Oils, lubricants, and disposal services

The City of New Braunfels is soliciting proposals for oils, lubricants, and disposal services for fleet operations on an as-needed basis under ITB 2026-0002, with proposals due November 5, 2026 at 3:00 p.m. CST via Beacon e-procurement.

The scope covers engine oils (5W-30, 5W-20, 10W-40, 15W-40, OW-20 in quantities up to 4,000 gallons annually), hydraulic oils, diesel exhaust fluid, transmission fluids, greases, anti-freeze/coolant, and windshield washer solvents. Disposal services include waste oil removal (minimum 3,700 gallons annually), used oil filter pickup (minimum 9 barrels), and anti-freeze/coolant disposal (minimum 1,600 gallons annually). All products must be new, premium-grade petroleum products meeting or exceeding American Petroleum Institute standards and manufacturer warranties for major automotive and heavy equipment manufacturers. Deliveries are required to three locations: Main Fleet Shop, Police Department, and Fire Station #1. The awarded contractor must provide bulk storage containers at no cost to the City, furnish Material Safety Data Sheets with initial deliveries, ensure OSHA-compliant labeling, and conduct bi-annual oil analysis at contractor expense. Emergency delivery capability within 24 hours or the next morning is required.

The City estimates annual spending of approximately $60,000 for oils and lubricants. The contract term is three years with options to renew for two additional one-year terms. Pricing must be submitted FOB destination with all delivery charges, administrative fees, and fuel surcharges included in unit prices; no separate billing is permitted. Manufacturer price increases are permitted only with documented written authorization, limited to 10 percent of original pricing annually with a maximum of four increases per calendar year.

Proposers must maintain commercial general liability insurance with the City listed as additional insured, submit three business references, obtain a Conflict of Interest Questionnaire, and provide a Certificate of Interested Parties (Form 1295). Written questions are due October 20, 2026. The City reserves the right to terminate the contract with 30 days' written notice for failure to meet terms and conditions.