HomeMy WebLinkAbout128-20 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 128-20
File Number: 2020-0328
BID # 20-28 THE MCPHERSON COMPANIES, INC.:
A RESOLUTION TO AWARD BID #20-28 AND AUTHORIZE THE PURCHASE OF OIL AND
LUBRICANTS FROM THE MCPHERSON COMPANIES, INC. IN VARIABLE AMOUNTS AND
FOR VARYING UNIT PRICES AS NEEDED FOR A TERM OF ONE YEAR WITH THE OPTION TO
RENEW FOR FOUR ADDITIONAL ONE YEAR TERMS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #20-28 and
authorizes the purchase of oil and lubricants from The McPherson Companies, Inc. in variable amounts
and for varying unit prices as needed for a term of one year with the option to renew for four additional
one-year terms.
PASSED and APPROVED on 5/5/2020
Attest:�T
Y 0 •''G'•
�U'
FAYETTEVILLE ;
Kara Paxton, City Clerk Treasurer
";i NGTON114411111k0�l���`�.
Page 1 Printed on 516120
City of Fayetteville, Arkansas 113 West Mountain Street
r= _ Fayetteville, AR 72701
(479) 575-8323
Text File
File Number: 2020-0328
Agenda Date: 5/5/2020 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 3
BID # 20-28 THE MCPHERSON COMPANIES, INC.:
A RESOLUTION TO AWARD BID #20-28 AND AUTHORIZE THE PURCHASE OF OIL AND
LUBRICANTS FROM THE MCPHERSON COMPANIES, INC. IN VARIABLE AMOUNTS AND
FOR VARYING UNIT PRICES AS NEEDED FOR A TERM OF ONE YEAR WITH THE OPTION TO
RENEW FOR FOUR ADDITIONAL ONE YEAR TERMS
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards Bid #20-28 and
authorizes the purchase of oil and lubricants from The McPherson Companies, Inc. in variable amounts and for
varying unit prices as needed for a term of one year with the option to renew for four additional one-year terms.
City of Fayetteville, Arkansas Page 1 Printed on 5/6/2020
City of Fayetteville Staff Review Form
2020-0328
Legistar File ID
5/5/2020
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Sara Glenn 4/15/2020 FLEET OPERATIONS (770)
Submitted By Submitted Date Division / Department
Action Recommendation:
A resolution to award Bid 20-28 and authorize the purchase of oil and lubricants from The McPherson
Companies, Inc for City vehicles as needed for a term of one (1) year with four one-year automatic renewals.
9700.770.1920-5802.00
Account Number
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? No
Budget Impact:
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
SHOP
Fund
Project Title
V20180321
Purchase Order Number: Previous Ordinance or Resolution #
Change Order Number:
Original Contract Number:
Approval Date:
Comments: The "item cost" and "current budget" boxes have been left blank because these items will vary depending upon the Fleet
Division's fluctuating needs based on vehicle needs.
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF MAY 5T", 2020
TO: Mayor and City Council
THRU: Terry Gulley, Director of Transportation
CITY COUNCIL MEMO
FROM: Sara Glenn, Fleet Operations Superintendent
DATE: April 151, 2020
SUBJECT: Approval of Oil and Lubricant Contract
RECOMMENDATION:
City Council to award Bid 20-28 to The McPherson Companies, Inc. of Trussville, AL
and authorize the purchases of oil and lubricates for City vehicles in the estimated
annual amount of $99,516.75 for a term of one (1) year with four one-year automatic
renewals.
BACKGROUND:
Bid 20-28 for Fleet to purchase Oil and Lubricants opened on January 13th, 2020. The
bid tabulation was awarded to The McPherson Companies, Inc. of Trussville, AL for the
annual estimated amount of $99,516.75.
DISCUSSION:
Fleet recommends that Council award Bid 20-28 to The McPherson Companies, Inc. of
Trussville, AL and authorize the purchases of oil and lubricates for City vehicles in the
estimated annual amount of $99,516.75 for a term of one (1) year with four one-year
automatic renewals.
BUDGET/STAFF IMPACT:
Sufficient funds have been budgeted for these purchases.
Attachments:
Contract
McPherson Co. Submittal
Bid Tab 20-28
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
CITY OF Crty-:If Fa'Rttevllle, AR
F A Y E T T E V I L L E Cn nt rao for: 011 & I u.brica nts
A R K A N S A S Vender; The Wherw Comcsnka Inc. 4WTerm: One Myear with four are -year autornatir renewals
This ciantrt;lct exerted this day of 2020, between the City of
FayetteWle, Arkansas (City) and The McPherson C nies Inc. In consideration of the mutual
covenants eontamed befem, the paroles agree as fol
The McPherson Companies Inc. at ds awn wst and extwose mull h*111%h ap lab(x, matettak,
supplies, machinery, equipment, tools, supervision, inscxance, tax permits, and all other
Items and set vices necessary to mroeie Items bid per Bid 20-28, Oil & Lubricants, as
stated in The McPherson Companies Inc. bid proposal, and in acoordance with
specifications attached hereto and made a pail tiereot Bld 20-28 and this oantrad.
the City of FayetievAie shalt pay The McPherson Companies Inc. for dams purchased
based on oiling pcovided by The McPherson Companies Inc. in the submittal for
Bid 20-28.
b. Payments will be made after approval and aoceptanee of work, along with submission of
invo4r,P-. Payments well be made approximately 30 days after the approval of said invoice.
The City of Fayetteville does not agree to any interest or penalty for "untimely payments.
Payments may be expedited thrmigh The McPherson Companies Inc, amepting Visa
at no additional cost to the City.
2. The contract documents which oonstitute the entire agreement between the City of Fayetteville
and The McPherson Companies Inc. mtAisl of Im. cxmitad aril the attached
documentation made a part hereof.
a A,pperwdtx A: Enid pack arse identified as Bid 20-28, Oil & Lubricants with the spe+ifleat
and oonditrans typed aw-f on xlctusrve d ant bidding do sneots and Issued addenda.
b . .!fldix B: The McPherson Companies Inc. b+d poroposal
c: Fa,c1- dtx C Bid 20-2$, Bid Iabulalmxl
? These contract drcxlme-nts constitute the entire agreement between the City of Fayetteville and
The McPherson Companies Inc. and may be modified only by a duty execlrted written
instrument signed by the Oty of Fayetteville and The McPherson Companies Inc.
4. Neither party shaI assign its duties under the terms of this agreement. This is a non-exclusive
contrad, ar1{t City (if F ayelleAle reserves the right to pcxdiase snt►tlai dert*s or smiees from
other vendors as needed.
.fit' cf r"ntiyille, AR
Eld 20-28, C'ii , Lubricans
V--idcr: The McRiersen Ccnv4 nies Vic.
Neld4
5. The McPherson Companies Inc. agrees to hold the City of Fayetteville harmless and indemnify
the City of Fayetteville, against any and all claims for property damage, personal injury or
death; to the extent arising from The McPherson Companies_ Inc.'s negligent or willful
misconduct in connection with the perfurnianc;e of this conlrad. This clause shall not in any
form or manner be oonst►ued to waive that tort immunity set forth u rderArkansas Law.
&. The McPherson Companies Inc. shall furnish a certificate of insurance addressed to the City
of Fayetteville, showing coverage for the foliow+ng insurance which shall be maintained
throughout the term of the contract. Coverage may be met through insurance policies or self-
insurance coverage, Any work sublet, the contractor shall require the subcontractor similarly
to provide worker's oam pensation insurance. In case any employee engaged in work on the
proled under this contract is not proieded under Worker-% Compensation Insurance, The
McPherson Companies Inc. shall provide and shall cause each subtxontractor to provide
adequate employer's liability insurance for the proledion of such of his employees as are not
otherwise protwled The premiumsfor all insurance and the bond required herein shall be
paid by The McPherson Companies Inc,.
a. Workmen's Compensation: Statutory Amount
b. Comprehensive {general b Automobile Insurance: 55DO,0fi0 foreach peisnn mlured
c. Bodily Injury Liability: S1,00,000 for each accident.
d. Properly Dam axle Liability: S1,000,000 aggregate.
7. The McPherson Companies Inc. shall furnish proof of Iioensure as required by all lord and
state agencies.
8. Freedom of Information Ad: City of Fayetteville contracts and documents prepared while
performing cdy coniractual work are subject to the Arkansas Freedom of Information Act. If
a Freedom of Information Ad request is presented to the City of Fayetteville, Contractor will
do everything possible to provide the documents in a prompt and timely manner as
prescribed in the Arkansas Freedom of Information Ad (A,C,A, 25.19-101 et. Seq.). Only
legally authorized photo coping costs pursuant to the FOIA may be assessed for this
-compliance,
9 Jurisdiction: Legal jurisdiction to resolve any disputes shall be Wmhington County, Arkansas
with Arkansas law applying to the case. The City will not agree to be forced to mediate or
arbitrate any dispute.
14. Servioe Requirements:
a. The McPherson Companies Inr;. tali not charge any fee for use of credA card for
payment.
b• A Proof of Delivery (POD) will be issued to Fayetteville's City Fleet at time of delivery.
c. Invoices m us1 be received by email within 48 hours of delivery of goods to
dhaskins,,afayetieville-ar.gov and lballard@fayetieville-ar.gov.
3d113-28. Q. _.i:j-•_rlin
V--l-k': -IC
1 The McPherson Companies Inc, will provide inventcry monitors for the bulk tanks
05%v40, 5w30, and Hydraulic Fluid) at no additional cost to the City of Fayetteville.
These inventory mondo•rs will transmit fluid levels of eadi tank, so The McPherson
Companies Inc, fills tanks accordingly.
e. The McPherson Companies Inc. will provide login access to Fayetteville's City Fleet
for the is n k mon itorin g system at no ch a rite.
f. Substitute brands will not be acoeDied without pnorwrdie n approval by Fayettevrlle's
City Fleet,
g. The McPherson Companies Inc. will deliver bc•weekty.
In the event Fayetieville's City Fleet needs product prier to the next scheduled
delivery, The McPherson Companies Inc. will deliver all required items, including
but not limited to; bulk fluids, bulk tanks, totes a nd d rums within 48 hours of order,
and 72 hours for other needed packaged goods. The City of Fayetteville reserves
the nght to secure from another source if needed product cannot be delivered
within the specified time. The City reserves the right to procure from other sources
packaged oil and lubricant prMucts as deemed necessary to meet the needs of
the City of Fayetteville and for testing purposes.
h. All productsdelrvered shall be sealed and bear trademark of manufacturer, Vendor
shall be a licensed re -packager for bulk and repackaged produces.
i. All bulk delivery tni cks shall have weights and measures certified meters. Copies of
current certficales shall be provided. The City of Fayetteville currently owns all tanks
and oonta i ne rs wh rch wi 11 receive bu Ik de livenes•
11 The City of Fayetteville shall be the sale judge of the sufficiency of qua lily material The
McPherson Companies Inc. warrants, represents, and assures that the produds and
services to be provided sha II conform in all respects to the requirements of the
specifications and as designed will meet the functional and performance standards
contained herein and shall meet or exceed the representations contained in the attached
raid.
12. Contract Duration: Contract shall be for a term of one year from date of award. Contract may
be extended for four (4) additional one-year terms upon mutual agreement of the City of
Fayetteville and The McPherson Companies Inc,.
13. Changes in scope or price: Changes, modifications, or amendments in scope, price or fees to
this contract shall not be allowed without a prior formal contraci armendmeni approved by the
Mayor and the Fayetteville City Council In advance ut the change in scope, cost or fees.
AR
.;qa 3 J
14.f_ i,gr,titie- snd Pr ging: Ouartities listed wilhir. 61d 201 28 art= spproxlnlalr, an'.if-p9ted annual
requiremenls Or proor purchas^� 1 tle 01j of Faye`,tpvill-p Intends tc, rjurchase its
requirem-nls solely frclri Inc- Go'lira% mr. Jeawc-ver, no m nimurri purchase quanld'y is
guaranieF'J
f rire5 shall larrlairl for cne ;1 j y ,ar, beginning kowt1l the date appruvod b-4 the Fayettp ille City
C:4t1'lcll Prices cnarged '0 the Cily of Fayuttev-Ile nlaV Lie increased Ur decreacied after the
first contract tonn upoil presental-on 1, inanut ar..r..rer dacu•nonted peire rhange f-om Mo
IL.bTicaart rr.wV.,(aGturer, and upc-n the lorin such inrn. age is appli=)Ie to a'I cammorclal
users. Prce Inc.r+e�1�e or dec-eask- ,hal'+ n-31 E!} eeo actual rust change. to the c0nicaGhUr, Price'
adiuslowiltS Shad be limited to two {21} price charges per •516iar after the first contract term
of one (1) year.
The McPherson Companies Inc. agrees to provide Pie City of FayettYville with a Primary
Account Represerdetive. to insure prK:lr�q acowacy, delivaric!!5, Dreier r-quests. ot4. 'I no City of
F,ayellcville fee,_-rve:, the riahk tu nFL v assignment o' a diferent PmTlar� A(-Y-',,,rnt
RepresonLative, in the EVFnI porfon'1ince ssup.rs arise with delivery and.or sor%-ic:e(5}; and
ids mhfled and provided t'n The McPherson Companies Inc,
WlTME=SS OUR HANDS THIS A
The McPherson Companies Inc,
By:
Signature
II
1t. L}
Orinted Conraclui Name & Title
r�TTEST (li�r�sil�rs;
Company Secretary (Pnotae.i lame1+
Busine-m Address:
r
cly, Stake & Zi Cade
Data Slwvd.
Bd . J-!f!, U-1 & LuI;iiuuC;
The I`Vr j`�,rf`nn l nnip RtdL-; lit..
DAY OF
CITY OF F,
2020.
E, ARKANSAS
d�V,
LD J D Mayo!
``�rrrrrrrrr
G
ti:
A.TTLST: f" natt�rf
FM- TEVi LE
KARA PAXTOI, l ii:}� r:lerls, '�itiING�ON� ��``
113'Af. Moxtain
F.L3ywte-vihe, AR, 2701
Date Signed; 5 IN 0
CITY OF
City of Fayetteville, Arkansas
Purchasing Division — Room 306
FAYETTEVILLE 113 W. Mountain
Fayetteville, AR 72701
A R K A N S A S Phone: 479.575.8220
TDD (Telecommunication Device for the Deaf):479.521,1316
INVITATION TO BID: Bid 20-28, OIL AND LUBRICANTS
DEADLINE: Thursday, January 30, 2020 before 2:00 PM, Local Time
DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701
PURCHASING AGENT: Adonis Bwashi, abwashi@fayetteville-ar.gov
DATE OF ISSUE AND ADVERTISEMENT: Friday, January 10, 2020
INVITATION TO BID
Bid 20-28, OIL AND LUBRICANTS
No late bids will be accepted. Bids shall be submitted in sealed envelopes labeled with the name and address of
the bidder.
All bids shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents
attached hereto. Each bidder is required to fill in every blank and shall supply all Information requested; failure
to do so may be used as basis of rejection.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in
strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not
subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Manager.
Name of Firm: The McPherson Companies, Inc.
Contact Person
E-Mail:
Ryan Harrison
rharrison mcphersonoiLcom
Title: Government & Municipal Soles Contract Manager
Phone: (205) 308-3028
Headquarters: Local Warehguw:
Business Address: 5051 Cardinal Street 1201 Geren Street Fort Smith, AR 72908
City:
Trussville State: AL Zip: 35173
Signature: "�— Date:
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 1 of 19
City of Fayetteville
Bid 20-28, OILAND LUBRICANTS
Advertisement
City of Fayetteville, Arkansas
INVITATION TO BID
Bid 20-28, Oil and Lubricants
The City is seeking bids from qualified vendors for the purchase of Oil and Lubricants.
All sealed bids are due by Thursday, January 30, 2020 before 2:00 PM, Local Time. All bids are due before the time
stated. Late bids shall not be accepted. City of Fayetteville reserves the right to deviate from the estimated
purchase quantities. Bids will be opened and read aloud immediately following the stated deadline.
Bid forms can be downloaded from the City's website at http://favetteville-ar.gov/bids . All questions should be
directed to Adcnis Bwashi, (479)-575-8258, abwashiC@fayetteville-ar.gov.
The City reserves the right to reject any and all bids and to waive formalities deemed to be in the City's best
interest.
Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority
and women business enterprises to bid on and receive contracts for goods, services, and construction. Also,
City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified
small, minority and women business enterprises.
City of Fayetteville
By: Adonis Bwashi, Purchasing Agent
P: 479.575.8258
abwashi@favettevifle-ar.gov
TDD (Telecommunications Device for the Deaf): (479) 521-1316
Date of advertisement: 01/10/2020
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 2 of 19
Bid 20-28, Addendum 1
Date: Thursday, January 30, 2020
To: All Prospective Vendors
From: Adonis Bwashi — 479,575.8258 — abwashi@fayetteville-ar.gov
RE: Bid 20-28, OIL AND LUBRICANTS
CITY OF
FAYETTEVILLE
ARKANSAS
This addendum is hereby made a part of the contract documents to the same extent as though it were originally included
therein. Bidders should indicate their receipt of same in the appropriate blank of the Bid Form. BIDDERS SHOULD
1. This Addendum includes a revised bid form which shall be used by all bidders. Failure to submit the correct
revised bid form in a printed sealed format shall result in bid rejection. Bidders shall submit a printed
physical copy of the enclosed revised bid form, this addendum, and all other required documents
2. Samples shall not be included with bid submittal. The City reserves the right to request samples for
clarification prior to bid award.
3. The following (highlighted points) are additions or clarifications to the required specifications:
F.O.B. Fleet Operations Division, 1525 S. Happy Hollow Road, Fayetteville, AR 72701
1A Gasoline Service Engine Oil API 1000 Gallon $ 5, SC,
Service Class SN, SAE Grade 5W-30 (Bulk)
G F5
1B Gasoline Service Engine Oil API 420 Quart $ 2. t" 4T $ 877 •tro
Service Class SN, SAE Grade 5W-30
GF5
2A Diesel service engine oil, API 2000 Gallon $ S 9b 9�1 $ ifs 72,p,o0
service class CK4, SAE grade 15W- (Bulk)
40
2B Diesel service engine oil, API 400 Quart $ Z,`��
service class CK4, SAE grade 15W- ,
40
( ;I", .,f (ay�-t c v IIF-, AR
N I J Xx Add('I, rlaIII
P the 113
Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain rayetteville, 0 72701
City of Fayetteville
Bid 20-28, Oil and Lubricants
Bid Form
THIS INVITATION TO BID IS BASED ON THE NEED FOR AN ANNUAL CONTRACT FOR LUBRICATION OILS AND HYDRAULIC
OILS AS LISTED IN THE ATTACHED SPECIFICATIONS. HOWEVER, THE CITY RESERVES THE RIGHT TO ACCEPTOR REJECT ANY
OR ALL BIDS, WAIVE FORMALITIES IN THE BIDDING, AND MAKE A BID AWARD DEEMED TO BE IN THE BEST INTEREST OF
THE CITY. THE QUANTITIES ARE ESTIMATES ONLY.
FA,B. Fleet Operations Division,1525 S. Happy Hollow Road, Fayetteville, AR 72701
1A Gasoline Service Engine Oil API 1000
Service Class SN, SAE Grade 5W-30
GF4
18 Gasoline Service Engine Oil API 420
Service Class SN, SAE Grade 5W-30
GF4
2A Diesel service engine oil, AN 2000
service class Cj4, SAE grade 15W-40
2B Diesel service engine oil, API 400
service class Cj4, SAE grade 15W-40
3A AW Hydraulic oil, ISO Grade 68 AW 5000
4A Tractor Hydraulic Fluid 75
5A Automatic Transmission Fluid — 3
SYNTHETIC BLEND
5B Automatic Transmission Fluid — 36
SYNTHETIC BLEND
6A Automatic Transmission Fluid — 2
TranSynd or Equal
Automatic Transmission Fluid — 20
6B TranSynd or Equal
Multi -purpose Gear Lubricant — 1
7A Grade 75W-90 Synthetic for Auto
and Large Truck Differentials
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 3 of 19
Gallon $ $d $ 5- a6O no
(Bulk)
Quart $ 2, of `T $ 977 =v
Gallon $ 5 86 �.. $ IG720,00
(Bulk)
Quart
Gallon $ �7, $ 27 8570•00
(Bulk)
5 Gallon $ 3�7 16 h $ 5-31.Ays
55Gallon $ $1,'r $ I,l`f3•yr
Drum
Quart $ .5.fs ,,, $ 127. "
55 Gallon $ 973.s'°,,,,,, $ 1,17`17.co
Drum
Gallon $ Z7_,1(5*1..i $
#S,a?.Z &o
330 $ lS.tz ... rz $ 5,0ZZ 460
Gallon
Tote
Multi -Purpose Grease —Lithium EP 5
8A #2
8B Multi -Purpose Grease —Lithium EP 195
#2
9A Automatic Transmission Oil Sample 200
Analysis
9B Hydraulic Oil Sample Analysis 200
9C Differential Sample Analysis 400
10A Engine Oil Sample Analysis 5W-30 300
Oil
10B Engine Oil Sample Analysis 15W-40 600
Oil
11A DEF Urea (Diesel Exhaust Fluid) 600(
11B DEF Urea (Diesel Exhaust Fluid) 40
11C Windshield Washer Fluid, Summer 300
Blend
11D Windshield Washer Fluid, Winter 300
Blend
11E Antifreeze 100C
11F DEX-COOL Antifreeze 6
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 4 of 19
120 $ Z-5 z ,. $ 1, /76 . °o
Pound
Drum
1 Pound. $ !. _1_ $ 363.
Cartridge
EACH $ f 'L $ 1(t '0100
EACH $
'j, zs
$
I) !'TO,On
EACH $
Q. s'
$
3.70p ,Oft
EACH $
$
�►7�S da
Each $ 11,60 $ (,, t,00,ao
Gallon $ f,Y4 �„ $
(Bulk)
2.5
Gallon
Jugs
Gallon $ S 6,1-72"
(Bulk)
Gallon $ 2.29 ,ter $_el, do
(Bulk)
Gallon $ k. S'z $ y, 8zo.°C3
(Bulk)
55 Gallon $ 303 ►60 $ 117Z1.60
Drum
11G Power Service Arctic Express Diesel
Fuel Anti -Gel
12A Oil Sample Bottles, Shipping
Included
12B Oil Sample Bottles, Shipping NOT
Included
4 SSGallon $ 1,37_2r-. 0MD .$ i2.'C°
Drum
TOTAL BASE BID
500 EACH $ NQ $ 14 S
Wr do net cover or include 01ppin6
from Yaw tadirty to Lab
500 EACH j, So $j 7�00
Name of Bidder: The McPherson Companies, Inc.
Items 1 through 12 will be awarded to a single vendor — all or none. Listed quantities are estimates and not a
guaranteed minimum purchase.
Please specify for Unit Bid:
Item 1— BRAND
Proteck
GRADE NAME
Proteck Elite SB 5W-30
Item 2 - BRAND
Proteck
GRADE NAME
Proteck Elite K 15W-40
Item 3 - BRAND
Proteck
GRADE NAME
Proteck Hyd AW68
Item 4 - BRAND
Proteck
GRADE NAME
Proteck UTFJ20C
Proteck Syn Blend Dex
Item 5 - BRAND
Proteck
GRADE NAME
MAGI FS MultlCheck
Item 6 - BRAND
Proteck
GRADE NAME
MAG1 HD ATF
MAGI HD ATF TES295
Item 7 - BRAND
Proteck
GRADE NAME
Proteck FullSyn 75W-90
Item 8 - BRAND
Proteck
GRADE NAME
Proteck Tacky Red
Item 9 - BRAND
Test Samples
GRADE NAME
MCP1 (for analysis only)
Item 10 - BRAND
Test Samples
GRADE NAME
MCPI (for analysis only)
MCP2 (for analysis only)
Proteck DEF Defendal GlobalAEL 50/50
Item 11-BRAND
OffenProteck GRADE NAME Power d°D(eADO�cEKp,ess Diesel
Power Service Arctic Eapresz Dksel Fuel Antl•Gel
Item 12 - BRAND
Test Bottles
GRADE NAME
Test Bottles
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 5 of 19
ALL BIDDERS SHALL COMPLETE THE "TECHNICAL SPECIFICATION" SECTION WITH BID.
FAILURE TO SUBMIT A RESPONSE ON THE PROVIDED "TECHNICAL SPECIFICATION" FORM
IN A COMPLETED FORMAT CAN RESULT IN BID REJECTION.
Bids shall be submitted on this bid form in its entiretyAND acconioanied Gy descriptive /iteratureon the products
being bid. 'The City reserves the right to award this bid based on the City's best interest at the time of product
order.
THIS BID FORM CONTINUES ON THE NEXT PAGE.
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 6 of 19
EXECUTION OF BID -
Actual specification of any deficient item shall be noted on the bid sheet or separate attachment. If specifications of item bid
differ from provided literature, deviation shall be documented and certified by the manufacturer as a regular production
option.
Upon signing this Bid, the bidder certifies that:
1. He/she has read and agrees to the requirements set forth in this proposal, including specifications, terms,
standard conditions, and any pertinent information regarding the articles being bid on.
2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these requirements as
specified by The City of Fayetteville.
3. Pursuant Arkansas Code Annotated §25-1-503, the Contractor agrees and certifies that they do not currently
boycott Israel and will not boycott Israel during any time in which they are entering into, or while in contract, with
any public entity as defined in §25-1-503. If at any time during contract the contractor decides to boycott Israel,
the contractor must notify the contracted public entity in writing.
4. The Bidder can and will comply with all specifications and requirements for delivery, documentation and support
as specified herein.
5. I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the
information provided herein is accurate and true,
6. Bidder shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and
conditions of employment in addition to all federal, state, and local laws.
7. Bidder shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any
relationship with any City of Fayetteville employee. Response shall disclose if a known relationship exists between
any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official.
If no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may
result in cancellation of a purchase ar.d/or contract as a result of your response.
V 1.) NO KNOWN RELATIONSHIP EXISTS
2.) RELATIONSHIP EXISTS (Please explain):
8. Bidder will perform the Work in compliance with all applicable trench safety standards set forth in Occupational
Safety and Health Administration (OSHA) Part 1926 — Subpart P — Excavations.
9. As A bidder on this project, you are required to provide debarment/suspension certification indicating that you
are in compliance with the below Federal Executive Order. Certification can be done by completing and signing
this form.
a. Federal Executive Order (E.O.) 12549 "Debarment and Suspension"requires that all contractors receiving
individual awards, using federal funds, and all sub -recipients certify that the organization and its
principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily
excluded by any Federal department or agency from doing business with the Federal Government.
City of Fayetteville, AR
Bid 2.0-28, Oil and Lubricants
Page 7 of 19
b. Yrnn' signature 1)e1Ow certifies that neither you nor yore• principal Is presently clebarred, suspended,
proposed for debarment, declared Ineligible, or voluntarily excluded From participation in this transaction
by any federal department or agency.
Unsigned bids will be rejected. Items roarked * are mandatory for consideration.
*NAME OF FIRM: The McPherson Companies, Inc.
I'uichase 01der/hayments shall he Issued to this name
*D/B/A or Corporation Name _McPherson Oil
*BUSINESS ADDRESS: 5051 Cardinal Street
*CITY:.__ Trussville - *-STATE; AL *- ,, 35173
Customer Service Ryan Harrison
*111-IONE: 888.802.7500 (205) 308-3028 I-AX: 205-661-4597
*E-.MAII-: lubeorders@mcphersonoil.com rhardson®mcl2hersonoil.com
*BY: PRINTED NAME)_ �% R[ N Ryan Harrison
*AUTHORIZED SIGNATURE:
*TITLE: Governmeni & Municipal Sales Contract Manager
DUNS NUMBER: 05-721-2979 CAGI_ NUMBER: 1DCN9
*TAX ID NUMBER: 63-0657937 -
Acknowledge Addendums:
Addendum No. _ Dated: 111-312-0 Acknowledged by: Rj*_-j ,.•�
Addendum No. - Dated: _ Acknowledged by:
Addendum No. ___ —Dated: __ __ _Acknowledged by:
Addendum No. __ Dated:. ___ __ _ - Acl<nowledged by: ___ __--_-______ _
ALL BIDDERS SHALL COMPLETE THE "TECHNICAL SPECIFICATION" SECTION WITH BID.
FAILURE TO SUBMIT A RESPONSE ON THE PROVIDED "TECHNICAL SPECIFICATION" FORM
IN A COMPLETED FORMAT CAN RESULT IN BID REJECTION.
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 8 of 19
City of Fayetteville
Bid 20-28, Oil and Lubricants
General Terms and Conditions
1. SUBMISSION OF BID & BID EVALUATION:
a. Bids shall be reviewed following the stated deadline, as shown on the cover sheet of this
document.
b. Bidders shall submit bids based on documentation published by the Fayetteville Purchasing
Division.
c. Bids shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville,
Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of
the firm and Bid RFP, or RFQ number shall be on the outside of the packaging as well as on any
packages enclosed In shipping containers or boxes.
d. The City will not be responsible for misdirected bids. Vendor should call the Purchasing Office at
479.575.8220 to ensure correct receipt of bidding documents prior to opening time and date
listed on the bid form.
e. Bidders shall have experience in providing products and/or services of the same or similar
nature.
f. Bidder is advised that exceptions to any of the terms contained in this bid must be identified in
its response to the bid. Failure to do so may lead the City to declare any such term non-
negotiable. Proposer's desire to take exception to a non-negotiable term will not disqualify it
from consideration for award.
g. Local time is defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids
shall be received before the time as shown by the atomic clock located in the Purchasing Division
Office.
h. Bids will be evaluated and awarded based on the best interest of the City of Fayetteville. The City
reserves the right to award bids in their entirety, none, or by line item.
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract
documents. All questions pertaining to the terms and conditions or scope of work of this bid must be sent in
writing via e-mail to the Purchasing Agent. Responses to questions may be handled as an addendum if the
response would provide clarification to the requirements of the bid. All such addenda shall become part of
the contract documents. The City will not be responsible for any other explanation or interpretation of the
proposed bid made or given prior to the award of the contract.
3. DESCRIPTION OF SUPPLIES AND SERVICES:
Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of
quality for this project. Brands or manufacturers that are included in bid that are of at least equal quality,
size, design, and specification as to what has been specified, will be acceptable for consideration only if
approved by the City of Fayetteville Purchasing Division, The City of Fayetteville reserves the right to accept
or reject any requested equal.
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 9 of 19
4. RIGHTS OF CITY OF FAYETTEVILLE BID PROCESS:
In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the
following:
a. The City of Fayetteville reserves the right to select the bid that it believes will serve the best
interest of the City.
b. The City of Fayetteville reserves the right to accept or reject any or all bids.
c. The City of Fayetteville reserves the right to cancel the entire bid.
d. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in
the invitation to bid or in bids submitted.
e. The City of Fayetteville reserves the right to request any necessary clarifications, additional
information, or data without changing the terms of the bid.
5. COSTS INCURRED BY BIDDERS:
All expenses involved with the preparation and submission of bids to the City, or any work performed in
connection therewith, shall be borne solely by the bidder(s). No payment will be made for any responses
received, or for any other effort required of, or made by, the bidder(s) prior to contract commencement.
6. CONFLICT OF INTEREST:
a. The bidder represents that it presently has no interest and shall acquire no interest, either direct
or indirect, which would conflict in any manner with the performance or services required
hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Authority of City
Employee to Contract with the City".
All bidders shall promptly notify Adonis Bwashi, City Purchasing Agent, in writing, of all potential
conflicts of interest for any prospective business association, interest, or other circumstance
which may influence or appear to influence the bidder's judgment or quality of services being
provided. Such written notification shall identify the prospective business association, interest or
circumstance, the nature of which the bidder may undertake and request an opinion to the City
as to whether the association, interest or circumstance would, in the opinion of the City,
constitute a conflict of interest if entered into by the bidder. The City agrees to communicate
with the bidder its opinion via e-mail or first-class mail within thirty days of receipt of
notification.
7. WITHDRAWL OF PROPOSAL:
A bid may be withdrawn prior to the time set for the bid submittal, based on a written request from an
authorized representative of the firm; however, a bid shall not be withdrawn after the time set for the bid
unless approved by the Purchasing Division.
8. LATE PROPOSAL OR MODIFICATIONS:
Bid modifications received after the time set for the bid submittal shall not be considered. Modifications in
writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids.
Bidders should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal documents
prior to opening time and date listed.
9. LOCAL STATE AND FEDERAL COMPLIANCE REQUIREMENTS:
The laws of the State of Arkansas apply to any purchase made under this bid. Bidders shall
comply with all local, state, and federal directives, orders and laws as applicable to this proposal
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 10 of 19
and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO),
Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract.
Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified
small, minority and women business enterprises to bid on and receive contracts for goods,
services, and construction. Also, City of Fayetteville encourages all general contractors to
subcontract portions of their contract to qualified small, minority and women business
enterprises.
10. PROVISION FOR OTHER AGENCIES:
Unless otherwise stipulated by the bidder, the bidder agrees to make available to all Government agencies,
departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal
terms and conditions therein, should any said governmental entity desire to buy under this proposal.
Eligible Users shall mean all state of Arkansas agencies, the legislative and judicial branches, political
subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other
public agencies or authorities), which may desire to purchase under the terms and conditions of the
contract.
11. COLLUSION:
The Proposer, by affixing his or her signature to this proposal, agrees to the following: "bidder certifies that
his or her bid is made without previous understanding, agreement, or connection with any person, firm or
corporation making a proposal for the same item(s) and/or services and is in all respects fair, without
outside control, collusion, fraud, or otherwise illegal action."
12. RIGHTTO AUDIT, FOIA,ANDJURISDICITON:
a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records
relate to purchases between the City and said vendor.
b. Freedom of Information Act: City contracts and documents prepared while performing City
contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the (Contractor) will do
everything possible to provide the documents in a prompt and timely manner as prescribed in
the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized
photocopying costs pursuant to the FOIA may be assessed for this compliance.
�. Legal jurisdiction to resolve any disputes shall be in Washington County, Arkansas with Arkansas
law applying to the case.
13. CITY INDEMNIFICATION:
The successful bidder(s) agrees to indemnify the City and hold it harmless from and against all claims,
liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any
actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to
the goods or any part thereof covered by this order, and such obligation shall survive acceptance of the
goods and payment thereof by the City.
14. VARIANCE FROM STANDARD TERMS & CONDITIONS:
All standard terms and conditions stated in this request for bid apply to this contract except as specifically
stated in the subsequent sections of this document, which take precedence, and should be fully understood
by bidders prior to submitting a proposal on this requirement.
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 11 of 19
15. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION•
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event,
should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the
deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing
Division, immediately.
16. PROCUREMENT POLICY FOR RECYCLED MATERIALS:
The City of Fayetteville wishes to encourage its bidders to use recycled products in fulfilling contractual
obligations to the City and that such practices will serve as a model for other public entities and private
sector companies.
17. PAYMENTS AND INVOICING:
The bidder must specify in their bid the exact company name and address which must be the same as
invoices submitted for payment as a result of award of this bid. Further, the successful bidder is responsible
for immediately notifying the Purchasing Division of any company name change, which would cause
invoicing to change from the name used at the time of the original bid. Payment will be made within thirty
days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest, fees, or
penalty for untimely payments. Payments can be processed through bidder's acceptance of Visa at no
additional costs to the City for expedited payment processing. The City will not agree to any nonrefundable
deposit or retainer that would remain property of the bidder even if the hourly work actually performed by
the bidder would not justify such fee.
The City will pay the awarded bidder based on unit prices provided on invoicing. Progress payments will be
made after approval and acceptance of work and submission of invoice. Payments will be made within 30
days of accepted invoice.
18. CANCELLATION:
a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior
notice to the Contractor in writing of the intention to cancel or with cause if at any time the
Contractor fails to fulfill or abide by any of the terms or conditions specified.
b. Failure of the contractor to comply with any of the provisions of the contract shall be considered
a material breach of contract and shall be cause for immediate termination of the contract at the
discretion of the City of Fayetteville.
c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the
right to cancel and obtain from another source, any items and/or services which have not been
delivered within the period of time from the date of order as determined by the City of
Fayetteville.
d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall
notify the vendor of such occurrence and contract shall terminate of the last day of the current
fiscal period without penalty or expense to the City.
19. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS:
a. The Contractor shall perform this contract, No assignment of subcontracting shall be allowed
without prior written consent of the City. If a bidder intends to subcontract a portion of this
work, the bidder shall disclose such intent in the bid submitted as a result of this bid.
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 12 of 19
b. In the event of a corporate acquisition and/or merger, the Contractor shall provide written
notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon
the occurrence of said action, whichever occurs first. The right to terminate this contract, which
shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in
which a corporate acquisition and/or merger represent a conflict of interest or are contrary to
any local, state, or federal laws. Action by the City awarding a proposal to a firm that has
disclosed its intent to assign or subcontract in its response to the bid, without exception shall
constitute approval for purpose of this Agreement.
20. NON-EXCLUSIVE CONTRACT:
Award of this bid shall impose no obligation on the City to utilize the vendor for all work of this type, which
may develop during the contract period. This is not an exclusive contract. The City specifically reserves the
right to concurrently contract with other companies for similar work if it deems such an action to be in the
City's best interest. In the case of multiple -term contracts, this provision shall apply separately to each item.
21. LOBBYING:
Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding
request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by
the bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the
bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an
organization that is responding to the request for proposal, request for qualification, bid or contract, or has
a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of
Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City
of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from
contacting the Purchasing Division to address situations such as clarification and/or questions related to the
procurement process. For purposes of this provision lobbying activities shall include but not be limited to,
influencing or attempting to influence action or non -action in connection with any request for proposal,
request for qualification, bid or contract through direct or indirect oral or written communication or an
attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any
request for proposal, request for qualification, bid or contract to be rejected.
22. ADDITIONAL REQUIREMENTS:
The City reserves the right to request additional services relating to this bid from the bidder. When
approved by the City as an amendment to the contract and authorized in writing prior to work, the
Contractor shall provide such additional requirements as may become necessary.
23. ADD OR DELETE LOCATIONS OR SERVICES:
The City reserves the right to unilaterally add or delete locations and/or services, either collectively or
individually, at the City's sole option, at any time after award has been made as may be deemed necessary
or in the best interests of the City. In such case, the Contractor(s) will be required to provide services to this
contract in accordance with the terms, conditions, and specifications.
24. INTEGRITY OF BID DOCUMENTS:
Bidders shall use the original bid form(s) provided by the Purchasing Division and enter information only in
the spaces where a response is requested. Bidders may use an attachment as an addendum to the bid
form(s) if sufficient space is not available on the original form for the bidder to enter a complete response.
Any modifications or alterations to the original documents by the bidder, whether intentional or otherwise,
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 13 of 19
will constitute grounds for rejection of such response. Any such modifications or alterations a bidder wishes
to propose shall be clearly stated in the bidder's response and presented in the form of an addendum to the
original bid documents.
25. OTHER GENERAL CONDITIONS:
a. Bidder is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which
in any manner affect those engaged or employed in the Work, or the materials or equipment used, or
that in any way affect the Work and shall in all respects comply with said laws, ordinances, and
regulations. No claim of misunderstanding or ignorance on the part of Bidder or Proposer will in any way
serve to modify the provisions of the contract, No representations shall be binding unless embodied in
the contract.
b. Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the
products and services presented. Sales taxsha//notbeinciudedin thebidprice. Applicable Arkansas sales
tax laws will apply when necessary but will not be considered in award of this project.
c. Each bidder should state the anticipated number of days from the date of receipt of an order for
delivery of services to the City of Fayetteville.
d. Bidders must provide the City with their bids signed by an employee having legal authority to submit
bids on behalf of the bidder. The entire cost of preparing and providing responses shall be borne by the
bidder.
e. The Cily reserves lire iighL to request any additional information it deems necessary from any or all
bidders after the submission deadline.
f. The request for bid is not to be construed as an offer, a contract, or a commitment of any kind; nor does
it commit the city to pay for any costs incurred by bidder in preparation. It shall be clearly understood
that any costs incurred by the Proposer in responding to this request for proposal is at the bidder's own
risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for
reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal
is accepted.
g. If products, components, or services other than those described in this bid document are proposed, the
bidder must include complete descriptive literature for each. All requests for additional information
must be received within five working days following the request.
h. NOTE: Any uncertainties shall be brought to the attention to Adonis Bwashi immediately via telephone
(479.575.8258) or e-mail (abwashi@favetteville-ar.gov). It is the intent and goal of the City of
Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of
the scope of work to be completed and/or goods to be provided. We encourage all interested parties to
ask questions to enable all bidders to be on equal bidding terms.
i. Any inquiries or requests for explanation in regard to the City's requirements should be made promptly
to Adonis Bwashi, City of Fayetteville, Purchasing Agent via e-mail (abwashi@favetteville-ar.gov) or
telephone (479.575.8258). No oral interpretation or clarifications will be given as to the meaning of any
part of this request for proposal. All questions, clarifications, and requests, together with answers, if
any, will be provided to all firms via written addendum. Names of firms submitting any questions,
clarifications, or requests will not be disclosed until after a contract is in place.
j. Any information provided herein is intended to assist the bidder in the preparation of proposals
necessary to properly respond to this bid. The bid is designed to provide qualified Proposers with
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 14 of 19
sufficient basic information to submit proposals meeting minimum specifications and/or test
requirements, but is not intended to limit a bid's content or to exclude any relevant or essential data.
k. Bidders irrevocably consent that any legal action or proceeding against it under, arising out of or in any
manner relating to this Contract shall be prevailed by Arkansas law. Proposer hereby expressly and
irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of
jurisdiction or improper venue or any similar basis.
I. The successful bidder shall not assign the whole or any part of this Contract or any monies due or to
become due hereunder without written consent of City of Fayetteville. In case the successful bidder
assigns all or any part of any monies due or to become due under this Contract, the Instrument of
assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in
and to any monies due or to become due to the successful bidder shall be subject to prior liens of all
persons, firms, and corporations for services rendered or materials supplied for the performance of the
services called for in this contract.
m. The successful bidder's attention is directed to the fact that all applicable Federal and State laws,
municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services
shall apply to the contract throughout, and they will be deemed to be included in the contract as though
written out in full herein. The successful bidder shall keep himself/herself fully informed of all laws,
ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner
affecting those engaged or employed in providing these services or in any way affecting the conduct of the
services and of all nrdprs and dpr..reps of hndie5 or tribunals having anyjurisdirtinn or authority over same.
If any discrepancy or inconsistency should be discovered in these Contract Documents or in the
specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he
shall herewith report the same in writing to City of Fayetteville.
26. INVOICING: All invoices shall be presented to the City with the minimum information listed below.
a. City Department that ordered the materials or services
b. Order Date
c. Delivery date or the date of services
d. Name of the City Employee that requested or picked up the goods, materials, or service
e. Bid Number that applies to the purchase and invoices. Amounts in the bid shall match invoicing.
27. ATTACHMENTS TO BID DOCUMENTS: N/A
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 15 of 19
City of Fayetteville
Bid 20-28, Oil and Lubricants
Technical Specification
ALL BIDDERS SHALL COMPLETE THIS "TECHNICAL SPECIFICATION" SECTION WITH BID.
FAILURE TO SUBMIT A RESPONSE ON THIS "TECHNICAL SPECIFICATION" FORM IN A
COMPLETED FORMAT CAN RESULT IN BID REJECTION.
BIDDING REQUIREMENTS:
o NOTICE: THIS SECTION CAN BE COMPLETED ON THE FOLLOWING MANNER: When given a specification option
containing a blank (example a.^), bidder shall write a "check mark" or write "yes" indicating yes if the
accompanied specification Is met. In the event a specification cannot be met, bidder shall indicate so by
writing in "no" and writing on the CitV s bid forms how the specification is not met or how the unit(s) bid differ
from what has been specified. Leavirw item blank shaft Ind/cate bidder does not meet the ffsted spwftation
and can result fn bfdderDISQUALIFICATION.
n Bidders shall NOT supply warranty papers for the City to interpret whether a warranty specification is met or
not.
1. GENERAL-
1.1 All unit(s) bid shall meet or exceed the minimum requirements or they will be deemed incomplete
and will not be considered for bid award.
1.2 All specifications written are to minimums, unless otherwise noted.
1.3 Bidder shall state brand name for all items listed on the bid form. Bidder shall not substitute a different brand
or grade without prior authorization from the City,
1.4 All products delivered shall be sealed and bear trademark of manufacturer. Vendor shall be a licensed re -
packager for bulk and repackaged products.
1.5 All bulk delivery trucks shall have Weights and Measures certified meters. Copies of current certificates shall
be provided. The City of Fayetteville currently owns all tanks and containers which will receive bulk deliveries.
1.6 The City staff shall be the sole judge of the sufficiency of quality material. Bidder warrants, represents, and
assures that the products and services to be provided shall conform in all respects to the requirements of the
specifications and as designed will meet the functional and performance standards contained herein and shall
meet or exceed the representations contained in this bid.
1.7 Contract shall be for a term of one year from date of award. Contract may be extended for four (4) additional
one year terms upon mutual agreement of the City and the vendor.
1.8 Prices shall remain form for one (1) year, beginning with the date approved by the Fayetteville City Council.
Prices charged to the City by the Bidder may be increased up or decreased after the first contract term upon
presentation of manufacturer documented price change from the lubricant manufacturer and upon the term
such increase is applicable to all commercial users. Price increase or decrease shall not exceed actual cost
change to the bidder. Price adjustments shall be limited to two (2) price changes per year after the first
contract term of one (1) year.
1.9 Quantities listed are approximate anticipated annual requirements based on prior purchases. The City intends
to purchase its requirements of the listed products solely from the successful bidder; however, no minimum
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 16 of 19
City of Fayetteville
Bid 20-28, Oil and Lubricants
Technical Specification -- - - ALL BIDDERS SHALL COMPLETE THIS "TI/
ECHNICAL SPECIFICATION SECTION WITH BID.
j
FAILURE TO SUBMIT A RESPONSE ON THIS "TECHNICAL SPECIFICATION" FORM IN A
COMPLETED FORMAT CAN RESULT IN BID REJECTION.
BIDDING REQUIREMENTS;
NOTICE: THIS SECTION CAN BE COMPLETED ON THE FOLLOWING MANNER: When given a specification option
containing a blank (example a._-___J, bidder shall write a 'check mark' or write ''yes" Indicating yes If the
accompanied specifcation is met. In the event a specification cannot be met, bidder shall Indicate so by writing
In "no' anti writing on d>e 9WA bid farms flow the specification Is not met or how the unit(s) bid differ from
what has been specified. Leavinu Item bank sha/llndlcate 61c/der does not meet_tlre /tsteris_ftra{ian_and can
result in bldder D4gUALIFICAT10N.
3. ITEM 1A & 1I3 — GASOLINE 5EIRVICE ENGINE OIL
3.1 SAE GRADE 5W-30: GF5
a. ✓ API service class SN, Dexos 1 High Performance Full Synthetic SAESW-30
b._✓ Motorcraft®, Valvoline®, Citgo Supergard', or approved equal
OEM approved for Ford, GM, Chrysler, and Honda gasoline engines through current year
model.
ITEM 2A & 26 — DIESEL SERVICE ENGINE OIL
4.1SAE Grade 15W-40
a. ✓ API service class CK-4, CI-4 Plus, CI-4, Ch-4/SM
b. ✓ Shell Rotella TO, Citgo Citgard 6000, or approved equal
c_V OEM approved for Ford, GM, Navistar, Mack E05 4.5, Cummins, Detroit, Caterpillar, John
Deere, New Holland, Komatsu, and Mercedes diesel engines through current year model.
i,rEM 3A & 313 — ANTI -WEAR HYDRAULIC OIL
5.1 ISOGrade 68AW
a. ✓/Citgo° A/W 68 or approved equal
b.� Viscosity index minimum 95
c. ✓ Must meet Vickers M-2950-5, M-286-5, Denison HF-0
d.V OEM approved for hydraulic equipment within the City's fleet including La Brie, Leach,
Wayne, Bandit, Schwarze, Vickers, Parker (Commercial), and Dennison pumps.
e.%/ Rust/Oxidation stability 5000 hours
6. ITFM4--TRAnToI? H YDRA UL IC 17 UID
6.1. Multi -function tractor hydraulic/transmission fluid
a. ✓ Citgo Transgard Tractor Hydraulic Fluid, John Deere Quatrol J20C, Ford NH M2C134D or
approved equal
b._V/ . OEM approved for construction equipment and farm tractors manufactured by Case,
Caterpillar, Ford, New Holland, John Deere, Komatsu, Bobcat, and Kubota
City of FayetteviIie, AR
Bid 15-23, Addendum 1
Page 213
Telecommunications Dev;ce for the Deaf TDr) (479) 521.1316 113 West Mountain -Fayetteville, AR 72701
7. ITEM 6A - 6B •-AUTOMATIC TRANSMISSION FLUID - TRANSYND OR EQUAL
7.1 Exte lded fife atllonlotive automatic transmission fluid-Transynd or Equal
a, Tran5ynd or approved equal for New World and Allison 1.57 Product Lines
I $. ITEM 11A, 11B, 11C, 1113, 19.11, 11F, 11G • OTHER BULK FLUIDS
8.1 DEF- Diesel Exhaust Fluid API Approved
8.2 Windshield Washer Antifreeze - Summer blend and winter blend
8.3 Antifreeze -. small be compatible with any and all antifreeze regardless of color
a. Shall be premixed and ready to use
8.4 Antifreeze - For use in GM cars & trucks requiring DEX-COOL 55 Gallon drum (Ready to use
strength)
8.5 Power Service Arctic Express Diesel Fuel Anti -Gel SS -gallon drum
a. Must be brand specific or mix exactly the same.
City of Fayetteville, AR
Bid 15-23, Addendum 1
Page 313
77mimirarlmc rk ilre for the Deaf TDD14791521-1316 113 West Mountain -Fayetteville, AR 72701
purchase quantity is guaranteed.
1.10 Bidder agrees to sell products required for specific applications not listed in this bid from the same
manufacturer at the same cost factor from published price list.
1.11 The City reserves the right to secure from another source if needed product cannot be delivered within the
specified time.
1.12 The City reserves the right to procure from other sources packaged oil and lubricant products as deemed
necessary to meet the needs of the City and for testing purposes.
2. DELIVERY, STORAGE, AND DISPENSING EQUIPMENT
2.1 Products ordered under this contract shall be delivered FOB to the Fleet Operations shop facility within 24
hours of receipt of order.
3. ITEM 1A & 1B — GASOLINE SERVICE ENGINE OIL
3.1 SAE GRADE SW-30:GF4
a. ✓ API service class SN, Dexos 1 High Performance Full Synthetic SAE5W-30
b._ V Motorcraft®, Valvoline®, Citgo Supergard®, or approved equal
c.%/ OEM approved for Ford, GM, Chrysler, and Honda gasoline engines through current year
model.
4. ITEM 2A & 213— DIESEL SERVICE ENGINE OIL
4.1 SAE Grade 15W-40
a. ✓ API service class CJ-4, CI-4 Plus, CI-4, Ch-4/SM
b. V Shell Rotella T•, Citgo Citgard 6000, or approved equal
C. OEM approved for Ford, GM, Navistar, Mack, Cummins, Detroit, Caterpillar, John Deere,
New Holland, Komatsu, and Mercedes diesel engines through current year model.
5. ITEM 3A & 3B — ANTI -WEAR HYDRAULIC OIL
5.1 ISO Grade 68AW
a. ✓ Citgo® A/W 68 or approved equal
b. Viscosity index minimum 95
c. Must meet Vickers M-2950-S, M-286-S, Denison HF-0
d. OEM approved for hydraulic equipment within the City's fleet including LaBrie, Leach,
Wayne, Bandit, Schwarze, Vickers, Parker (Commercial), and Dennison pumps.
6. ITEM 4—TRACTOR HYDRAULIC FLUID
6.1 Multi -function tractor hydraulic/transmission fluid
a. ✓ Citgo Transgard Tractor Hydraulic Fluid, John Deere Quatrol J20C, Ford NH M2C134D or
approved equal
b. V/ OEM approved for construction equipment and farm tractors manufactured by Case,
Caterpillar, Ford, New Holland, John Deere, Komatsu, and Kubota
7. ITEM SA — 5B —AUTOMATIC TRANSMISSION FLUID —SYNTHETIC BLEND
7.1 Extended life automotive automatic transmission fluid
a. ✓ OEM approved for Ford, General Motors, Chrysler— latest model years
8. ITEM 6A-6B—AUTOMATIC TRANSMISSION FLUID—TRANSYNDOR EQUAL
8.1 Extended life automotive automatic transmission fluid — TranSynd or Equal
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 17 of 19
a.V" TranSynd or approved equal for New World and Allison Product Lines
ITEM 7A & 7B — MULTI -PURPOSE GEAR LUBRICANT
9.1 Grade 75W -90
a,_-_/ Synthetic
b._x,/ OEM approved for Ford, General Motors, Chrysler, Mack, Navistar International,
Kenworth, Peterbilt, Caterpillar, Freightliners, Komatsu, New Holland, and other major
equipment represented in the City fleet.
10. ITEM 8A & 813 — MULTI -PURPOSE GREASE
10.1 High Temp Lithium EP #2
a. ✓ MYSTIK JT-6 High Temp Grease or approved equal
b.OEM approved for Ford, General Motors, Chrysler, Mack, Navistar international,
Kenworth, Peterbilt, Caterpillar, Komatsu, New Holland, and other major equipment
represented in the City Fleet.
11. ITEM 9A, 9B, & 9C — OIL ANALYSIS
11.1 Analysis Program
a. ✓ Sample analysis for non -engine components shall be provided as noted in Items 9A
through 9C and included in the total bid price
AL S In %,/ Oil analysis history, trend data, and management reports shall be available via computer
for each unit in the City's fleet
12. ITEM 10A & 10B — ENGINE OIL ANALYSIS
12.1 Analysis Program
a._ o Vendor shall provide diesel engine oil sample analysis at no charge
b.) Sample supplies and shipping shall be provided 51hoo-9 N IA& mat wrWadca
c. Sample results shall be available via computer within S days of receipt by lab
d. ✓ Analysis history, trend data, and management reports shall be available via computer
for each unit in the City's fleet
13. ITEM 11A, 11B, 11C,11D,11E, 11F, 11G — OTHER BULK FLUIDS
13.1 DEF —Diesel Exhaust Fluid
13.2 Windshield Washer Antifreeze —Summer blend and winter blend
13.3 Antifreeze —shall be compatible with any and all antifreeze regardless of color
a. ✓ Shall be premixed and ready to use
13.4 Antifreeze — For use in GM cars & trucks requiring DEX-COOL 55 Gallon drum (Ready to use
strength)
13.5 Power Service Arctic Express Diesel Fuel Anti -Gel 55-gallon drum
a. Must be brand specific or mix exactly the same.
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 18 of 19
14. ITEM 13A & 13-B —SAMPLE OIL BOTTLES
14.1 Bottles shall be bid as noted on the bid form for use as needed.
15. WARRANTY
15.1 Bidder and product manufacturer shall warrant products to be suitable for use as a specified within the
City fleet and be financially responsible for any damage to fleet equipment due to lubricant failure or
incompatibility with equipment manufacturer specifications.
15.2 Copies of manufacturer warranties on all products bid shall accompany bid documents.
16. DELIVERY
16.1 All products furnished are to be delivered FOB to the City's Fleet Operations facility located at 1525 S
Happy Hollow Road, Fayetteville, AR 72701 and shall meet the following standards:
a. ✓ Environmental Protection Agency's (EPA) Standards
b. ✓ Occupational Safety and Health Administration (OSHA) Standards
City of Fayetteville, AR
Bid 20-28, Oil and Lubricants
Page 19 of 19
Bid 20-28, Addendum I
Date: Thursday, January 30, 2020
To: Ali Prospective Vendors
From: AdonisBwashi-479.575.8258—abwashi@fayetteville-ar.gov
RE: Bid 20-28, OIL AND LUBRICANTS
CITY OF
FAYETTEVILLE
ARKANSAS
This addendum is hereby made a part of the contract documents to the same extent as though it were originally included
therein. Bidders should indicate their receipt of same in the appropriate blank of the Bid Form. BIDDFRS SHOULD
ACKNOWLEDGE 7HISADDENDUM ON THC DESIGNA TED LOG4770N ON THE BID FORM.
1. This Addendum includes a revised bid form which shall be used by all bidders. Failure to submit the correct:
revised bid form in a printed sealed format shall result in bid rejection. Bidders shall submit a printed
physical copy of the enclosed revised bid form, this addendum, and all other required documents
2. Samples shall not be included with bid submittal, The City reserves the right to request samples for
clarification prior to bid award.
3. The following (highlighted points) are additions or clarifications to the required specifications:
F.O.B. Fleet Operations Division, 1525 S. Happy Hollow Road,
1A Gasoline Service Engine Oil API
Service Class SN, SAE Grade 5W-30
GF5
113 Gasoline Service Engine Oil API
Service Class SN, SAE Grade 5W-30
GF5
2A Diesel service engine oil, API
service class CK4, SAE grade 15W-
40
2B Diesel service engine oil, API
service class CK4, SAE grade 15W-
40
1000
4.20
2000
400
ille, AR 72701
Gallon ro db $ S S60,Q6
(Bulk) $ �"
I
Quart $ Z,L" ar
Gallon
(Bulk) $ �' 86 4,K1
Quart j $ 2 ar
$ $71,'o
Iity of Fayetteville, AR
lid 1 7 - X X , Addendum _
'age 113
Telecommunications Device for the Deaf TDD (479) 521-1316 113 West Mountain -Fayetteville, AR 72701
City of Fayetteville
Bid 20-28, Oil and Lubricants
Technical Specification
ALL BIDDERS SHALL COMPLETE THIS "TECHNICAL SPECIFICATIOM'_SECTION WITH BID..
FAILURE TO SUBMIT A RESPONSE ON THIS "TECHNICAL SPECIFICATION" FORM IN A
COMPLETED FORMAT CAN RESULT IN BID REJECTION.
BIDDING REQUIREMENTS:
o NOTICE: THIS SECTION CAN BE COMPLETED ON THE FOLLOWING MANNER: When given a specification option
containing a blank (example a.T_____), bidder shall write a "check marl' or write "yes" Indicating yes If the
accompanied specification is met. In the event a specification cannot be met, bidder shall Indicate so by writing
in "no" and writing on the CCi s old f9rms how the specification is not met or how the unit(s) bid differ from
what has been specified. Leaving Item blank shall indicate bidder does not meet the listed specificatlwr and can
result in bidder DISQUAUF/CATJQN.
3. ITEM 1 A & 113— GASOLINE SERVICE ENGINE OIL
3.1 SAE GRADE 5W-30: GF5
a._✓ API service class SN, Dexos 1 High Performance Full Synthetic SAESW-30
b. ✓ Motorcraft", Valvoline", Citgo Supergard®, or approved equal
c._A_/ OEM approved for Ford, GIVI, Chrysler, and Honda gasoline engines through current year
model.
4. ITEM 2A & 28 — DIESEL SERVICE ENGINE OIL
4.1SAE Grade 15W-40
a. ✓ API service class CK-4, CI-4 Plus, CI-4, Ch-4/SM
b._V Shell Rotelia T", Citgo Citgard 600", or approved equal
c._ OEM approved for Ford, GM, Navistar, Mack EOS 4.5, Cummins, Detroit, Caterpillar, John
Deere, New Holland, Komatsu, and Mercedes diesel engines through current year model.
ITEM 3A & 313—ANTI-WEAR HYDRAULIC OIL
5.1 ISOGrade 68AW
a._✓/Citgo® A/W 68 or approved equal
b. �7 Viscosity index minimum 95
c. Must meet Vickers M-2950-S, M-286-S, Denison HF-O
d. OEM approved for hydraulic equipment within the City's fleet including LaBrie, Leach,
Wayne, Bandit, Schwarze, Vickers, Parker (Commercial), and Dennison pumps.
e. Rust/Oxidation stability 5000 hours
G. ITF-M4—TRACTOR HYDRAULICFLUID
6.1 Multi -function tractor hydraulic/transmission fluid
a. ✓ Citgo Transgard Tractor Hydraulic Fluid, John Deere Quatrol J20C, Ford NH M2C134D or
approved equal
b. OEM approved for construction equipment and farm tractors manufactured by Case,
Caterpillar, Ford, New Holland, John Deere, Komatsu, Bobcat, and Kubota
City of �ayettevilie, AR
Bid 1S-23, Addeitduin 1
Page 213
Telecommunications Device for the Deaf TOD (479) 521-1316 113 West Mountain - Fayetteville, AR 72701
7. ITEM GA— 6B —AUTOMATIC TRANSMISSION FLUID—TRANSYND OR EQUAL
7.1 Fxicf lded life autulTlotive atitomatic transmission fluid --1 ianSynd or (:qual
a.___ TranSynd or approved equal for New World and Allison 1.57 Product Lines
8, ITEM 11A, 118, 11C, 11D, 11E, 11F, 11G —OTHER BULK FLUIDS
8.1 DEF — Diesel Exhaust Fluid API Approved
8.2 Windshield Washer Antifreeze — Summer blend and winter blend
8.3 Antifreeze — shall be compatible with any and all antifreeze regardless of color
a. Shall be premixed and ready to use
8.4 Antifreeze — For use in GM cars & trucks requiring DEX-COOL 55 Gallon drum (Ready to use
strength)
8.5 Power Service Arctic Express Diesel Fuel Anti -Gel 55-gallon drum
a. Must be brand specific or mix exactly the same.
City of Fayetteville, AR
[aid 15 23, Addendum I
Page 313
Telecommunications Device for the Deaf TDD (474) 521-1316 113 West Mountain -Fayetteville, AR 72701
McPherson Oil Contact Directory
41`Qtt4E/RR 011y
p�� 9
The N Pheerson Companies, Inc
5051 Cardinal Street
Trussville. AL 35173
EMAIL ADDRESS
NANIE
POSITIO\TT lTLE
?VIAQ11VGADDRESS
OFFICE PHONE
CELL PHONE
AND FAX NUMBER
Ryan Harrison
Govt. & Municipal Sales
5051 Cardinal Street 1205.661.4527
(Preferred)
rharrison@mcphersonoil
Contract Mangaer
Trussville, AL 35173 1
205.308.3028
com
Josh Chapman
Lead mer Service Team
5051 Cardinal Street
(Direct)
888.802.7500
jchapman@mcphersono
Trussville, AL 35173
205.661.4550
il.c om
Customer Service
PVL Customer Service
5051 Cardinal Street
(Preferred)
205.661.4400
pvl@mcphersonoil.com
(Orders)
Trussville, AL 35173
888.802.7500
Michelle Strickland
PVL Customer Service
5051 Cardinal Street
(Direct)
888.802.7500
mstrickland@mcpherso
Trussville, AL 35173
205.661 A562
noil.com
Wendi Allen
Director Inside Sales
5051 Cardinal Street (Direct)
205.661.4400
wallen@mcphersonoil.c
and Marketing
Trussville, AL 35173 205.661.4511
om
The McPherson Companies
5051 Cardinal Street
Trussville, AL35173
Ryan Harrison
Government & Municipal
Sales Contract Manager
p: 205.661.4527
c 205.308.3028
1.205.661.4544
rhorrison@mcphersonoil.com
mcphersonarl.com
Customer Care
Hours of Operation
7:00 am (CST) - 5:00 pm (CST)
Fi�l Z
The McPherson Companies
5051 Cardinal Street
Trussville, AL 35173
rail free: 888.802.7500
lox: 205.661.4597
orfer hours: 877.435.1417
cusTomercore@mcphersonc)il.com
wvwm cphersonor7. com
Company ID Number: 143389
ARTICLE I
PURPOSE AND AUTHORITY
This Memorandum of Understanding (MOU) sets forth the points of agreement between the
Social Security Administration (SSA), the Department of Homeland Security (DHS) and The
McPherson Coniyanics, Inc. (Employer) regarding the Employer's participation in the
Employment Eligibility Verification Program (E-Verify). E-Verify is a program in which the
employment eligibility of all newly hired employees will be confirmed after the Employment
Eligibility Verification Form (Form I-9) has been completed.
Authority for the E-Verify program is found in Title IV, Subtitle A, of the Illegal Immigration
Reform and Immigrant Responsibility Act of 1996 (IIRIRA), Pub. L. 104-208, 110 Stat. 3009, as
amended (8 U.S.C. § 1324a note).
ARTICLE II
FUNCTIONS TO BE PERFORMED
A. RESPONSIBILITIES OF THE SSA
1. Upon completion of the Form I-9 by the employee and the Employer, and provided the
Employer complies with the requirements of this MOU, SSA agrees to provide the Employer
with available information that allows the Employer to confirm the accuracy of Social Security
Numbers provided by all newly hired employees and the employment authorization of U.S.
citizens.
2. The SSA agrees to provide to the Employer appropriate assistance with operational
problems that may arise during the Employer's participation in the E-Verify program. The SSA
agrees to provide the Employer with names, titles, addresses, and telephone numbers of SSA
representatives to be contacted during the E-Verify process.
3. The SSA agrees to safeguard the information provided by the Employer through the E-
Verify program procedures, and to limit access to such information, as is appropriate by law, to
individuals responsible for the verification of Social Security Numbers and for evaluation of the
E-Verify program or such other persons or entities who may be authorized by the SSA as
governed by the Privacy Act (5 U.S.C. § 552a), the Social Security Act (42 U.S.C. 1306(a)), and
SSA regulations (20 CFR Part 401).
4. SSA agrees to establish a means of automated verification that is designed (in
conjunction with DHS's automated system if necessary) to provide confirmation or tentative
nonconfirmation of U.S. citizens' employment eligibility and accuracy of SSA records for both
citizens and aliens within 3 Federal Government work days of the initial inquiry.
NNI1.�
%lt'fl 9lw i6alry'.'s'a rn. xmc.
POLICIES AND PROCEDURES: LUBRICANTS
ExxonMobil (BUYBACK) and TMC (Direct) STANDARD SERVICE OFFERING
Minimum Bulk Order Quantity:
ExxonMobil Buyback - Minimum bulk order quantity is 200 gallons per product. The conversion factor for
products sold by the pound shall by 7.5 pounds per gallon in order to determine minimum delivery size. Bulk
products must be delivered and invoiced in the same unit of measure.
Example A: Delivery documents for bulk gear oils must reflect the pounds of product delivered using a
conversion factor provided by ExxonMobil to convert from metered gallons to pounds.
Example B: Delivery documents for motor oils must reflect the gallons of product delivered using
metered gallons or full compartment capacities (in gallons) where full compartments are delivered and
not metered.
TMC Direct — Minimum bulk order quantity is 150 gallons of one product and 100 gallons for each additional
bulk product on the order.
Minimum Package Quantity:
ExxonMobil Buyback - Minimum Package Order Quantity is 75 gallons (approximately 25 cases) for
Conventional products and 30 gallons for Synthetic Product. If a package order is a combination of Synthetic
and Conventional, then the 30 gallon minimum for synthetics is still required for the order total minimum to
be allowed for less than 75 gallons. (No minimum if order can be delivered with bulk order meeting the
minimum bulk order requirements).
TMC Direct — Minimum Package Order Quantity is 45 gallons (No minimum if order can be delivered with bulk
order meeting the minimum bulk order requirements).
Drum Pump —Off Minimum:
ExxonMobil Buyback- The minimum order quantity is 4 drums for conventional product and 1 drum for
Synthetic Product. Accounting requirements dictate that the amount invoiced for pump -off delivery must
equal whole multiples of drums pumped off. Example: A delivery consisting of 4 drums into a customer's
storage tank must reflect 4 whole drums of product being delivered (1600 pounds, 220 gallons etc.)
TMC Direct —The minimum order quantity is 2 drums for conventional product and 1 drum for Synthetic
Product. Accounting requirements dictate that the amount invoiced for pump -off delivery must equal whole
multiples of drums pumped off.
TMC Drum Pickup Policy— Drums must have the bung, no damage, and less than 1" of any type of product in
the drum for us to pickup. We will not pick-up any drums that have more than 1" of any type of product
regardless of condition. TMC will only pickup empty drums from our customers while making a delivery.
Small Order Premium:
ExxonMobil Buyback. The standard service offering includes a Small Order Premium (SOP) of $50.00. This
SOP applies to orders below the minimum delivery size except where scheduled oil deliveries, customer pick
up, or customer paid shipping arrangements have been made. This SOP shall be included in the customer's
purchase order or arrangements shall be made between the Distributor (TMC) and the National Account to
have the SOP billed and paid on a local level.
In cases where the National Account repeatedly orders less than the Minimum Order Quantities, ExxonMobil
has instructed the Distributor to notify ExxonMobil National Account Representative so that this order pattern
may be included in future discussions between the National Account and ExxonMobil.
TMC Direct - The standard service offering includes a Small Order Premium (SOP) of $50.00 for orders below
the minimum delivery size as stated above for McPherson Oil. This SOP applies to orders below the
minimum delivery size except where Scheduled Oil Deliveries, customer pick up, or customer paid shipping
arrangements have been made.
Standard Lead Times:
*Standard lead time is 2 business days for bulk orders and 3 business days for packaged goods orders
placed prior to 2pm. Orders received after 2pm will be processed the next business day (Example -
Any orders received after 2pm on Friday would be processed the following Monday).
*The standard lead time does not apply to customers who are setup on specific zone delivery days. Contact
your sales representative ifyou have any questions concerning zone days or lead times.
Emergency Delivery Fee (F.DF):
All request to break standard lead time and any weekend deliveries will be subject to an Emergency
Delivery Fee. The 7 major holidays would be charged at double the normal rate. A same day delivery fee
would be applied to any order received Monday thru Friday before 2pm that must deliver before
midnight. A next day delivery fee would be applied to any order received Monday thru Friday by 2pm
that must delivery before 5pm of the next business day.
a. Same Day Delivery Fee - $350.00
b. Next Day Delivery Fee - $150.00
Product Returns
Bulls product returns are not allowed. Package products may be returned assuming there is at least 1
year shelf life remaining. There will be a 20% restocking fee associated with all returns.
AM CITY OF
.� FAYETTEVILLE
ARKANS
ARKANfAf
Date of Advertisement1/10/2020
Date of Issue: 1/30/2020
Bid 20-28, OIL AND LUBRICANTS
Official Bid Tabulation
Lioneld Jordan, Mayor
Bid No. 2D-28
Date: 01.30.2020
Time: 2:00 PM
DENNIS Olt COMPANY Lubrcatron
Syeculigs
Summit Truck Group
Frost Oil Company, Inc.
The McPherson Companies, Inc.
IRyn Oescn_ptsonOTY r UNIT
PRICE PER UNIT TOTAL PRICE
PRICE PER UNIT
$ 8.50
TOTAL PRICE PPER UNIT
RICE
$ 8.500.00 $ 8.17
TOTAL PRICE
PR ICE PER DINE TOTAL PRICE
_ _
asollne Senhice ClRss
1ppp
Gallon
_
$ 8,200.00
$ 8,170.00
$ 5.86
$ 5,860.00
SN, S/HE rade SW-30 GFS
(Bulk)
- ----
$ 3.36
$ 1.411.20 $ 3.SO
$ 1,470LO
--:
-
Gasoline Servce Engine Oil API Service Class
iB
120
'
quart
_.-8.20
i $ 3.37
$ 1,41SAO
$ 2.09
$ 877,80
SN, SAE code Swab as
BRAND/ GUM NAME
NA / NA
LU6ngoM / SW30
Lego / Supestard FS Oetas SW30
Protect / Protect, ERt 50 SW-30
20
Diesel service engine oN, API service class CK4,
2000
Galon
5 7.95
$ 15,900.00
5 6.96
$ 13,920.00
5 9.02
$ 18,040.00
$ 5.86
$ 31,720.00
SAE grade isw.1D
(Bulk)
28
( Dieselservice engine o0, API cervce class CR4,
400
quart
$ 2.65
$ 1,060.00
5 3.33
$ 1,332.00
$ 3.21
$ 1,285.00
$ 2.48
$ 992.00
SEE grade iSW 40
BRAVO GRADE NAME
NA
NA
Compass
Cttga / lSW40
Proted / Protiod
Eft E ISW40
3A
AW Hydraulic od, ISO Grade 68 AW
SOOo
lon
tau
NA
NA
$ 5.73 S 28,650.00
5 S.67 5 28.350.00
S 5.51
$ 27,850.00
Blk
BARRIO GIIAOF NAMF
NA NA
Comparst RANA
Omni A
M A
4A
Trxtor Hvdrau i,c r lmd 25 SGallon
NA NA
;$ 35.I5 5 2,681.25
$ 41.35 $ 3,I01.2S
$ 35.4515 2.658.75.
_ BRAND/GRADENAAFf
NA/NA
Comeau/TraM MYd. fluid
Otp7rinsha rd TNF
Prouick Pooled UrF 120C
SA
Automatic Transmission Fluid -SYNTHETIC
3
55 Galbn
NA
NA
$ 64S.15i
$ 1,935.45
$ 598.95
96
$ 1,7.85
S 38115 1 $ 1,143.45'
BLEND
Drum
$ 3.A 7
$ 124.83
SB
Automatic Transmission Fluid -SYNTHETIC
36
quart
NA
+ NA
$ 3.13
$ 134.28
$ 3.55 5 127 80
BLEND
BRAND/GRADE NAME
NA/NA
Comical/Sf ATF
OWO/ Ft, SFn SWIRil ATF
AKA/ Rotetli SY^Blend Cos MAGI FS
M, M
GotAutomatic
Transmission Fluid-TrmSyM or
2
SS Gain
NA NA
$ 1,879.36; $ 3,758.72
$ 2,124.10
$ 4,248.20
5 973.50 'i $ 1,947.00
Equal
Drum
NA _ NA
68
Automatic Transmission fluid - TranSYrid or
E al
2a
Gallon
$ 39.80 $ 796.00
$--
$ 39.75
$ 795.1X)
$ 72.451
$ 449.00
BRAND / GRADE NAME
MA NA
Shed / ATE A295
OW (drum VP (GRIsce s) / EmPrd 2MMot- 295
_--
PyOleck / MAGl HD AlF MAGI NO ATF TE5295
Multi Wrpose Gear Lubricant -Grade 75W-90
330
7A
Synthetic for Auto and Large Trull
I
Gallon
NA NA
5 5.232.50 $ 5,232.50
$ 6,%3.00 S 6,963,00
$ 5,022.60 $ 5,022.60
Different.is
Tote
BRAVO/ GRADE NAME
NA / tan
Co." / 151111,10
Chips / NO syntnedc 75/90
protect / Pooled Fu" 7SW 90
8A
Muhi-Purpose Greare- Lithium EP N2
5
t 0Poland
NA
NA
$ 324.30 S 1.621.50
5 365.06
$1,825.30 $ 235.70
5 1,176,00
5 206. $ 401.70
$577.20 $ 1.8t
8B
MuNI-Purpose Grease -lithium F►R2
195
1Pound
NA
NA
$ 2.%
5 352.95
BRAND W1IDEKAME
NA
NA
Mvg*IJ1a NI-
a
$ 11.20
$ 2,240.00 $ 9.25
5 1,850.00
9A
Automatic Tnnsmiubn ON Sample AnahsN
200
EACH
NA
NA
$ 1100 $ 2,200.00
98
EACH
NA
NA
HWmill aSample Asdyus.
200
$ 11.00 $ 2,200.00
$ 11.20
$ 2,240.001
> 9.25
$ IAW.00
9C
_
Dllreremlal Sample AnaNsis
400
EACH
_NA
NA
$ 11.00 $ 4,400.00
$ 11.20
PrlONtne MRNIC/OR
$ 4,480.00
$ 9.25
$ 3,700.00
MCP) ttr arsrydf uK0111
BRAND/61LAOENAME
NA/NA
PrlwnttlYe MORE. Aim 00saimple
swww
-_I"SMMPMs/
IOA
Engine W Sample Aiolrso SW-30 Chi lDo EACH
NA NA
_ - _.
NA_ NA
$ 1100 $ 3,300.003,3
_
5 LIDO 5 6,6(XD.00
$ 6.50
$ 9.25
$ _ 2, 775.00
-
S 6,600.00
106
Engine ON Sample Analysis tSW-4000 600
Each
5 3,900.00
__60.00
_._._
$ 11.00
BAND/GRADENAME
_ _.,
NA/NA
PrRvarit4tivR All *W DO
Cltllo�polahs/astimP4
Tess semple l MCIII tlor analysis oniv) MC►2(TRr
)
11A
DEF Urea (Dleeel ExMust Fluid) g0pp Gallon
NA
NA
$ L10 $ 6,600.00
S 1.25
$ 7,500.00
$ 1.49
$ 8,940.00
118
DEF Urea (Diesel Exhaust Fluid)
40
2 SGalloni
NA
NA
$ 6.48
$ 259.20
$ 7.30
$ 292.00
$ 7.42
$ 296.80
lulls
Windshield Washer Fluid, Summer Blend
._.
WtrdshieidWasher Fluid,Winter eknd
300
300
Callan NA
1 Idk1. .. _.
Gaibn
(Bulk) WA
NA
$ 0.90
$ 270.00
$ 0.74
$ 223.35
$ 2.29
$ 687.00
llD
NA
$ 1.55
$ 165.00
$ 1.90
$ 570.30
$ 2.29
$ 687.00
HE
Antifreeze
1000
Gallon NA
NA
$ 6.SO
$ 6,500.00
$ 7.20
$ 7,200.00
$ 4.82
$ 4,820.00
11F
DER -COOL AMNrcex
6
S n .NA
NA
$ 379.50
$ 2,177.00
S 635.25
$ 3,811.50
$ 303.60
$ 1,821.60
Wum
11G
Power Serrke Arctic Express Diesel Fuel An11-
4
55 Gallon
NA
NA
S 1,380.90 $ 5,523.60 5 1,157.75 $ 4,631.00
S L328.00 5 5,312.00
Get
Drum
waeu / P.oteb t1EF DeFerraat Glo6r AEL SWSO
BIUa/D/GRADE NAME MA/NA
Musket/DEF Chenon/ HRydtYe unnersal
Detendai DEa-COOL cmapauWe 5WW slaw
Sarvrc4 Arctic Espreu 01e 1 FpN MU -Gel
TOTAL BASE KO 5 26.57540
$ 110,%94D 5 117.194.1f
5 99,S1675
l
12A oil Sample Bottles, Shipping Included SOD EACH NA NA
$ 11.00 $ 5,5wLOO 5 11.20 $ 5,600.00
NB j NB
t)B Oil Sample BOHks, Shipping NOT Included 500 EACH NA NA
5 lOJs $ 5,125.00 $ 6 50 $ 3,250.00
$ 1.50 5 750.00
BAND GRADE NAME
;'. N11
NA
B4RYH.
Bottles I E2lavfon (/IaYONne
Tell Tait gotbill
CERTIFIED:
A oxen. Pwclunrg Men LPPB, PPO / /Mtneu, In MCGw{n peBR
'NOTKE' 9 ward n argent upon vendor mrep. mmum spec=lKalwns ar,d I_A ii"noruauen by try oFl i///