Automotive Oils, Greases, Lubricants, and Coolants

The City of Gainesville is seeking bids for automotive oils, greases, lubricants, and coolants to support its Regional Transit System (RTS) and City Fleet Management across light, medium, and heavy-duty vehicles and transit buses. The procurement is a two-year contract running from October 1, 2025, to September 30, 2027, with firm pricing required throughout the contract period. Bidders must provide bulk delivery of specific products including TransSynd transmission fluid, ISO AW32 Hydraulic Fluid, Hydraulic Oil AW55, 85W140 Gear Lube, 5W30 and 15W40 motor oils, DEF Fluid, and Peak Fleet Charge Coolant. To be eligible, vendors must have been in the automotive equipment lubricant supply business for at least five years, possess a spill prevention/response plan, and be a factory-authorized reseller. The solicitation was released on May 22, 2025, with a question submission deadline of June 16, 2025, and a response submission deadline of July 7, 2025, at 3:00 pm. Award will be made to the lowest responsive, responsible bidder using a point system based on unit prices, with the City reserving the right to reject any or all proposals.

The procurement includes several set-aside and preference provisions, prioritizing local and disadvantaged businesses. In the event of tied bids, preference will be given to bidders with a drug-free workplace, local businesses, and businesses located in Alachua County or Florida. The solicitation incorporates living wage requirements, local preference, and small and service-disabled veteran business participation guidelines. Vendors must complete an Anti-Human Trafficking Affidavit certifying compliance with Florida Statute 787.06(13), demonstrating ethical labor practices. The City's fleet encompasses approximately 500-600 vehicles across various makes and models from 1974 to 2023, including vehicles from manufacturers like CAT, Ford, Chevrolet, Dodge, John Deere, and Toyota. While a specific contract value is not explicitly stated, the comprehensive fleet inventory and two-year contract duration suggest a significant procurement opportunity. The contract includes standard municipal provisions such as 30-day termination rights, insurance requirements, and compliance with public records laws.