Motor Oil & Lubricants and Equipment

San Bernardino County Purchasing Department has issued a formal invitation to bid (ITB VHS126-CFMAI-6328) seeking qualified vendors to supply motor oils, lubricants, and related equipment to support fleet management operations across eight county service locations. The procurement encompasses a comprehensive range of name-brand products including SAE-grade motor oils (15W-40, 5W-40, 10W, 30W), synthetic blend oils, tractor hydraulic fluid, drivetrain fluids, gear lubes, automatic transmission fluids, grease cartridges, DEF fluid, and equipment such as hose reels, control valves, meters, bulk oil trolleys, waste oil drain carts, and diesel DEF systems. Vendors must submit pricing in five categories: price per cartridge, price per pound, price per individual gallon, price for 55-gallon drums, and bulk pricing using the County's standardized Attachment A-Cost spreadsheet. Delivery is required to eight geographically dispersed locations—Main Garage in San Bernardino, Apple Valley Road Yard, Barstow Service Center, West Valley Service Center in Rancho Cucamonga, Needles Service Center, High Desert Service Center in Victorville, Baldy Mesa Yard in Victorville, and Twenty Nine Palms Service Center—with 24-hour delivery turnaround required following purchase order receipt and Monday-Friday delivery windows between 7:00 a.m. and 5:00 p.m. Only name-brand products from manufacturers including Exxon Mobil, Chevron, Shell, Castrol, and Ford Motorcraft will be accepted; private label and house brands are prohibited. The deadline for submitting questions is March 24, 2026, at 9:00 AM, with proposals due April 14, 2026, at 3:00 PM, and a tentative contract award date of August 2026 for a five-year term commencing November 14, 2026, and ending November 13, 2031.

The County maintains a Local Vendor Preference Policy (Policy 11-10) that grants a five percent cost preference to vendors with principal places of business within San Bernardino County, and the solicitation is open to public agency participation. Vendors must provide certifications regarding business ownership, debarment status, criminal history disclosures, independent pricing, and non-discrimination compliance. Pricing must be submitted on an F.O.B. destination basis, excluding California sales/use tax and federal excise tax, with payment terms of Net 60 days from receipt and acceptance. Price adjustments may be requested after the first year, limited to three percent unless justified by major industrial standard changes or unusual market circumstances. No incumbent vendors or current contractors are identified in the solicitation materials, and no specific budget range or award value is disclosed; however, the procurement's scale across eight locations with varying annual usage quantities—ranging from zero units for certain items reflecting lack of historical data to over 17,000 quarts for certain products—suggests a substantial five-year contract value.