RFQ# 433527 - Bulk Lubricants Supplies 405.00.pdf

RFQ# 433527 BULK LUBRICANTS 405.00

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OFFICE OF THE CITY ADMINISTRATOR

Elizabeth Lake, Interim City Administrator

REQUEST FOR QUOTATIONS (RFQ)

For

BULK LUBRICANTS SUPPLIES 405.00

RFQ # 433527

Questions Due: Friday, October 23, 2026, by 2:00 PM by email to the Procurement Buyer. It is the Contractor’s responsibility to ensure that the email has been received. Any addendum that materially changes the RFQ solicitation shall be issued no less than 72 hours before the proposal deadline unless the deadline is extended by said addendum.

Bid Proposals Due: Wednesday, October 28, 2026, by 2:00 PM. Bid Proposals not transmitted or received by the Office of the City Clerk by the deadline will be returned unopened.

iSupplier will not allow late submittals and therefore please allow time to log in, create a response, and upload your Proposal. Email submittals will not be accepted. Questions regarding online submittal through iSupplier must be directed to isupplier@oaklandca.gov to the attention of Purchasing Administrator.

mailto:isupplier@oaklandca.gov

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RFQ Specifications:

The City of Oakland’s Equipment Services Division (ESD) is seeking proposals from qualified suppliers to provide bulk lubricants for various municipal vehicles and equipment. ESD maintains a fleet that includes light-duty vehicles, heavy-duty trucks, off-road machinery, and other specialized equipment. A reliable, high-quality supply of lubricants is critical to ensuring the fleet remains operational, efficient, and compliant with regulatory standards.

Contract Length / Option Years:

• Base period of 3 years.

Estimated Contract Value: $250,000.00

Scope of Work (SOW):

The awarded Contractor shall:

1. Supply and Delivery of Bulk Lubricants o Provide various types of lubricants, including but not limited to engine oils, transmission fluids, hydraulic fluids, gear oils, grease, and related products, as specified by ESD.

o Ensure timely and reliable delivery to designated City of Oakland fleet maintenance locations on a mutually agreed-upon schedule.

o Offer emergency or off-schedule deliveries when requested, subject to additional terms (e.g., call-out fee, lead time).

2. On-Site Storage and Handling o Provide storage solutions (e.g., totes, drums, bulk tanks) if required or work collaboratively with the City to utilize City-owned storage infrastructure.

o Ensure proper safety and environmental compliance in all aspects of product handling and storage, in accordance with federal, state, and local regulations.

3. Product Specifications and Quality Assurance o Supply lubricants that meet or exceed Original Equipment Manufacturer (OEM) specifications and current industry standards (SAE, API, ISO, etc.).

o Provide documented proof of product specifications, such as Product Data Sheets (PDS) and Safety Data Sheets (SDS).

o Maintain quality control measures to ensure product integrity throughout shipment and delivery.

4. Technical Support and Consultation o Offer technical assistance and recommendations on proper lubricant application, usage, and storage.

o Provide training to City personnel regarding lubricant best practices, if requested.

5. Waste Disposal and Environmental Compliance o Ensure all products conform to California Environmental Protection Agency

(CalEPA) requirements and any applicable hazardous materials regulations.

Page 3 of o Assist with or provide guidance on handling used lubricants, including reclamation or disposal services, in accordance with all applicable environmental laws.

6. Reporting and Invoicing o Submit delivery tickets with each shipment, clearly indicating product type, quantity, and date.

o Maintain transparent and accurate invoice practices detailing per-unit costs, taxes, fees, and total charges.

Key Deliverables

1. Ongoing Deliveries o Timely delivery of lubricants according to the agreed schedule.

o Product Data Sheets (PDS) and Safety Data Sheets (SDS) included with each product type.

2. Regular Performance Review o Quarterly or bi-annual meetings (as needed) with ESD to review usage, product performance, and address any operational issues.

3. Annual Summary Report o An annual report summarizing total product volumes delivered, expenditures, and any recommended adjustments to improve cost efficiency or product performance.

Service Level Requirements

• Response Time: The Contractor shall respond to routine requests within one (1) business day and provide delivery within two (2) to three (3) business days, unless otherwise agreed.

• Emergency Deliveries: If an urgent need arises, the Contractor shall work with ESD to facilitate expedited delivery within 24 hours or as practicable.

• Product Substitutions: Substitutions for approved products require prior written consent from the City’s designated contract manager.

Compliance and Regulatory Requirements

The Contractor must comply with all applicable federal, state, and local regulations, including but not limited to:

• California Air Resources Board (CARB) regulations for any emissions-related equipment.

• CalEPA guidelines for storage, handling, and disposal of lubricants.

• California Occupational Safety and Health Administration (Cal/OSHA) standards for worker safety.

• City of Oakland Purchasing Ordinances, labor laws, and all relevant directives.

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Performance and Quality Monitoring

ESD will conduct periodic reviews of the Contractor’s performance, focusing on:

• Timeliness and consistency of deliveries.

• Product quality and adherence to agreed specifications.

• Accuracy and clarity of documentation and reporting.

• Responsiveness to technical inquiries and support requests.

If performance deficiencies are identified, the Contractor will be notified and given a specified timeframe to correct the issues. Failure to meet performance requirements may result in termination of the contract in accordance with agreed-upon terms.

Pricing and Payment Terms

• Unit Pricing: The Contractor shall provide a fixed unit price for each lubricant type, inclusive of freight and delivery charges, for the duration of the contract.

• Price Adjustments: Any proposed price adjustments after the first year must be justified by market indices or verifiable cost increases, subject to the City’s approval.

• Invoices:

o Submitted monthly or per delivery, as established in the final contract via City of

Oakland’s invoicing system AP Portal.

o Must reflect the agreed-upon pricing, itemized by product type and quantity.

o Purchase order number must be on the invoice.

• Payment Terms: Net 30 days from receipt of invoice and acceptance of goods, or as mutually agreed upon in the contract.

Proposal Content Requirements

Prospective bidders responding to this RFP should include the following in their proposals:

1. Company Profile: Background, years of experience, relevant certifications, and references from similar contracts.

2. Technical Approach: A detailed plan for product delivery, storage, handling, and quality assurance.

3. Product Specifications: A list of lubricant products (with brand names and certifications) meeting or exceeding the City’s requirements.

4. Pricing Worksheet:

o Detailed unit costs for all required product types.

o Any volume discounts or promotional offers.

5. Implementation Plan: Proposed schedule for deliveries, emergency response, and account setup.

6. Environmental Compliance: Evidence of compliance with applicable environmental regulations and any sustainability initiatives.

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Evaluation Criteria

The City of Oakland will evaluate proposals based on the following criteria (not necessarily in order of importance):

• Conformance to RFP Requirements: Completeness and clarity of the proposal, adherence to instructions.

• Technical Quality and Product Reliability: Demonstrated capability to meet or exceed specifications and service requirements.

• Experience and References: Previous performance on similar contracts, particularly with government or public agencies.

• Cost-Effectiveness: Competitiveness of pricing and potential long-term value to the City.

• Sustainability and Environmental Compliance: Commitment to environmentally responsible products and practices.

• Customer Service and Technical Support: Evidence of a robust service plan, responsiveness, and availability of support personnel.

Contract Administration

• Contract Manager: The City will designate a contract manager within the Equipment Services Division, who will be the primary point of contact and responsible for overseeing contract compliance, performance reviews, and coordination with the Contractor.

• Amendments: Any changes or extensions to this Scope of Work shall be made in writing and signed by both parties, subject to City of Oakland approval processes.

Locations/Facilities:

MSC – Auto Shop 7101 Edgewater Drive Bldg.#5 Oakland, CA 94621

Heavy Equipment Shop 5050 Coliseum Way Oakland, CA 94601

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Technical Specification:

Quantity Disclaimer

The quantities set forth in the Pricing Worksheet (Exhibit 1) represent the City of Oakland’s annual average usage of bulk lubricants for its Equipment Services Division. These quantities are provided strictly for the purpose of evaluating proposals and securing the best per-gallon pricing. They do not constitute a guarantee by the City to purchase any specific minimum or maximum amount.

1. No Guaranteed Volumes o The City reserves the right to order more, less, or none of a listed product at its discretion, based on operational needs, budgetary considerations, and other factors.

2. Unit Pricing Evaluation o The awarded contract will be based on the per-gallon pricing (or equivalent unit pricing for other forms of lubricants). The City will evaluate and compare proposals using these unit prices.

3. Contractual Commitment o While the total contract period is three (3) years, at up to $250,000 total, the City makes no commitment to purchase any exact amount of product on an annual or total basis. Actual purchases will be made according to the City’s needs, budget approvals, and availability of funding.

4. Adjustments to Usage o The City’s equipment mix, maintenance schedules, and operational demands may change over time. Quantities listed are subject to fluctuation, and the Contractor shall accommodate increases or decreases in product demand at the same contracted unit prices.

5. Additional or Unlisted Products o If the City requires products not specifically listed on the Pricing Worksheet, the

Contractor shall provide these under the same or mutually agreed-upon terms (e.g., a discount-off-list or cost-plus arrangement). See Section [X] “Additional or Unlisted Products” for more details.

Section X: Additional or Unlisted Products

1. Scope for Additional Products Although this RFP primarily focuses on the specific lubricants listed in the Pricing Worksheet (Exhibit 1), the City of Oakland reserves the right to purchase other lubricant products, including but not limited to specialty oils, greases, or fluids that are not explicitly listed. The awarded Contractor may be required to supply additional or alternative products as needed to meet operational requirements, newly adopted standards, or emerging technologies.

2. Pricing Structure for Additional Products

• Discount-Off-List or Cost-Plus: Proposers should provide a standard discount-off-list price or a cost-plus percentage for additional lubricants that fall outside of the base product list.

This pricing must remain consistent throughout the duration of the contract (subject to any agreed-upon price adjustments that follow the same methodology).

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• Price Verification: The City may request verifiable documentation from the Contractor— such as a published price list, manufacturer’s list price, or invoices from the Contractor’s suppliers—to confirm the basis for cost-plus or discount pricing.

3. Product Specifications and Approvals

• Specification Requirements: All additional lubricant products must meet or exceed relevant industry standards (e.g., SAE, API, ISO) and Original Equipment Manufacturer (OEM) recommendations, as applicable.

• Pre-Approval Process: Prior to placing any order for an unlisted product, the Contractor may be required to submit product specifications, Safety Data Sheets (SDS), and Product Data Sheets (PDS) for review and approval by the City’s designated contract manager or technical representative.

• Substitutions: If the requested product is unavailable or if a substitution is proposed, the Contractor must obtain written consent from the City before delivering an alternative product.

4. Delivery and Lead Times

• Order Placement: Orders for additional products will be placed under the same procedures outlined for base products (e.g., via purchase order or another method approved by the City).

• Delivery Schedule: The Contractor shall provide estimated lead times for each additional product. Delivery shall be made in accordance with the mutually agreed schedule, in compliance with the Contract’s Service Level Agreements (SLAs).

5. Reporting and Invoicing

• Separate Line Items: The Contractor must list any additional products as separate line items on quotes and invoices, clearly indicating product name/description, quantity, unit cost, and discount or cost-plus rate.

• Usage Reporting: The Contractor shall include additional products in the regular usage and expenditure reports required by this contract, ensuring transparency and budget tracking.

6. Final Acceptance The City reserves the right to reject any additional product that does not meet its quality standards, regulatory requirements, or operational needs. If the product is deemed unacceptable, the Contractor may be required to provide an approved alternative or issue a credit.

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Floors above the first story that are rendered inaccessible need not be secured. All work shall be done in a neat and workman like fashion and consistent with industry standards.

If an entry door is specifically requested, it shall be constructed of ¾ inch nominal structural wood panel entry door structural wood panel shall be fitted to the door casing with a minimum 1/8-inch clearance on all sides. The structural wood panel shall be double hinged from the inside with a hasp and padlock for securing. The installation shall be such that all exposed bolts cannot be removed. The installation shall be non-interfering with the building door and should open and close freely from other obstructions.

Sheet material shall be ½ inch nominal structural wood panels (plywood), with the exception of entry door material which shall be ¾ inch nominal structural plywood.

Framing material shall be nominal 2-inch by 4-inch solid sawn lumber.

Fasteners shall be a minimum 3/8-inch diameter carriage or lag bolts of such a length as required to penetrate the assembly to appropriately secure the wood panel.

Fence repairs:

Temporary repairs to secure breaches and collapses in chain link and wooden structure fences.

Remove damaged materials to restore clear passage in right of way. Replace and secure fallen sections as needed.

Breaches in chain links fences shall be stitched with twisted wires. Missing sections may be patched with smaller sections of chain link fence secured by twisted wire ties.

Gates:

Securing broken or damaged gates with chain and locks. Two keys to be provided to requesting City official before departing the scene.

Unsecured swing gates and expanding gates shall be secured with 3/8-inch case hardened chain and new commercial grade 3-inch hasp padlock (such as Master-3NKA, 2 keys). Requestor shall be provided 2 keys.

Roof Coverings:

Plastic and tarp cover-up of roof and ceiling openings to prevent inclement weather damage.

Clean Up:

Contractor should clean up debris related to unsecured properties as required, from adjacent streets, sidewalks, driveways, and public right of way such as broken glass, construction material, fire residue, etc.

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RFQ Documents:

Contractors who wish to participate in the RFP/RFQ process are asked to register in iSupplier to receive addenda(s), updates, announcements, and notifications of contracting opportunities. We recommend updating your firm’s primary email address regularly and periodically confirming that the “Products and Services” section fully represents the scope of products and services provided.

If you have any questions, please email isupplier@oaklandca.gov.

For further information and detailed iSupplier registration instructions, please visit the following link: https://www.oaklandca.gov/services/register-with-isupplier. Free copies of the RFP/RFQ documents and Addenda are available in iSupplier. Hardcopies will NOT be available for purchase from the City.

1. iSupplier Registration/Login:

https://www.oaklandca.gov/services/register-with-isupplier. New registrants can email isupplier@oaklandca.gov for registration instructions. Allow 3 working days for approval to access bid documents through iSupplier. Additional Opportunities may be found at:

https://www.oaklandca.gov/resources/citys-contracting-opportunities.

2. iSupplier user guides: https://www.oaklandca.gov/documents/isupplier-user-guides

3. iSupplier Plan Holders List:

https://www.oaklandca.gov/services/active-closed-opportunities

It is the responsibility of each prospective proposer to download and print all RFP/RFQ documents, including any addenda, and to verify the completeness of their printed documents before submitting a proposal. The City does not warrant, represent, or guarantee the accuracy or completeness of any bid documents and/or information retrieved from other sources. The City is not responsible for any loss or damage including, but not limited to, time, money, or goodwill arising from errors, inaccuracies, or omissions in any RFP/RFQ documents and/or information obtained from other sources. It is each prospective proposer’s responsibility to check the site for submittal deadline and for any applicable addenda or updates.

Contact Information:

Procurement Buyer: Santiago Nocito at snocito@oaklandca.gov, 510-238-7563

Office of the City Clerk: Nai Phan, Administrative Analyst One Frank H. Ogawa Plaza, 1st Floor Oakland, CA 94612 510-238-6833 mailto:isupplier@oaklandca.gov https://www.oaklandca.gov/services/register-with-isupplier https://www.oaklandca.gov/services/register-with-isupplier mailto:isupplier@oaklandca.gov https://www.oaklandca.gov/resources/citys-contracting-opportunities https://www.oaklandca.gov/documents/isupplier-user-guides https://www.oaklandca.gov/services/active-closed-opportunities mailto:snocito@oaklandca.gov

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