Lubrication oils, grease and related maintenance fluids

The Tohopekaliga Water Authority (Toho), an independent special district serving water, wastewater, and reclaimed water services across Osceola County, Florida, with service areas extending into Orange and Polk counties, seeks qualified suppliers through this Invitation for Bids (IFB) to provide lubricating oils, greases, and related maintenance fluids on an as-needed basis. The procurement encompasses 23 line items including various grades of gear oils (ISO VG 68-680), turbine oils, synthetic industrial oils, hydraulic oils, and specialized lubricants such as food-grade greases and chain/cable lubricants in quantities ranging from 1 to 61 units measured in packs of 10 or 5-gallon containers. All products must conform to applicable API, SAE, ISO, AGMA, or other relevant industry standards and meet original equipment manufacturer performance requirements. Pricing must be fully inclusive of all costs including environmental fees, shipping, fuel surcharges, and delivery to any Toho facility within the three-county service area, with standard deliveries required within five business days and emergency deliveries within two business days of purchase order issuance. The question deadline is March 12, 2026 at 5:00 PM, with bids due electronically through the Bonfire portal by March 26, 2026 at 2:00 PM. Toho will award the contract to the lowest responsive and responsible bidder, with preference given in cases of identical bids to vendors certified with a drug-free workplace program. The contract initial term is one year from execution date through April 30, 2027, with Toho reserving the right to renew for two additional one-year periods and to unilaterally extend the contract for up to 90 days at the same terms and conditions.

Bidders must register with E-Verify, certify non-collusion, and comply with Florida vendor eligibility requirements including public entity crime and anti-human trafficking provisions. Vendors must demonstrate financial capacity through audited financial statements if requested and maintain adequate inventory to accommodate expedited orders. Required qualifications include the ability to provide current technical data sheets and safety data sheets, and carriers must maintain comprehensive insurance coverage including $1,000,000 in commercial general liability and auto liability. No specific set-aside designations or disadvantaged enterprise restrictions are indicated in the solicitation materials. Prices may escalate or de-escalate once per calendar year with 30 days' advance notice and supporting documentation of cost factor changes. No incumbent vendor information or specific budget range has been provided in the available solicitation documents.