Project Information

Bid Title

Lube Oils, Antifreeze and Grease 2026

Issuing Agency

Jefferson County

Location

Missouri

Published Date

May 13, 2026

Closing Date

Jun 16, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-0038

Original Source

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Bid Documents

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Project Description

Bid Number:	26-0038
Bid Title:	Lube Oils, Antifreeze and Grease 2026
Category:	Invitation For Bids & Request for Proposals
Status:	Open

Description: Lube Oils, Antifreeze and Grease 2026 Publication Date/Time: 5/13/2026 11:00 AM Closing Date/Time: 6/16/2026 2:00 PM Contact Person: Christina Mareschal - 636-232-1554 Related Documents: IFB - Lube Oils, Antifreeze and Grease 2026 VENDORS - Lube Oils, Antifreeze and Grease 2026

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JEFFERSON COUNTY

DEPARTMENT OF ADMINISTRATIVE SERVICES

729 MAPLE ST / PO BOX 100

HILLSBORO MO 63050

WWW.JEFFCOMO.ORG

Invitation for Bid: LUBE OILS, ANTIFREEZE AND GREASE 2026

BID #: 26-0038

Date Issued:05/12/2026

BIDS SHALL BE ACCEPTED UNTIL: TUESDAY, June 16, 2026, AT 2:00 P.M. LOCAL TIME.

CHRISTINA MARESCHAL

Specification Department of Public Works – Fleet Services

Contact: 636-232-1554

Cmareschal@jeffcomo.org

Contract

Contact:

JACKIE DOYLE

Department of Administrative Services

636-797-5380

Mail (3) Three

Complete Copies

With Vendor And

Bid Information As

Shown In Sample:

VENDOR NAME

VENDOR ADDRESS

CONTACT NUMBER

SEALED BID: (BID NAME)

SAMPLE ENVELOPE

DEPARTMENT OF THE COUNTY CLERK

JEFFERSON COUNTY MISSOURI

729 MAPLE ST / PO BOX 100

HILLSBORO MO 63050-0100

Contract Term:

ONE YEAR CONTRACT

WITH A ONE YEAR

RENEWAL OPTION

UPON APPROVAL OF THE

COUNTY COUNCIL AND

COUNTY EXECUTIVE

Vendor

Information:

The undersigned certifies that he/she has the authority to bind this company in an

agreement/contract to supply the commodity or service in accordance with all terms,

conditions, and pricing specified. This Bid, if accepted, will constitute an Agreement and

Contract with Jefferson County, Missouri, upon approval of the County Council and County

Executive. Prices are firm during this agreement term, unless agreed upon in writing by the

County. The County has the option to renew this agreement at the same terms and conditions

as the original agreement for one additional one-year term with the written consent of the

successful Bidder. Price increases for renewals are not authorized unless approved in writing

by the County.

Company Name

Authorized Agent (Print)

Address

Signature

City/State/Zip Code

Title

Telephone #

Date

Tax ID #

E-mail

Fax #

INVITATION FOR BID

1

BIDDER INITIALS _________

TABLE OF CONTENTS:

Legal Notice and Invitation for Bid

Table of Contents

Bid Requirements

Bid Response and Contract

Affidavit

Certification for Debarment, Suspension or Exclusion

Construction Project Responsible Bidder Attestation

Sample Evaluation Sheet

Specifications

Page 1

Page 2

Page 3

Page 5

Page 9

Page 11

Page 12-13

Page 14-15

Page 16

*REQUIRED DOCUMENTS*

1. Current and valid Certificate of Insurance or binder showing required insurance

coverage must be provided with each bid.

(County must be added as additional insured if awarded)

2a. Proof that Bidder does not owe delinquent real or personal property in Jefferson

County (tax receipts for past 3 years)

Obtain receipts at http://jeffersonmo.devnetwedge.com

*Or*

2b. A notarized affidavit stating that the applicant does not own any real estate or

personal property in Jefferson County on company letterhead.

3. A Notarized affidavit of work authorization and current business entity status

with E-verification documentation. (pages 9 & 10)

4. Agreement to be executed by the County upon approval by the County Council and

County Executive. (Bidder is required to complete company information and execute

signature)

5. Cooperative Bid Form (last page)

6. All pages of the Invitation for Bid/Request for Proposal must be used when submitting

your bid/proposal response along with initialing each page with the bid/proposal.

Additional information may be included separately.

INVITATION FOR BID

2

BIDDER INITIALS _________

7. Bid deposits/bonds must be in the exact amount as stipulated in the bid. (if required)

*BIDS MAY BE REJECTED IF REQUIRED DOCUMENTATION IS NOT INCLUDED

OR COMPLETED AT DISCRETION OF THE COUNTY

1.0 BID REQUIREMENTS

Bidder shall initial all pages and return where the Bid Document denotes “BIDDER”S INITIALS:

”

1.1 BID SUBMISSION:

Submit bid form in original (one original) and two (two copies) with all specification pages, if applicable. No facsimile or electronic

bids shall be accepted and shall be rejected. The Vendor prior to the submission deadline as stated on page 1 must submit all bids. Late

bids will not be accepted and returned to the vendor unopened. The County reserves the right to request additional written or oral

information from Respondents in order to obtain clarification. A fully executed Affidavit is required by Section 285.530 RSMo and

shall be submitted with the bid form. A copy of the Affidavit is attached hereto. Failure to execute the Affidavit shall result in the bid

being rejected. Failure to comply with any provision, provide any required documentation, insurance forms or deposits or bonds in exact

amounts or any other term or condition that is not in strict conformance shall result in the bid being rejected.

1.2 BASIS OF BID AWARD:

Award may be made on an item-by-item basis to the lowest and best Bidder(s) or award may be made to the lowest and best bid total,

whichever provides the greatest value to the County from the standpoint of suitability to purpose, quality, service, previous experience,

price, ability to deliver, or any other reason deemed to be in the best interest of the County. Quantities stated herein represent an estimate

for the period stated. Orders shall be placed for actual requirements as needed. The County may reject any or all bids for any reason and

may waive any informality. Bids submitted from a Missouri State Contract shall include a copy of the State Contract with the bid. Bid

award does not constitute an order or obligation to order by the County. The issuance of a Purchase Order Number shall be construed as

acceptance of a Contract with all terms, conditions, and prices firm during the length of the agreement terms.

1.3 BID AWARD:

It is further agreed that the Contract shall not be valid and binding upon the County until approved by the County Counselor, as to legal

form and is subject to the Ordinances, Resolutions and Orders of Jefferson County, Missouri, and State and Federal Law. If no Bid or

Bids have been awarded by the County Council within forty-five (45) days following the opening of the bids then all bids will be deemed

Rejected.

1.4 BID PREPARATION:

1. Bidders are responsible for examination of drawings, specifications, schedules and instructions. Failure to do so will be at the

Bidder’s risk.

2. Each Bidder shall furnish the information required by the invitation. The Bidder shall sign all required documents. All deletions

and erasures shall be initialed

3. Alternate bids for supplies or services other than specified shall not be considered unless authorized by invitation.

4. Bidder shall state a definite time for delivery of goods or for performance of services unless otherwise specified in the invitation

for bid.

5. When specified, samples must be timely submitted and at no expense to the County.

6. Failure to adhere to all requirements may result in the response being disqualified as non-responsive.

1.5 MODIFICATION OR WITHDRAWAL OF BIDS:

Bids may be modified or withdrawn prior to the exact hour and date specified for receipt of bids, provided the modification or withdrawal

is in writing and is delivered in the same manner as a bid submission.

1.6 LATE BIDS:

It is the responsibility of the Bidder to deliver his bid or bid modification on or before the date and time of the bid closing to the Department

of the County Clerk. Bids received late will be rejected and returned unopened to the Bidder.

1.7 BID DEPOSITS/BONDS:

Bid Guaranty: The bidder shall submit a Bid Guaranty. The project bid bond form is included.

The bidder shall mark the box below to identify the type of Bid Guaranty.

Paper Bid Bond

Cashier’s Check

Bid Guaranty shall be made payable to the Owner, in the amount of five percent of the Bidder’s maximum Bid price and in

the form of a certified or bank check or a Bid Bond (on form attached, if a form is prescribed) issued by a Surety.

The Bid security of the Successful Bidder will be retained until such Bidder has executed the Agreement and furnished the

required Contract Security within 15 days of the Notice of Award. Failure to do so may result in the annulment of the

INVITATION FOR BID

3

BIDDER INITIALS _________

Notice of Award and forfeiture of the Bid Security. The Bid Security of any Bidder whom the Owner believes to have a

reasonable chance of receiving the award, may be retained by the Owner until the earlier of the seventh day after the

“effective date of the Agreement” (which is the date when the agreement has been executed by all parties) by Owner to

Contractor and the required Contract Security is furnished or the sixty-first day after the Bid opening. Bid Security of other

Bidders will be returned within seven days of the Bid opening.

1.8 MATERIAL AVAILABILITY:

Bidders must accept responsibility for verification of material availability, product schedules and other pertinent data prior to submission

of bid and delivery time. It is the responsibility of the Bidder to notify the County immediately if the materials specified are discontinued,

replaced, or not available for an extended period of time. All materials ordered by the County, shall be as needed. A sample of materials

may be requested.

1.9 ALTERNATE BIDS:

Alternate Bids for items will be accepted except when stated “NO SUBSTITUTIONS”. Bidders must submit complete specifications on

all alternate bids with the bid form. Alternate bids without complete specifications may be rejected. Alternate bids and exceptions to bid

clauses must be clearly noted on the bid form. The County may accept or reject alternate bids; whatever is most advantageous to the

County.

1.10 INCORPORATION OF DOCUMENTS:

The terms of the Bid Invitation, Bid Specifications, Bid Form are and shall be incorporated into the contract as if fully setout therein.

The Bid, if accepted and approved by the County Council and County Executive shall constitute the terms of a Contract or Agreement

with Jefferson County, Missouri, subject to any further Amendments, Memoranda or other documents or specifications which must be

set forth in writing and signed by all parties.

1.11 ADDENDA:

Addenda to bid specifications are incorporated by reference as if fully setout herein. It is the responsibility of the vendor to insure and

verify that they are in receipt of and completed all attached addendas prior to submission of bid forms. Verification is made by contacting

the Office of Contracts and Grants at (636) 797-5380, or by reviewing the County Web Site. (www.jeffcomo.org).

1.12 INSURANCE:

The Vendor/Contractor shall purchase and maintain insurance with an insurance company licensed to do business in the State of Missouri

or in the state where the vendor is incorporated or otherwise licensed to do business and which shall remain, at all times during the term

of any contract with the County, in full force and effect. Preference will be given to a Vendor/Contractor who provides insurance with an

insurance company licensed to do business in the State of Missouri, but in any event said Vendor/Contractor shall provide said insurance

at its own expense. Such insurance shall be provided as will protect the Vendor/Contractor from claims which may arise out of or result

from the Vendor/Contractor’s execution of the work, whether such execution be by himself, his employees, agents, or by anyone for whose

acts any of them may be liable. If any such work covered by the Contract is to be performed on County owned or leased premises, the

Vendor agrees to carry liability and workman’s compensation insurance, satisfactory to the County, and to indemnify the County against

all liability, loss, and damage arising out of any injuries to persons and property caused by the Vendor, his sub-contractors, employees or

agents. The insurance coverage shall be such as to fully protect the County and the general public from any and all claims for injury and

damage resulting by any actions on the part of the Vendor/Contractor or its’ forces as enumerated above. All policies must name the

County as an additional insured and provide for thirty (30) days written prior to any material changes or cancellation. Any disputes

regarding a breach, insurance amounts, liability, coverage, lapse or otherwise shall be litigated in the Circuit Court of Jefferson County,

Missouri and the same shall be incorporated into any Contract agreed to by the parties.

THE COUNTY REQUIRES A CURRENT AND VALID CERTIFICATE OF INSURANCE OR BINDER SHOWING REQUIRED

INSURANCE COVERAGE MUST BE PROVIDED WITH EACH BID. JEFFERSON COUNTY MUST BE ADDED AS AN

ADDITIONAL INSURED AFTER AWARD OF THE BID. ANY LAPSE IN INSURANCE COVERAGE OR CANCELLATION

THEREOF BY THE CONTRACTOR OR SUB-CONTRACTORS DURING THE TERMS OF THE CONTRACT SHALL

IMMEDIATELY BE DEEMED A MATERIAL BREACH UNDER THE TERMS OF ANY CONTRACT.

A. ( X )Required ( ) Not Required Comprehensive General Liability Insurance

The Vendor/Contractor shall maintain and keep in full force and effect during the terms of this Contract such comprehensive

general liability insurance as shall protect them from claims which may arise from operations under this Contract, whether such

operations be by themselves or by anyone directly or indirectly employed by them. The amounts of insurance shall be not less

than $1,000,000.00 combined single limit for any one occurrence covering both bodily injury and property damage, including

accidental death.

B. ( X )Required ( ) Not Required Professional Liability Insurance

The Vendor/Contractor shall provide the County with proof of Professional Liability Insurance, which shall protect the

County against any and all claims, which might arise as a result of the operation of the Vendor/Contractor in fulfilling the terms

of this Contract during the life of the Contract. The minimum amounts of such insurance will be $1,000,000.00. Should any

work be subcontracted, these limits will also apply.

INVITATION FOR BID

4

BIDDER INITIALS _________

C. ( X )Required ( ) Not Required Worker’s Compensation Insurance:

per Missouri Revised Statutes Chapter 287

The Vendor/Contractor or his sub-contractor or contractors, shall maintain and keep in force of this Contract such worker’s

compensation insurance limits as required by the statues of the State of Missouri and Employer’s Liability with limits no less

than $500,000.00.

1.13 BID SUBMISSIONS

Bids submitted on separate forms are NOT acceptable unless specified in the Bid Document. Failure to complete bid forms to the

satisfaction of the County may result in rejection of your bid. It is the responsibility of each Bidder before submitting a bid to examine

ALL documents thoroughly, and request written or oral interpretation of clarifications soon after discovering any conflicts, ambiguities,

errors, or omissions in the bidding documents. Request for clarification must be received prior to bid openings.

1.14 BID OPENINGS

Bids will be publicly opened and read aloud at the time indicated on page 1. The Bidders and the public are invited but not required to

attend the formal opening of the bids. No decisions relating to the award of a contract or agreement will be made at the opening.

1.15 BID TABULATIONS

Bid Tabulations are not available for 5 to 7 business days following the Bid Opening. Bid submissions are open for public review at the

time of the Bid Opening. Bid tabulations are posted on the County’s web-site address, www.jeffcomo.org. NO COPIES of bid tabulations

are sent to vendors.

2.0 BID RESPONSE AND CONTRACT

2.1 BIDDER REPRESENTATIONS:

The Bidder, by executing the Bid form certifies that:

A. The bid complies with Invitation for Bid form and Bid Specifications.

B. Bidder is not debarred or suspended from participation in Federal Assistance programs.

2.2 TAXES:

No bid or proposal shall be awarded by Jefferson County unless the prospective Bidder provides proof that the Bidder does not owe

delinquent real or personal property taxes to Jefferson County. The prospective Bidder is required to provide proof in the form of an

original paid tax receipt issued by the Jefferson County Collector or a verified affidavit stating that the applicant does not own any real

or personal property in Jefferson County. Tax receipts for the past 3 years are required and may be obtained at

http://jeffersonmo.devnetwedge.com/ or a notarized affidavit stating that the applicant does not own any real or personal property in

Jefferson County on company letterhead.

Section 135.040 of the Jefferson County Code of Ordinances (Ord. No. 10-0411) requires that no bid or

proposal shall be awarded by Jefferson County unless the prospective Bidder provides proof that the Bidder does

not owe delinquent real or personal property, or that the Bidder does not own any real or personal property in

Jefferson County. All delinquent real or personal property taxes shall be paid, in-full, prior to the award of any bid,

or proof shall be provided that the Bidder does not own any real or personal property in Jefferson County prior to

the award of any bid. Jefferson County considers that the failure to pay any and all real or personal property taxes

due Jefferson County, Missouri, the failure to report all real or personal property owned, held or used in Jefferson

County, the failure to provide proof thereof, and/or the failure to keep said tax bills current shall be deemed a

material breach of the contract and will subject the contract to immediate cancellation. All taxes, due and owing,

must be paid in full at the time the bid is awarded by Jefferson County and remain paid during the entire term of

the contract unless the prospective Bidder provides proof that the Bidder does not own real or personal property in

Jefferson County. This requirement shall not apply to the award of bids for projects which are funded in whole or

in part by Federal funds.

2.3 CERTIFICATION OF INDEPENDENT PRICE DETERMINATION:

A. The prices in the bid shall be independently determined, without consultation, communication, or agreement for the purpose of

restricting competition as to any matter relating to price with any Bidder or other person.

B. Unless otherwise required by law, the prices shall not have been knowingly disclosed by the Bidder prior to opening.

C. No attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not to

submit a bid.

3.0 PRICE (Public Works Agreements Only):

The price(s) specified in this bid shall be firm through the first thirty (30) days following the date of approval of the Agreement by the

County or if the Agreement will commence at a date later than its approval by the County then prices shall be firm through the first thirty

(30) days following commencement of the Agreement. Thereafter, Bidder may submit, to the County’s Director of Public Works, on a

monthly basis, a list or schedule describing any price adjustments to the prices submitted as part of the response to the Invitation for Bid.

The County’s Director of Public Works, or his designee, may, upon receipt of any such list or schedule, terminate the Agreement, in whole

or in part, when in the sole discretion of the Director or his designee, any such price adjustments are too great. Any such termination shall

be subject to the thirty (30) day written notice provisions of Section 2.16.A of this Agreement. The Bidder represents prices specified in the

INVITATION FOR BID

5

BIDDER INITIALS _________

Commodity Codes

• NAICS 424720Petroleum and Petroleum Products Merchant Wholesalers (except Bulk Stations and Terminals)

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