements and provisions of the policies shall not affect coverage provided to Town, its officers, officials, agents, or employees.

B.

Insurer Qualification: All insurance will be provided through companies authorized to do business in the

State of Connecticut and considered acceptable by the owner. Insurance Companies shall maintain a minimum A.M. Best rating of A-/VIII.

C.

Additional Insured: The policy or policies providing insurance as required, with the exception of professional liability and workers’ compensation, will defend and include the owner, directors, officers, representatives, agents and employees, and where applicable owner’s architects or engineers, as additional insureds on a primary and noncontributory basis for work performed under or incidental to this contract.

D.

Retroactive Date and Extended Reporting Period: Coverage, whether written on a claims made or occurrence basis, shall be maintained without interruption from the date of commencement of the

Work until date of final payment and then extended for an additional three (3) years from date of final payment.

If any insurance required here is to be issued or renewed on a Claims Made form as opposed to an

Occurrence form, the retroactive Date for coverage will be no later than the commencement date of the project. The Claims Made form will have an Extended Reporting Period of three years from the date of project completion. All Claims made policies cancelled or non-renewed and not replaced by a subsequent claims made policy will have an Extended Reporting period of three years from the date of cancellation or non-renewal.

E.

Subcontractors’ Insurance: The contractor will require each subcontractor hired by and/or employed by contractor to purchase and maintain insurance of the types specified below. When requested by the owner, the contractor will furnish copies of certificates of insurance evidencing coverage for each subcontractor.

F.

Waiver of Subrogation: The contractor/subcontractor will purchase required insurance policies that shall be endorsed with a waiver of subrogation and all rights of recovery in favor of the Town, its officers, officials, agents and employees. The contractor will require of subcontractors, by appropriate written agreements, similar waivers each in favor of all parties enumerated in this section.

G.

Indemnification/Defense/Hold Harmless: To the extent provided by law, the contractor shall indemnify, defend, and hold harmless the owner, officers, officials, agents and employees, and if applicable, the engineer and their agents and employees from and against all claims, damages, losses and expenses, including attorney’s fees of counsel selected by the owner, arising out of or resulting from the performance of the work and /or the supplying of materials, provided that any such claim, damage, loss or expense (a) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property including the loss of use resulting therefrom, and (b) is caused in whole or in part by any negligent act or omission of the contractor/ insured, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not they are caused in part by a party indemnified hereunder.

3.2. INSURANCE LIMITS AND COVERAGE:

A.

To the extent applicable, the amounts and types of insurance will conform to the minimum terms, conditions, and coverages of Insurance Services Office (ISO) policies, forms, and endorsements.

B.

If the contractor has self-insured retention’s or deductibles under any of the following minimum required coverage’s, the contractor must identify on the certificate of insurance the nature and amount of such self-insured retention’s or deductibles and provide satisfactory evidence of financial responsibility for such obligations. All self-insured retentions or deductibles will be the contractor/ independent insured’s sole responsibility.

C.

Workers’ Compensation Insurance: With respect to all operations the Contractor performs and all those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry

Workers’ Compensation insurance as required by the laws of the State of Connecticut.

Employer’s Liability insurance shall be provided in amounts not less than:

• $500,000 per accident for bodily injury by accident,

• $500,000 policy limit by disease; and

• $500,000 per employee for bodily injury by disease.

D.

Commercial General Liability Insurance: With respect to the operations the Contractor performs and also those performed for it by subcontractors, the Contractor shall carry, and require each subcontractor to carry, Commercial General Liability insurance, including Contractual Liability, Products and Completed Operations, Broad Form Property Damage and Independent Contractors in an amount not less than $1,000,000 combined single limit, per occurrence, and $2,000,000 aggregate. Owner shall be included as additional insured. Per project aggregate to apply.

Notes:

•If underground work is to be undertaken, each policy shall have coverage for and exclusions removed for “Explosion, Collapse and Underground” (“XCU”) hazards.

•Should blasting be required, all necessary permits for the use of explosives shall be obtained by the contractor or insured from the Fire Marshall.

E.

Automobile Liability Insurance: The Contractor shall obtain automobile liability insurance with a minimum limit of $1,000,0000 combined single accident, covering the operation of all motor vehicles, including those hired or borrowed, that are used in connection with the Project for all damages arising out of bodily injury to or death of all persons and/or injury to or destruction of property. This policy shall not be subject to an annual aggregate limitation.

F. Umbrella/Excess Coverage: contractor shall purchase and maintain umbrella/excess liability insurance with a limit of not less than $1,000,000 per occurrence/aggregate, covering all lines of insurance required by this contract. This coverage is required to sit above the underlying General Liability, Automobile Liability and Employer Liability part of the Workers Compensation policies. Depending on the scope and size of risk of the work to be performed, higher limits of coverage may be required.

G.

Owner’s and Contractor’s Protective Liability Insurance for and in the Name of the Town and/or State:

With respect to the Contractor’s operations and also those of its subcontractors, the Contractor shall carry, for and on behalf of the Town and/or State for each accident or occurrence resulting in damages from bodily injury to or death of persons and/or injury to or destruction of property, with a minimum of

$1,000,000 per occurrence.

Other Insurance Coverage That May Be Required:

• Professional Liability: Not less than $1,000,000 per claim and aggregate to be maintained for the duration of the agreement and three years following its termination. This insurance requirement applies when a contractor has a professional designation or license and/or is providing professional services.

The minimum limit for architects and engineers is $1,000,000 per claim and in the aggregate and may be increased depending upon the nature of the services to be provided to Owner.

• Cyber Risk Insurance: Not less than $1,000,000 per cyber incident to be maintained for the duration of the agreement and three years following its termination. This insurance requirement applies when a third party will be using, storing, or accessing private, confidential or protected information.

• Environmental Liability: Not less than $1,000,000 per claim and in the aggregate. This insurance requirement applies when a contractor will be performing environmental clean-up work

(decontamination/remediation), will be working with hazardous substance or waste, or may have similar such exposures while performing work under the proposed agreement. Higher limits of environmental liability coverage may be required depending upon the scope of work.

** Exceptions to the above requirements are subject to the sole discretion of the Town of Manchester

Version 4.2.2024

4. Standard Instructions for Supplies, Materials & Equipment

These instructions are standard for all proposals issued by the Town of Manchester, Connecticut, for the purchase of all supplies, materials, and equipment. The Town of Manchester may delete, supersede, or modify any of these standard instructions for a proposal by indicating such change in the section headed

“Special Instructions to Bidders.”

1. Unless otherwise stated, deliveries must consist of new merchandise.

2. Prices quoted shall be net delivered prices to the Town.

3. The Town may withhold acceptance of, or reject any merchandise which found, upon examination, not to meet the specifications’ requirements. When rejected, it shall be removed by the Contractor

(vendor) within ten (10) days after notification of rejection.

4. When the schedule indicates that an item to be purchased is to be specified, or equal, the bidder may offer an article which is certified to be equal in quality, performance, and in other essential characteristics to the bid standard. Bidder must furnish any information, such as specifications, test results, etc., which will help in determining whether an item is equal or superior to the Town’s bid standard. If a bidder fails to name a substitute, the specified item must be furnished.

5. Bidders agree to comply with all of the latest Federal and State safety standards and regulations and certify that all items furnished in this bid will conform to and comply with said standards and regulations. Bidder further agrees to indemnify and hold harmless the Town for all damages assessed against the Town as a result of the bidder’s failure to comply with said Standards and/or Regulations.

6. The Town reserves the right to make an award by item, total or by group, as may be in the best interest of the Town. If a Bidder desires to bid on an “all or nothing” basis, he shall so indicate on the bid schedule and the Town reserves the right to make an award as may be in the best interest of the Town.

7. The Bidder shall pay all royalties and license fees. He shall defend all suits or claims for infringement of any patent rights and shall save the Town of Manchester harmless from loss on account thereof except that the Town of Manchester shall be responsible for all such loss when a particular manufacturer, product, or process is specified by the Town of Manchester.

5. Project Details

5.1. SCOPE OF WORK

The purpose of this bid is to secure one vendor to supply the Town’s requirements for various motor oils and lubricants as defined below for the purpose of vehicle and equipment maintenance. All items bid must meet or exceed the required manufacturer specifications for use in the intended equipment.

Bidders must carry a full line of motor oils and lubricants and be able to supply a minimum of

50% of the products listed on the proposal.

5.2. ESTIMATED QUANTITIES

Quantities given are estimates based on historical usage and will be used for bid evaluation and award purposes. The Town reserves the right to order lesser or greater quantities based upon need and budgetary limitations.

5.3. BRAND NAME SPECIFICATION

Only virgin oils will be accepted.

Bidders may bid on brands other than those specified. Such alternate products must meet or exceed the specifications given. The bidder must warrant to the Town that the alternate product being offered is fit for the purpose and equipment as intended. Bidders shall submit documentation providing specifications and quality for any alternate products being offered.

The Town of Manchester Fleet Manager or his designee will make the sole determination of the alternate product meeting or exceeding the specification. Products that do not meet or exceed the specification will not be considered for award.

If a bidder does not indicate on the proposal form that he is bidding an alternate brand, it will be interpreted that the bidder is offering the exact product specified.

5.4. EXCEPTIONS TO THE SPECIFICATIONS

Bidders should make every effort to fully familiarize themselves with the terms and conditions as specified in this bid document. Unless exceptions to any of the terms and conditions are specified as part of their bid response, it will be expected that all terms and conditions expressed herein are acceptable and will be met by the vendor. Any and all deviation from specifications, including product substitutes or unit of measure must be clearly noted in the vendors bid.

5.5. PRODUCT INFORMATION

Upon request by the Town, the contractor shall submit product literature for product being offered that shows the product meets the specification referenced herein.

All containers shipped under this contract shall meet U.S. D.O.T. specifications as applicable.

Written verification shall be furnished upon request. O.S.H.A. Safety Data Sheets (SDSs) must be submitted upon receipt of notice of award by the successful bidder(s) for each item awarded.

5.6. CONTAINER MARKINGS

Each container shall be clearly marked to identify its contents and shall bear the name of the manufacturer and the brand name. In the case of bulk deliveries, the vendor shall certify the name of the manufacturer, the brand name and the grade for each delivery.

5.7. SPILLAGE

Any spillage at time of delivery will be the responsibility of the contracted vendor and any cost of cleanup, resultant damage or penalties assessed against the Town as a result of said spillage, shall be borne by the vendor.

5.8. RIGHT TO TEST

If there is reason to believe that a product does not comply with the specifications, the Town may have a sample tested by a recognized laboratory. The Town will bear the expense of the test, UNLESS the product does in fact fail to comply with the specifications. In that case, the cost of the test will be covered by the contracted vendor and the contracted vendor shall bear the expense of replacing any unused portion of the shipment and shall be liable for any damages resulting from non-compliance with the specifications.

5.9. DELIVERY TIME

Deliveries must be made to the Town within 72 hours after receipt of order.

5.10. BID PRICES

Prices for all products shall be the net price per unit of measure and shall include all handling and inside delivery to two locations within Manchester.

The Fleet Maintenance Garage is located at 263 Olcott Street.

Police Fleet Garage is located at 239 East Middle Turnpike.

The Town will not allow additional freight charges or surcharges of any kind (packaging, fuel, energy, delivery, etc.) for the term of the contract.

Fleet Maintenance personnel will not be available to unload or bring product into the Fleet garage.

5.11. DRUM DEPOSITS

The Town will not pay deposits on drums. All drums, when empty, will be available for pick up at the Fleet Maintenance Garage or the Police Fleet Garage.

The contractor(s) may pick up empty drums when they are making deliveries, or they can schedule other times for pick up by contacting the Fleet Manager.

5.12. TAXES

The Town is exempt from Connecticut state sales tax and federal excise tax. A tax exemption certificate will be submitted to the successful bidder(s). However, Connecticut Gross Receipts tax shall be invoiced as an addition to the total billed price.

5.13. CONTRACT TERM

The term of the contract shall be from January 1, 2027 up to and including December 31, 2027.

Prices must be held firm during the original contract term.

The contractor shall not transfer, sublet, or assign the contract by Power of Attorney or otherwise to any person, firm, or corporation, or in any way vary the terms of the contract without written permission from the Town. The Town has the right to terminate with a thirty

(30) day written notice to the contractor. The Town reserves the right to terminate the contract at any time during the contract period. Such termination shall be effective immediately after giving written notice to the contractor that the Town is terminating the contract.

5.14. CONTRACT EXTENSION

The contract contains an option to extend on an annual basis beyond its original term for 4 additional one year periods.

The extension of the contract shall be at the same terms and conditions and upon mutual agreement between the Town and the Contractor, made approximately four (4) months prior to the date the contract is due to expire.

5.15. CONTRACT PRICE ADJUSTMENT

The Contract prices shall be held firm for the original contract term. No price increase will be made during the original contract term.

The contractor may request a price adjustment beyond the original contract term.

If during the contract extension, the price of material required under the contract increases due to an industry change, then the price of the material may be revised only to the extent necessary.

The contractor must provide proof of such price increase as verified by the manufacturer's or wholesaler's written notice of increase.

Any price increase shall not exceed the amount of the actual increase in the material or component of the material.

If there is a decrease of the cost of material or component, then the cost of the material or component shall be reduced accordingly.

All price adjustment requests must be submitted in writing to the Purchasing Authority for approval. A request for a price increase does not guarantee approval.

The contractor may submit a request in writing for a price adjustment that is consistent with and relative to price changes originating with and compelled by manufacturer and/or market trends, and which changes are outside the contractor's control. The request must be fully documented with such manufacturer and market data as needed to support the requested adjustment. The Town may, in its sole discretion, approve or reject the requested adjustment, in whole or in part.

No additional price increases will be permitted within the succeeding 90 days of the prior adjustment.

If there are more than 2 price revisions in any given contract extension year, the Town reserves the right to deny an additional increase.

The vendor shall honor any purchase orders issued prior to the effective date of the approved price adjustment and will invoice at the prices in effect at the time of issuance of the purchase order.

6. Vendor Submissions

6.1. Bid Requirements*

Did you read through the entire solicitation and confirm that you met all of the bid requirements therein?

☐ Yes

☐ No

*Response required

6.2. Addenda *

This bid and any addenda will be issued on the Town of Manchester website bidding portal. It shall be the responsibility of the bidder to download this information. THE TOWN OF MANCHESTER WILL NOT

MAIL A SEPARATE HARD COPY OF ADDENDUM TO BIDDERS. Failure of any bidder to receive any such addendum or interpretation shall not relieve such bidder from any obligation under his bid as submitted. All addenda so issued shall become part of the Contract Documents.

☐ Please confirm

*Response required

6.3. Document Uploads

Please upload any required information in this section.

6.4. Vendor Information *

Please provide your Company Name

Your Company Address

Your Company's State Contractor License Number (if applicable)

Main Contact Name and Title

Telephone Number

Email Address

*Response required

6.5. Please note any exceptions. If none, please indicate none.* *Response required

6.6. Delivery*

Delivery is of prime importance and may be a factor in awarding this bid. Please confirm that deliveries will be made within 72 hours after receipt of order.

*Response required

6.7. Please provide your company's FEIN Number or EIN Number.* *Response required

6.8. IRS Form W-9 Request for Taxpayer Indentification Number and Certification. Please provide a current Form W-9. You may also use the fillable Form W-9 attached here.*

Please download the document below, complete, sign and upload.

In order to collect your official tax identity, a current Form W-9, Request for Taxpayer Identification Number and

Certification, is required before engaging in any business with the Town of Manchester.

Please ensure that you have completed all necessary fields on the form, specifically Part I, Taxpayer Identification

Number (TIN) and Part II, Certification.

Payments to the vendor may be delayed if Form W-9 is not received.

Please download Form W-9 from the IRS website or use the fillable form below.

Complete, sign and include it with your submission.

Instructions for the Requester of Form W-9 https://www.irs.gov/pub/irs-pdf/iw9.pdf

Form W-9 https://www.irs.gov/pub/irs-pdf/fw9.pdf

Complete, sign and upload.

• BLANK_IRS_FORM_W-9_FILLABLE...

*Response required

6.9. Please provide the full name of the person who is authorized to sign contracts on behalf of the company in the event that your company is the successful bidder.*

*Response required

6.10. Please provide the email address of the person who is authorized to sign contracts on behalf of the company in the event that your company is the successful bidder.*

*Response required https://www.irs.gov/pub/irs-pdf/iw9.pdf https://www.irs.gov/pub/irs-pdf/fw9.pdf https://government-project.s3.us-west-2.amazonaws.com/22918/460357c1-a35f-41bd-9745-136311068517_BLANK_IRS_FORM_W-9_FILLABLE_FORM.pdf

7. Pricing Table

Line Item Description Quantity Unit of

Measure Unit Cost Total Manufacturer

& Brand No Bid

1 VOLVO L/70/90 AXLE OIL Volvo Spec WB-

101, WB-102, 55 Gallon Drum

2 DRUM

2 CAT D-6 FINAL DRIVE OIL TO-4, 50W, 55

Gallon Drum

2 DRUM

3 CAT D-6 TRANSMISSION FLUID TO-4 30W,

55 Gallon Drum

10 DRUM

4 CAT D-6 HYDRAULIC OIL TO-4 10W, 55

Gallon Drum

6 DRUM

5 BOMAG HYDRAULIC OIL Shell Tellus 46M, 55 Gallon Drum

5 DRUM

6 JOHN DEERE TRANSMISSION & AXLE OIL

JD Spec JDB J20C

55 GALLON

7 TORO GROUND MASTER HYDRAULIC OIL

Shell Tellus 68 AW-68 55 Gallon Drum

2 DRUM

8 SYNTHETIC REAR AXLE GEAR LUBE Mobile

Lube SHC 75W-90, 120 LB Pail

360 LBS

9 HEAVY DUTY UNIVERSAL SYNTHETIC

AUTOMATIC TRANSMISSION FLUID BULK

Must meet or exceed TES-295 & TES-389

250 GALLON

10 HEAVY DUTY SYNTHETIC AUTOMATIC

TRANSMISSION FLUID, 55 Gallon Drum

Must meet or exceed TES-295 & TES-389

2 DRUM

11 SAE SW-30 MOTOR OIL Ford Spec WSS-

M2C946-B1 55 Gallon Drum

2 DRUM

12 SAE 5W-20 MOTOR OIL Ford Spec WSS-

M2C945-A 55 Gallon Drum

6 DRUM

13 HEAVY DURY EP GREASE NLG1-2, 400 LB

Drum

400 LBS

14 HEAVY DUTY EP GREASE NLG1-2, 120 LB

Drum (Quarter Drum)

240 LBS

15 HEAVY DUTY EP GREASE NLG1-2, 14 oz tubes Packed 50 tubes per case

200 CASE OF 50

16 HEAVY DUTY EP GREASE 00 5 Gallon Pail

(35 LBS)

105 LBS

Line Item Description Quantity Unit of

Measure Unit Cost Total Manufacturer

& Brand No Bid

17 SAE 15W-40 HD MOTOR OIL API CK-4,

15W-40 Bulk Delivery Cummins CES 20086

1,500 GALLON

18 HYDRAULIC OIL 32w Meets Vickers 1-

286S, Bulk Delivery M-2950-S, 35VQ25

400 GALLON

TOTAL

7. Pricing Table