Supply and Delivery of Fleet Lubricants and Oils

The City of Pasadena Public Works Department, Building Systems and Fleet Management Division is requesting proposals for a five-year as-needed supply and delivery contract for fleet lubricants and oils, with proposals due August 4, 2026. All products must meet or exceed Original Equipment Manufacturer (OEM) specifications and industry standards.

The scope covers motor oils, transmission fluids, hydraulic oils, differential fluids, grease, and other lubricants for a diverse municipal fleet including light-duty vehicles, heavy-duty trucks, off-road equipment, and specialized units. Delivery must be completed no more than ninety days after receipt of a City purchase order, with payment terms of thirty days.

Vendors must hold a Pasadena Business License, State of California Department of Industrial Relations certification for public works projects, and State of California Department of General Services Small and Micro Business Certification. For contracts valued at twenty-five thousand dollars or more, vendors must submit a Project Workforce Utilization form detailing job classifications, existing staff, new hires, and Pasadena resident employment. Vendors must maintain current registration in the System for Award Management (SAM) with a valid Unique Entity ID.

Required submittals include a Vendor Questionnaire, Licenses and Certifications documentation, the Project Workforce Utilization form, a Declaration of Non-Collusion executed under penalty of perjury, a Disclosure of Lobbying Activities certification, and Federal Required Certifications. A DoIT Technical Questionnaire is attached; vendors integrating with City IT systems must complete either Section 4.0 for externally hosted solutions or Section 5.0 for on-premises solutions and acknowledge acceptance of the City's IT environment standards, including Active Directory integration and security policies.

No contract value, incumbent contractor, evaluation criteria weighting, or pre-bid meeting date are specified in the source materials.