Oils, lubricants, and fluids, purchase of, term contract

Palm Beach County Board of County Commissioners issued Invitation for Bid (IFB #19-004/CR) for the purchase and delivery of oils, lubricants, and fluids under a term contract. The procurement encompasses six lots of products including diesel motor oil in multiple container sizes (quarts, 5-gallon pails, 55-gallon drums, and bulk quantities), hydraulic oil, multipurpose grease, coolant/anti-freeze, specialized lubricants, and multi-purpose lubricants. Estimated 12-month quantities vary significantly by item, ranging from as few as 3 drums to over 10,000 gallons for bulk diesel oil. Successful bidders must demonstrate responsiveness and responsibility, maintain pricing firm for 90 days from bid submission with unit prices remaining constant through the initial and renewal contract terms, and provide delivery within three business days of receiving a term contract delivery order or within ten business days for deliveries to the County Purchasing Warehouse located at 2455 Vista Parkway, West Palm Beach. All bidders must maintain Commercial General Liability Insurance of $500,000, Business Auto Liability Insurance of $500,000, and Workers' Compensation Insurance per Florida Statute Chapter 440. The bid submission deadline was December 6, 2018, at 4:00 p.m. local time, with the contract award to be made on a lot-by-lot basis to the lowest responsive and responsible bidder. The initial contract term is twelve months or until the estimated amount is expended at the County's discretion, with an option to renew for four additional twelve-month periods upon mutual written agreement.

This procurement includes a Small Business Enterprise (SBE) set-aside with a minimum 15 percent SBE participation goal, and the County applies specific evaluation criteria favoring responsive SBE bids that fall within ten percent of the lowest bid for contracts valued under one million dollars. Successful bidders are required to register as vendors in the County's Vendor Self Service system. The F.O.B. point is destination, and the County is exempt from federal and state taxes. While no incumbent vendors or current contractors are identified in the solicitation materials, the estimated contract value is not explicitly stated, though the scope suggests moderate annual procurement based on the varying quantities across six product lots. Payment is contingent upon annual appropriation by the Board of County Commissioners for subsequent fiscal years, which may affect contract continuation and renewal options.