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This Request for Proposal (RFP) from the State of Vermont's Office of Purchasing and Contracting seeks bids for lubricants and vehicle fluids. The contract period will be two years with an option to renew for three additional twelve-month periods, with an anticipated start date of April 30, 2026. Bidders are responsible for checking the provided web pages for notifications and addendums. Questions are due by March 24, 2026, and responses are due by March 30, 2026. The state will not contact interested parties with updated information. All communications must be directed in writing to the designated state contact. Bidders must submit specific questions in writing by the deadline, and responses will be posted online. Modifications to the solicitation will be made through written addendums. Quantities stated are estimates. The project is funded in whole or in part by federal monies. Bidders are encouraged to contact the VT Apex Accelerator for assistance. The detailed requirements list numerous specific lubricant and fluid products, including various motor oils, transmission fluids, hydraulic fluids, diesel exhaust fluid, antifreeze, and windshield washer fluid. Bidders must specify make and product name if not in the item description. Information security requirements and compliance with the State of Vermont Cybersecurity Standard Update are mandatory. Pricing must be firm for the initial contract term. The state reserves the right to evaluate responses and select bidders in its best interest, including the possibility of requesting a Best and Final Offer (BAFO). Presentations may be required. Bidders must disclose any actual, potential, or reasonably perceived conflicts of interest and propose mitigation actions. Favorable consideration will be given to bidders demonstrating clean energy and climate change practices. Awards will be made based on various criteria, including preference for resident bidders and products manufactured in the state, and US-produced goods when federal funds are involved. Contracts will be negotiated, and bidders are responsible for all preparation costs. Selected bidders will sign a contract, including standard forms, and must be registered with the Vermont Secretary of State and have a Vermont Department of Taxes business account number. Payment terms are net 30 days, with optional discounts for prompt payment. All products must be new, unused, and meet federal, state, and local quality and safety standards. Samples may be requested at any time. Warranties must be for a minimum of one year. Environmental considerations, including recycled content and chlorine-free paper, are encouraged. Life cycle cost evaluation and energy efficiency (Energy Star) are important. Bids must be submitted electronically via email or through the vtbuys eprocurement system by the closing date. There will be no public bid opening, but bid tabulations will be posted online. A Certificate of Compliance, including non-collusion, contract terms acknowledgment, and potentially additional purchaser agreements, must be submitted. Domestic preferences and environmental information are also required. Bidders must acknowledge receipt of any addenda. The contract will obligate the bidder to provide services and/or products at listed prices.
The RFP responses are due by March 30, 2026, at 4:30 PM EST.
The bid notice states that Payment terms are net 30 days from the date the state receives an errorfree invoice with all necessary and complete supporting documentation.
The manufacturer shall include with its proposal a written warranty for each product that it intends to furnish. Warrantees must be based on commercial use, and shall extend for a minimum term of one 1 year from the date a product is available for use by the purchaser; however, longer term warranties are desirable and will be given favorable consideration, all else being equal.
Awards will be made under the provisions of 29 V. S. A. 903. The state may award one or more contracts and reserves the right to make additional awards to other compliant bidders at any time if such award is deemed to be in the best interest of the state. All other considerations being equal, preference will be given to resident bidders of the state and/or to products raised or manufactured in the state, and to the purchase of goods, products, or materials produced in the United States when the award involves the use of applicable federal funds. Bidders who have practices that promote clean energy and address climate change will also receive favorable consideration.
To be awarded a contract by the State of Vermont, a bidder, except an individual doing business in his/her own name, must be registered with the Vermont Secretary of State's office and must obtain a contractor's business account number issued by the Vermont Department of Taxes.
The commissioner reserves the right to request from the bidder/contractor a representative sample of the product offered at any time prior to or after award of a contract. Unless otherwise instructed, samples shall be furnished within the time specified in the request. Untimely submission of a sample may constitute grounds for rejection of bid or cancellation of the contract. Samples must be submitted free of charge and be accompanied by the bidder's name and address, any descriptive literature relating to the product and a statement indicating how and where the sample is to be returned.
The bid notice states that any bidder requiring clarification of any section of this solicitation or wishing to comment on any requirement of the solicitation must submit specific questions in writing no later than the deadline for questions indicated on the first page of this solicitation.
