Lubricants and Oils

The City of McKinney, Texas is soliciting bids for an annual fixed-price contract to supply bulk lubricants and oils for fleet maintenance operations, with bids due September 24, 2026, and questions due September 10, 2026.

The scope includes new, unused engine oil, transmission fluid, and hydraulic oil in bulk quantities. All products must meet or exceed the latest applicable American Petroleum Institute (API) performance classifications and Original Equipment Manufacturer (OEM) specifications. Re-refined, recycled, reclaimed, or previously used lubricants will not be accepted unless expressly approved in writing by the City. Delivery is required within forty-eight hours of order receipt during normal business hours (Monday through Friday, 8:00 a.m. to 3:00 p.m.) to the City of McKinney Fleet Maintenance facility at 3501 North Central Expressway, McKinney, Texas 75071. All bid prices must include materials, transportation, delivery, unloading, pumping, labor, equipment, and incidental expenses, submitted net exclusive of taxes.

The estimated annual expenditure is up to $50,000; however, this estimate is provided for informational purposes only and does not guarantee minimum or maximum purchase quantities. The initial contract term is one year with options to renew for up to four additional one-year terms upon mutual written agreement. The City reserves the right to terminate the contract without cause upon thirty days' written notice.

Award will be made to the most responsible, responsive offeror offering the best value, considering price and other evaluation factors. Prior to commencing work, the successful vendor must furnish certificates of insurance including Commercial General Liability ($1 million per occurrence, $2 million general aggregate), Workers' Compensation with statutory Texas limits, and Business Automobile Liability ($1 million combined single limit). Bids may be submitted electronically through the City's Bonfire procurement portal or as hard copies to the Procurement Services Manager.