Lubricants, Motor Oils and Greases

The City of Yuma, Arizona (Yuma County) is issuing Request for Bid (RFB-26-251) for the procurement of lubricants, motor oils, and greases to support maintenance and repair operations for the City's vehicle fleet and heavy equipment. The solicitation seeks qualified vendors to supply eight categories of products: crankcase oils, gear lubricants, industrial oils, lubrication greases, metal working oils, synthetic automatic transmission fluid, multipurpose transmission fluid, and 2-cycle oil, with deliveries in bulk via dedicated oil tanker trucks, 55-gallon drums, and 1-gallon containers. Products must be delivered within four business days of order receipt to the Fleet Management location and will serve Fleet Services, Water Treatment Plant, Parks Maintenance, Water Pollution Control Facility, and Desert Hills Golf Course. All products must meet or exceed vehicle manufacturer specifications, comply with industry standards including MERCON LV, DEXRON VI, Allison C-4, Ford ESP, and GM Dexron III H specifications where applicable, and be approved for year-round use under all load conditions. Bidders must obtain a City of Yuma business license and be licensed and registered with the State of Arizona prior to award. The bid submission deadline is March 26, 2026, with a public opening scheduled for November 3, 2025, at 11:10 AM MST via Microsoft Teams. Pricing must be quoted on an FOB Destination basis with all freight and related charges included and prepaid by the bidder. Awards will be made to the lowest responsible and responsive bidder whose offer best conforms to requirements and serves the City's best interest, with consideration given to quality, delivery time, and past performance.

The solicitation is open to all qualified bidders without set-aside designations or restrictions limiting response by disadvantaged enterprises or specific organizational types. Bidders must maintain Commercial General Liability insurance with minimum limits of $2,000,000 general aggregate, Business Automobile Liability with $1,000,000 combined single limit or $3,000,000 if hazardous materials are transported, and statutory Workers' Compensation coverage. The contractor must provide a local field representative available at all times and ensure delivery personnel are trained in HAZMAT handling and spill prevention, assuming all responsibility for cleanup of contamination or spillage at no cost to the City. The contract term is 12 months with firm, fixed pricing, renewable for four additional one-year terms, and the City reserves the right to award both primary and secondary bidders to ensure goods availability on an as-needed basis. No incumbent vendors, budget ranges, or estimated award values are specified in the solicitation documents. Bidders must submit certification and acknowledgement forms through the City of Yuma's Bonfire Procurement Portal and monitor the portal for any addenda issued to the solicitation documents, as the City will not be held responsible for any responder's failure to receive posted addenda.