Project Information

Bid Title

Oil & Lubricants for METRA (Annual Contract) Buyer: Chadwick Brewer

Issuing Agency

Consolidated Government of Columbus

Location

Georgia

Published Date

Feb 16, 2026

Closing Date

Mar 11, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFB No. 26-0030

Original Source

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Project Description

SOLICITATION NUMBER	DESCRIPTION		DUE DATE
RFB No. 26-0030	Oil & Lubricants for METRA (Annual Contract) Buyer: Chadwick Brewer		March 11, 2026 (No later than 2:30 PM)

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COLUMBUS CONSOLIDATED GOVERNMENT

Georgia’s First Consolidated Government

FINANCE DEPARTMENT

PURCHASING DIVISION

Date: February 16, 2026

COLUMBUS CITY HALL

1111 FIRST AVENUE, COLUMBUS, GEORGIA 31901

P.O. BOX 1340, COLUMBUS, GEORGIA 31902-1340

706-225-4087 | www.columbusga.org

REQUEST

FOR BIDS:

RFB NO. 26-0030

GENERAL SCOPE

Qualified vendors are invited to submit sealed bids, subject to conditions and instructions

as specified, for the furnishing of:

OIL & LUBRICANTS FOR METRA

(ANNUAL CONTRACT)

Provide various types of oil & lubricants on an “as needed” basis to the Columbus

Consolidated Government (the City) to be utilized by METRA Transit System. The

contract term will be for three years.

DUE DATE

MARCH 11, 2026 – 2:30 PM (Eastern)

Responses must be submitted via DemandStar on or before the due date. A virtual opening will

be held during the 3:00 PM hour of the due date. Responding vendors are not required but

are invited to attend the opening.

If you wish to attend the virtual opening, use one of the Microsoft Teams meeting options: Click

here to join the meeting or call in (audio only) +1 478-239-0725,,855808406# United States,

Macon Phone Conference ID: 855 808 406# Find a local number | Reset PIN. Note: Columbus

Consolidated Government is not responsible for technical issues that may arise during the

virtual opening.

BID SUBMISSION

REQUIREMENTS

ADDENDA

See Appendix A (page 53) for Submission Requirements, Submission Requirements

Checklist, and DemandStar Registration and Submission Instructions.

IMPORTANT INFORMATION

Any and all addenda will be posted on the Purchasing Division’s web page, at

https://www.columbusga.gov/finance-2/bid-opportunities. It is the vendors’

responsibility to periodically visit the web page for addenda before the due date and

prior to submitting a bid.

“NO BID”

RESPONSE

Refer to the form on page 3 if you are not interested in this invitation.

Andrea J. McCorvey

Purchasing Division Manager

RFB 26-0030

Oil & Lubricants for METRA (Annual Contract)

Page 1 of 60

IMPORTANT INFORMATION

e-Notification

The City uses the Georgia Procurement Registry e-notification

system. You must register with the Team Georgia Market

Place/Georgia Procurement Registry to receive future

procurement notifications via https://doas.ga.gov/state-

purchasing/getting-started-supplier.

If you have any questions or encounter any problems while

registering, please contact the Team Georgia Marketplace

Procurement Helpdesk:

Telephone:

Fax:

Email:

404-657-6000

404-657-8444

procurementhelp@doas.ga.gov

RFB 26-0030

Oil & Lubricants for METRA (Annual Contract)

Page 2 of 60

STATEMENT OF “NO BID”

Complete and return this form immediately if you do NOT intend to Bid:

Email:

Mail:

bidopportunities@columbusga.org

Attn: Chadwick Brewer, Buyer

Columbus Consolidated Government

Purchasing Division

P.O. Box 1340

Columbus, GA 31902-1340

We, the undersigned decline to bid on your RFB No. 26-0030, for Oil & Lubricants for

METRA (Annual Contract) for the following reason(s):

Specifications too "tight", i.e. geared toward one brand or manufacturer only (explain below)

There is insufficient time to respond to the Invitation for Quotations.

We do not offer this product or service.

We are unable to meet specifications.

We are unable to meet bond requirements.

Specifications are unclear (explain below).

We are unable to meet insurance requirements.

Other (specify below)

Remarks:

COMPANY NAME: ______________________________________________

AGENT: ______________________________________________

DATE: ______________________________________________

TELEPHONE NUMBER: ______________________________________________

EMAIL ADDRESS: ______________________________________________

RFB 26-0030

Oil & Lubricants for METRA (Annual Contract)

Page 3 of 60

GENERAL PROVISIONS

THESE GENERAL PROVISIONS SHALL BE DEEMED AS PART OF THE BID SPECIFICATIONS.

The provisions of the Procurement Ordinance for the Consolidated Government of Columbus, Georgia as adopted and amended

by Council shall apply to all invitations for bids and award of all contracts and is specifically incorporated herein by this reference.

A copy of the ordinance is on file in the Purchasing Division.

1. TERM “CITY”. The term “City” as used throughout these documents will mean Consolidated Government of Columbus, Georgia.

2. PREPARATION OF FORM. Bid proposals shall be submitted on the forms provided by the City. All figures must be written in

ink or typewritten. Figures written in pencil or erasures are not acceptable. However, mistakes may be crossed out, corrections inserted

adjacent thereto, initialed in ink by the person signing the proposal. If there are discrepancies between unit prices quoted and extensions,

the unit price will prevail. Failure to properly sign forms, in ink, will render bid incomplete.

3. EXECUTION OF THE BID PROPOSAL. Execution of the bid proposal will indicate the bidder is familiar and in compliance with

all local laws, regulations, ordinances, site inspections, licenses, dray tags, etc.

4. BID DUE DATE. The bid submission must arrive in the Purchasing Division on or before the stated due date and time. Upon receipt,

bids will be time and date stamped. Bids will remain sealed and secured until the stated due date and time for the bid opening.

5. BID OPENING. Bids shall be opened publicly in the presence of one or more witnesses at the time and place stated in the public

notice. The amount of each bid, the bidder's name and such other relevant information as the Purchasing Manager deems appropriate shall

be recorded and retained in accordance with Georgia law. The record and each bid shall be open to the public in accordance with Article

3. 301A of the Procurement Ordinance (Public Access to Procurement Information).

6. LATE BIDS. It is the responsibility of the bidder to ensure bids are submitted by the specified due date and time. Bids received

after the stated date and time will be returned, unopened, to the bidder. The official clock to determine the date and time will be the

time/date stamp located in the Finance Department. All bids received will be time and date stamped by the official clock. The City will

not be held responsible for the late delivery of bids due to the U.S. Mail Service, or any other courier service.

7. RECEIPT OF ONE SEALED BID. In the event only one sealed bid is received, no formal bid opening shall take place. First, the

Purchasing Division shall conduct a survey of vendors to inquire of “no bid” responses and non-responsive vendors. If, from the survey,

it is determined by the Purchasing Division that specifications need revision, the one bid received will be returned, unopened, to the

responding vendor, with a letter of explanation and a new bid solicitation prepared. If it is determined that other vendors need to be

contacted, the bid due date will be extended, and the one bid received will remain sealed until the new bid opening date. The vendor

submitting the single bid will receive a letter of explanation.

If it is determined the one bid received is from the only responsive, responsible bidder, then the bid shall be opened by the

Purchasing Division Manager or designee, in the presence of at least one other witness. The single bid will be evaluated by the using

agency for award recommendation.

8. RECEIPT OF TIE BIDS. In the event multiple responsive, responsible bidders are tied for the lowest price and all other terms and

requirements are met by all tied bidders, the award recommendation shall be resolved in the order of the preferences listed below:

1. Award to the local bidder whose principal place of business is located in Columbus, Georgia.

2. Award to bidder previously awarded based on favorable prior experience.

3. Award to bidder whose principal place of business is located in the State of Georgia.

4. If feasible, divide the award equally among the bidders.

5. If it is not feasible to award equally and only two bidders are tied, perform a coin toss in the presence of the two bidders, either

in person or virtually.

6. If the above preferences are insufficient to resolve the tie, all bid responses will be rejected and the bid will be re-advertised.

9. RECEIPT OF MULTIPLE BIDS. Unless otherwise stated in the bid specifications, the City will accept one and only one bid

per vendor. Any unsolicited multiple bid(s) will not be considered. If prior to the bid opening, more than one bid is received from the

same vendor, the following will occur: (1) the bidder will be contacted and required to submit written acknowledgment of the bid to be

considered; (2) the additional bid(s) will be returned to the bidder unopened. If at the bid opening more than one bid is enclosed in a single

bid package, the City will consider the vendor non-responsive and bids will be returned to the bidder.

10. CONDITIONS AND PACKAGING. Unless otherwise defined in the bid specifications, it is understood and agreed that any item

offered or furnished shall be new, in current production and in first class condition, that all containers shall be new and suitable for storage

or shipment, and that prices include standard commercial packaging.

11. FREIGHT/SHIPPING/HANDLING CHARGES. All freight, shipping, and handling charges shall be included in the bid price.

The City will pay no additional charges.

12. CORRECTION OR WITHDRAWAL OF BIDS; CANCELLATION OF AWARDS

Correction or withdrawal of inadvertently erroneous bids before bid opening, or cancellation of awards or contracts based on such bid

mistakes, may be permitted where appropriate. Mistakes discovered before bid opening may be modified or withdrawn by written notice

received in the Purchasing Division.

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Oil & Lubricants for METRA (Annual Contract)

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After bid opening, corrections in bids shall be permitted only to the extent that the bidder can show by clear and convincing evidence that

a mistake of a nonjudgmental character was made, the nature of the mistake and the bid price actually intended. After bid opening, no

changes in bid prices or other provisions of bids prejudicial to the interest of the City or fair competition shall be permitted. In lieu of bid

correction, a low bidder alleging a material mistake of fact may be permitted to withdraw its bid if the mistake is clearly evident on the

face of the bid document but the intended correct bid is not similarly evident, or if the bidder submits evidence which clearly and

convincingly demonstrate that a mistake was made.

All decisions to permit correction or withdrawal of bids or to cancel awards of contracts based on bid mistakes will be supported by the

Purchasing Manager's written determination.

13. ADDENDA AND INTERPRETATIONS. If it becomes necessary to revise any part of this bid, a written addendum will be provided

to all bidders. The City is not bound by any oral representations, clarifications, or changes made to the written specifications by City

employees, unless such clarification or change is provided to the bidders in written addendum form from the Purchasing Officer. Bidders

will be required to acknowledge receipt of the addenda (if applicable) in their sealed bid proposal. The vendor may provide an initialed

copy of each addendum or initial the appropriate area on the bid form (pricing page). Failure to acknowledge receipt of the addenda (when

applicable) will render bid incomplete. It is the bidder’s responsibility to ensure that they have received all addenda.

14. BID RECEIPT AND EVALUATION. Bids shall be unconditionally received without alteration or correction except as authorized

in the City's Procurement Ordinance. Bids shall be evaluated based on requirements set forth in the Invitation for Bid, which may include

criteria to determine acceptability such as inspection, testing, quality, workmanship, delivery, and suitability for a particular purpose. Those

criteria that will affect the bid price and be considered in evaluation for award shall be objectively measurable, such as discounts,

transportation cost, and total or life-cycle costs. The specifications presented in the Invitation for Bids shall represent the evaluation criteria.

No other criteria may be used to evaluate bids.

15. TIME FOR CONSIDERATION. Bids must remain in effect for at least ninety (90) days after date of receipt to allow for evaluation.

16. BID SECURITY

(1) Requirement for Bid Security. Bid security shall be required for all competitive sealed bids for construction contracts when the price

is estimated by the Purchasing Manager to exceed $50,000. Bid security shall be a bond provided by a surety company authorized to do

business in the State, or other form satisfactory to the City. Such bonds may also be required on construction contracts under $50,000 or

other procurement contracts when circumstances warrant.

(2) Amount of Bid Security. Bid security shall be in an amount equal to at least five percent (5%) of the bid amount.

(3) Rejection of Bids for Noncompliance with Bid Security Requirements. When the invitation for Bids requires security, noncompliance

with such requirement shall force rejection of a bid.

(4) Withdrawal of Bids. If a bidder is permitted to withdraw its bid before award as provided in Section 3-108 Subsection (G)

(Competitive Sealed Bidding – Correction or Withdrawal of Bids: Cancellation of Awards), no action shall be had against the bidder or

the bid security.

17. CONTRACT PERFORMANCE AND PAYMENT BONDS

(1) When Required: Amounts. When a construction contract is awarded in excess of $50,000, the following bonds or security shall be

delivered to the City, and shall be binding on the parties upon the execution of the contract:

a. a performance bond satisfactory to the City executed by a surely company authorized to do business in the State, or otherwise secured

in a manner satisfactory to the City, amounting to one hundred percent (100%) of the price specified in the contract; and

b. a payment bond satisfactory to the City executed by a surety company authorized to do business in the State or otherwise secured in a

manner satisfactory to the City, to protect all persons supplying labor and material to the contractor or its subcontractors for the

performance of the work provided for in the contract, amounting to one hundred percent (100%) of the price specified in the contract.

At the discretion of the Purchasing Manager, this same condition may be placed on awards of any amount.

(2) Authority to Require Additional Bonds. Nothing in this Section shall be construed to limit the authority of the City to require a

performance bond or other security in addition to the bonds, in circumstances other than the circumstances described in Subsection (1)

above.

18. SUBCONTRACTING. Should bidder intend to subcontract all or any part of the work specified, name(s) and address(es) of sub-

contractor(s) must be provided in bid proposal (use additional sheet if necessary). The bidder shall be responsible for subcontractor(s) full

compliance with the requirements of the bid specifications. THE COLUMBUS CONSOLIDATED GOVERNMENT WILL NOT BE

RESPONSIBLE FOR PAYMENTS TO SUBCONTRACTORS.

19. DISQUALIFICATION OF BIDDERS AND REJECTION OF BIDS. Bidders may be disqualified and rejection of bid proposals

may be recommended by the City for any (but not limited) to the following reasons:

(A) Receipt after the time limit for receiving bid proposals as stated in the bid invitation.

(B) Any irregularities contrary to the General Provisions or bid specifications.

(C) Unbalanced unit price or extensions.

(D) Unbalanced value of items.

(E) Failure to use the proper forms furnished by the Consolidated Government.

(F) Failure to complete the proposal properly

RFB 26-0030

Oil & Lubricants for METRA (Annual Contract)

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Commodity Codes

• NAICS 324191Petroleum Lubricating Oil and Grease Manufacturing
• NAICS 424720Petroleum and Petroleum Products Merchant Wholesalers (except Bulk Stations and Terminals)

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