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The City of Quincy is seeking bids for motor oil, hydraulic fluid, and transmission fluid. The contract term is from July 1, 2026, through June 30, 2027. The selected vendor will be required to make scheduled weekly visits to the central services department to check, deliver, and restock fluids. Material Safety Data Sheets must be supplied at the time of each delivery. Pricing must remain valid for the entire contract term, and price increases will not be accepted. All oils must be virgin oil only; no refined oil will be accepted. Bids must be submitted on the enclosed form and returned to the City Clerk's office by the opening date and time. Electronic or facsimile bids will not be considered. Bids received after the due time will be returned unopened. An authorized company representative is required to sign the bid signature form; proposals without it will be rejected. Samples may be required prior to the opening of proposals. The contract will be awarded to the lowest responsible bidder whose bid conforms to the request for bid and is most advantageous to the city, considering price and other factors such as ability, capacity, skill, promptness, character, integrity, reputation, judgment, experience, efficiency, quality of performance, compliance with laws, financial responsibility, and quality/availability/adaptability of supplies and labor. Bidders are advised that all City contracts are subject to all legal requirements provided for in the purchasing ordinance and/or state and federal statutes. Collusion is prohibited. Contractors performing construction and related work must comply with regulatory legislation. Material Safety Data Sheets are required for any chemicals, materials, or products containing toxic substances. If applicable, contractors must comply with asbestos material regulations. Responses should be submitted in duplicate unless otherwise specified. The City reserves the right to cancel the contract without cause with 30 days' prior notice or with cause for failure to fulfill contract terms. The City also reserves the right to cancel and obtain items from another source if not delivered within the specified time. Bidders may be required to show proof of necessary facilities, equipment, ability, and financial resources, as well as experience and references. Prices quoted shall be F. O. B. destination, freight included and unloaded at specified City of Quincy facilities. Actual delivery addresses will be identified at the time of order. All materials purchased must be of first quality and not damaged. Written requests for interpretations or clarifications must be sent in writing to the purchasing department and received not less than ten days prior to the scheduled opening date. No oral interpretations will be made. Addenda may be issued for clarifications. Assignments or subcontracting require prior written consent from the City. The contract award does not obligate the City to utilize the vendor for all work of this type. The City reserves the right to unilaterally add or delete locations/services. The City has the option to unilaterally extend the contract term up to 30 days. Failure of the contractor to perform services within ten days of written demand constitutes a breach of contract.
The contract term for the purchase of vehicle fluids is from July 1, 2026, through June 30, 2027.
All fluids must meet or exceed specifications to keep all of the City of Quincy's equipment current and not void any vehicle warranties.
The contract will be awarded to the lowest responsible bidder whose bid, conforming to the request for bid, is most advantageous to the City of Quincy, price and other factors considered.
Prior to contract award, any bidder may be required to show that the company has the necessary facilities, equipment, ability and financial resources to perform the work specified in a satisfactory manner and within the time specified. In addition, the company must have experience in work of the same or similar nature, and can provide references which will satisfy the City.
Failure of contractor to perform any of the services required by this contract within ten 10 days of receipt of written demand for performance from the City shall constitute breach of contract.
The selected vendor shall provide the central services department with scheduled weekly visits to the central services department and the vendor shall check all fluids, deliver fluids and restock needed fluids each week.
When required, furnish samples, free of expense, prior to the opening of proposal. Label each sample with bidders name and the item number.
All questions pertaining to the terms and conditions or scope of work of this bid/proposal must be sent in writing mail, emailed or fax to the purchasing department and received not less than ten 10 days prior to the scheduled opening date, unless otherwise specified.
Any proposal not containing the bid signature form will be automatically rejected. Bids received after the time the bids are due will not be considered for award and will be returned unopened. Electronic or facsimiles will not be considered.
