Fluid, automatic transmission, purchase and delivery

The Palm Beach County Board of County Commissioners Purchasing Department issued a Request for Quotation (RFQ) for the purchase and delivery of Allison OEM-approved TES 295 automatic transmission fluid (ATF) under a 12-month term contract with four optional renewal periods. The procurement is divided into two geographic lots: Lot #1 covers all Palm Beach County locations excluding the Glades area, while Lot #2 covers the Glades area west of 20 Mile Bend. Estimated annual quantities for Lot #1 include 50 gallons in individual gallon containers, 10 drums of 55-gallon capacity, 500 gallons in bulk delivery, and 6 totes of 275 gallons each; Lot #2 includes 30 gallons in gallon containers, 1 drum of 55-gallon capacity, and 110 gallons in bulk. Delivery is required within three calendar days of receiving a delivery order to three current Palm Beach County locations, with the county reserving the right to add or delete delivery sites as needed. Quotations were due by December 21, 2017 at 4:00 p.m. local time via fax or email, and pricing must consist of single, fixed unit prices per item with no escalation clauses, remaining firm for 90 days from opening. The county will award on a lot-by-lot basis to the lowest responsive, responsible bidder; however, awards resulting in less than $1,000 or multiple small fragments may be rejected as financially disadvantageous.

The RFQ includes preferences for Small Business Enterprises (SBEs) certified by Palm Beach County and local/Glades businesses with permanent places of business within the county or Glades area, with allowances for up to 5 percent price reductions for evaluation purposes. Seven approved ATF manufacturers are specified: Castrol, BP, Cognis Corporation, International, ExxonMobil Lubricants, John Deere & Company, and Volvo Trucks North America, and all products must comply with relevant specifications and industry standards, arrive in properly labeled containers, and meet minimum order requirements. The successful bidder must maintain Commercial General Liability Insurance of at least $500,000 per occurrence, Business Auto Liability Insurance of $500,000, and Workers' Compensation Insurance, while assuming full responsibility for spillage cleanup, transportation, and EPA compliance costs. No incumbent vendor or budget range information was specified in the solicitation documents. All pricing, terms, and conditions are subject to board appropriation of funds and mutual written agreement with the selected vendor.