Motor Oils, Lubricants, Antifreeze and Related Products

The City of Santa Fe Procurement Office, on behalf of the Santa Fe Solid Waste Management Agency, is requesting bids for motor oils, lubricants, antifreeze, and related products under ITB FY27-ITB-001, with responses due July 31, 2026 at 2:00 p.m. Mountain Time. New Mexico Resident Business, Native American Resident Business, and Resident Veteran Business preferences are available to qualified bidders who submit appropriate preference certificates.

The scope covers manufacturer-approved fluids for the Agency's fleet of vehicles and heavy industrial equipment. All products must be approved for year-round use under normal fleet operating conditions and guaranteed against adverse effects on original factory engine warranties. Pricing will be quoted in multiple units of measure, including 55-gallon drums, bulk per gallon, cases, pails, drums, and quarts, with unit prices to a maximum of four decimal places. Bidders must submit proof of American Petroleum Institute Service Requirements certification for new and re-refined products. The Agency intends to establish multiple award agreements if possible to ensure backup suppliers.

The initial contract term is one year from the date of signed Agency approval, with the option to extend and renew annually for up to ten additional years. All prices are F.O.B. destination to Agency-designated delivery locations, with freight and shipping costs prepaid by the vendor, added at invoicing, and shown as a separate line item. Deliveries must occur within three business days of order placement during normal Agency operating hours. Metered delivery trucks bearing current New Mexico Department of Agriculture approval seals are required for bulk deliveries. The Contractor is responsible for all spillage cleanup and remediation in compliance with EPA and New Mexico regulations, equipment damage from contaminated products, and pickup of empty drums. The Agency is tax-exempt for New Mexico State Business Tax Identification purposes; a tax-exempt certificate will be issued upon request.

Written questions are due July 24, 2026. Bid opening will occur virtually via Microsoft Teams on July 31, 2026 at 2:00 p.m. Award recommendation is anticipated at the Joint Powers Board meeting on August 20, 2026. No bid security is required. The Agency reserves the right to award to multiple bidders, evaluate items individually or in aggregate, and award the entire bid, by groups, by individual items, or by any combination thereof.