Oil, Gas, Grease, Diesel

Polk County Commissioners Court is requesting sealed bids for fiscal year 2027 purchases of oil, gas, grease, and diesel fuel, with bids due August 17, 2026.

The scope covers motor oil (all weights and heavy-duty variants), motor oil with high-detergent heavy-duty additives, hydraulic fluid, gear grease, unleaded gasoline (87 octane minimum and plus grades at specified octane levels), diesel fuel (40 cetane minimum), and off-road diesel. Bidders must submit brand names; only major brand products are accepted, and regional, local, or blend products will be rejected. The successful bidder must furnish and maintain all equipment necessary to dispense fuel and oil, deliver within 24 hours of order, and assume responsibility for all spillage during transit and delivery.

The contract term runs October 1, 2026 through September 30, 2027. The county reserves the right to award by line item to multiple bidders or to a single bidder as deemed most advantageous. Fuel pricing is based on the refiner's posted terminal price as of August 6, 2026, with documentation required on refiner letterhead. The selling price consists of the posted terminal price plus applicable fees, freight charges, and the bidder's profit margin; the markup (constant) is frozen throughout the contract term and not subject to increase. Oil and lubricants are quoted by selling price with awards determined by lowest submitted price. The county is exempt from taxes on fuels and will be invoiced separately for state fuel tax.

The successful bidder must maintain commercial liability insurance of $1 million per occurrence and general aggregate, business auto liability of $1 million combined single limit, and worker's compensation and employer's liability coverage of $100,000/$500,000/$100,000. The county reserves the right to terminate the agreement with thirty days' notice and may conduct independent laboratory testing of delivered products at the county's expense if compliant or the bidder's expense if non-compliant.