ITB 26-33/NB(r) bulk fluids

The City of Hampton, Virginia is requesting sealed bids for bulk delivery of motor oils, antifreeze, and hydraulic fluid under ITB 26-33/NB(R), with bids due August 6, 2026 at 2:30 p.m. EST. Addendum 1, issued July 31, extended the deadline from August 4 and removed Diesel Exhaust Fluid from scope (to be sourced through the City's fuel contract).

The scope covers five products delivered annually to Fleet Services at 413 N. Armistead Avenue, Hampton: 5W20 synthetic motor oil (800 gallons), 5W30 synthetic motor oil (550 gallons), 15W40 conventional motor oil for parts department (600 gallons), 15W40 conventional motor oil for heavy off-road equipment (250 gallons), Final Charge red antifreeze 50/50 pre-diluted formulation (300 gallons), and AW68 ISO VG 68 hydraulic fluid (1,000 gallons). Deliveries must occur Monday through Friday from 7:00 a.m. to 3:30 p.m., excluding City-observed holidays. Tank-level monitoring sensors with automatic ordering capability accessible to authorized Fleet Services representatives are required; the City reserves the right to reject bids from vendors unable to install them.

For contracts valued at $100,000 and above, subcontracting goals are established at 3.68% for Virginia Department of Small Business and Supplier Diversity (SBSD) certified minority-owned businesses and 3.30% for non-minority women-owned businesses. Pricing must be submitted on a per-gallon basis, FOB Destination with all shipping, delivery, freight, handling, and fuel surcharges included. No interim price adjustments are permitted during the initial one-year term; renewal periods (four optional one-year terms) allow increases limited to the lesser of Consumer Price Index for all urban customers or three percent annually. No minimum or maximum volumes are guaranteed. The contract awards to the lowest responsive and responsible bidder. Evaluation considers special qualifications, life-cycle costing, value analysis, inspection, testing, quality, workmanship, delivery, and suitability. Bidders must acknowledge receipt of Addendum 1 or their bid will not be considered and must use the revised pricing sheet.