This is a Request for Proposal (RFP) for lubricants for district buses and the white fleet, issued by United Independent School District. The contract is set to begin on September 1, 2026. Proposals are due by April 15, 2026, at 3:00 PM CT. Several documents are required with the bid submission, including proposal forms, insurance requirements, certification sheets, conflict of interest questionnaires, and criminal history record information. Bidders must also provide warranty information for parts and labor. The contract duration is initially 12 months with options to renew for two additional one-year increments, for a maximum of 36 months. Delivery is expected within 30 days after contract award. The district reserves the right to award as it deems in its best interest and may negotiate with top proposers. Awards are subject to the availability of funds. The district is exempt from Texas limited sales tax. All awards are subject to the availability of funds. The district reserves the right to reject any or all proposals. Bids will be publicly opened. No oral interpretations will be given; all requests must be in writing at least five days prior to the bid opening. Modifications or withdrawals of proposals will be accepted if in the best interest of the district. Late proposals will be returned unopened. Vendors must provide reference information. The district requires compliance with specifications and submission of a Certificate of Interest Parties Form **** must also certify that they have not engaged in collusion or offered economic opportunities to private services. Compliance with House Bill **** and Senate Bill 9 regarding criminal history background checks for employees is required. The district has a o purchase order, no pay policy. Returns will be handled by issuing a credit memo. A preference for domestically produced goods is encouraged. Historically Underutilized Businesses (HUB) are encouraged to participate. The district is a member of the Central Texas Purchasing Alliance (CTPA), and awarded contracts may be adopted by other member districts. E-verify system usage for work authorization is required. Vendors must verify that their employees are authorized to work in the United States and do not employ unauthorized aliens. SB 571: Preservice Affidavit for Educational Entities must be completed by individuals providing services. The bid includes specific line items for various types of motor oil, coolant, transmission fluid, gear oil, and grease, with specified quantities and units of measure.
The district must have delivery within 30 days after awarding of contract unless otherwise specified within specifications. The delivery date will be a factor to consider in determining bid award.
Payment by the district will be made within 30 days after the date on which the district receives the goods under the contract or the date on which the performance of services under the contract was completed, or the date on which the district received the invoice for the goods or services, whichever is later. The districts preferred method of payment is, direct deposit ACH.
The bid notice states that bidders must submit warranty information and service agreement information together with the bid. Failure to provide such information may be cause for rejection of the bid. It also states that implied warranties of merchantability and implied warranty of fitness for a particular purpose shall apply to all purchases initiated by this document.
In conformance with Texas Education Code Section ****, in determining to whom to award a contract, the district shall consider: the purchase price, the reputation of the vendor and of the vendors goods or services, the quality of the vendors goods or services, the extent to which the goods or services meet the districts need, the vendors past relationship with the district, the impact on the ability of the district to comply with laws and rules relating to historically underutilized businesses, the total longterm cost to the district to acquire the vendors goods or services, whether the vendors ultimate parent company or majority owner has its principal place of business in this state or employs at least 500 persons in this state, and any other relevant factor specifically listed in these specifications.
The district may make such investigations as deemed necessary to determine the qualifications and or ability of the bidder to perform in accordance with the bid terms and conditions specified herein. The bidder shall furnish to the district all such information as the district may request. The district reserves the right to reject any bid if the bidder fails to satisfy the district that such bidder is properly qualified to carry out the obligations of the contract.
The district shall have the right to cancel or default all or part of the undelivered portion of the order if the contractor breaches any of the terms hereof, including warranties, if the contractor becomes insolvent or commits acts of bankruptcy. Other factors shall include service performance.
Samples of possible substitution items may be requested at that time.
