Project Information

Bid Title

Oil Grease Anti-Freeze 25

Issuing Agency

City of Durango

Location

Colorado

Published Date

Dec 31, 2025

Closing Date

Jan 20, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Inquiries

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Bid Documents

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Project Description

Oil Grease Anti-Freeze 25

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Financial Services

REQUEST FOR INFORMAL BIDS

The City of Durango (City or COD) and La Plata County (County or LPC) are requesting firm bids for

Oil, Grease, and Anti-Freeze/Coolant in accordance with the terms, conditions, and specifications

contained in these documents.

The City reserves the right to extend all of the terms, conditions, specifications, and unit or other

prices of any contract resulting from this bid to any and all public bodies and subdivisions. This is

conditioned upon the mutual agreement of all parties, pursuant to special requirements that may be

appended thereto. The supplier/contractor agrees to notify the issuing body of any entity that wish to

use any contract resulting from this bid and to provide usage information upon request.

The City assumes no authority, liability, or obligation on behalf of any other public or non-public entity

that may use any contract resulting from this bid. All purchases and payment transactions will be made

directly between the contractor and the requesting entity. Any exceptions to this requirement must be noted

explicitly in the bid/proposal response.

Bidders wishing to participate should ensure they have all addenda prior to submission of bid. Failure to

acknowledge receipt of any addenda applicable to this project could result in the rejection of your bid.

This Request for Informal Bids and any subsequent addenda will be posted to the Rocky Mountain E-

Purchasing System website (www.bidnetdirect.com/colorado) then click on Vendor Login or Vendor

Registration if you have not already registered. Firms are encouraged to register with RMEPS for all City bid

opportunities.

Questions:

Each bidder, before submitting his bid, shall become fully informed as to the extent and character of work

required. All questions must be submitted via Rocky Mountain E-Purchasing System website

(www.bidnetdirect.com/colorado).

Question Deadline: January 9, 2026, Time: 3:00 p.m. (Local Time)

(Questions received after the deadline may not be accepted.)

Final Addendum: January 13, 2026, Time: 3:00 p.m. (Local Time)

Submittal Instructions (Reference: Bid Submission Section)

Submittal requirements are outlined in the Bid Submission Section of the Bid Documents. Deliver Bid via:

Rocky Mountain E Purchasing (www.bidnetdirect.com/colorado) using the form furnished.

Project Title: Oil, Grease, and Anti-Freeze/Coolant

Bid Due Date and Time: January 20, 2026, 3:00 p.m. (Local Time)

It is the sole responsibility of the respondent to see that the bid is received before the submission deadline. Late bids will not be considered. All bids

submitted shall be binding upon the respondent if accepted by the City within sixty (60) calendar days of the submission date. Negligence upon the

part of the respondent in preparing the bid confers no right of withdrawal after the time fixed for the submission of bid. This project is being bid in

accordance with the City of Durango Purchasing Policy.

Tyler Dorsey

Purchasing Administrator

Date: December 30, 2025

Published 12/31/2025 & 1/2/2026

949 E 2nd Avenue · Durango CO 81301

OilGreaseAntiFreeze26

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I. INVITATION TO BID

The City of Durango and La Plata County are requesting bids for the provision of

lubricating oils, grease, and anti-freeze/coolant. Lubricant bids shall be received for

brand-name products manufactured by Castrol, Chevron, Conoco, Exxon, John

Deere, Mobil, NAPA, Penzoil, Quaker State, Service Pro, Shell, Texaco, or Valvoline

only. The products furnished under this specification shall be the latest improved

products in current production, as offered to commercial trade.

II. INSTRUCTIONS TO BIDDERS

The City and La Plata County reserve the right to request samples after bids are opened

and before the award is made. When samples are called for, they must be furnished free

of expense and, if not destroyed in testing, will, upon request, be returned at the bidder’s

expense. A request for the return of samples must be made within ten days following the

opening of bids. Each sample must be labeled with the bidder’s name, the

Manufacturer’s brand name, and the number.

The majority of deliveries will be made to the City of Durango Warehouse, 105 Sawyer

Drive, Durango, Colorado 81303, and La Plata County, 1365 S Camino Del Rio,

Durango, Colorado 81303. Delivery hours are 7:30 a.m. to 3:00 p.m., Monday through

Friday (Local Time). Suitable containers should be clearly marked with the brand name

and the product contained therein. Containers shall be in good condition with all

openings in good working order. All items shall be delivered and placed in areas

designated by the City and La Plata County for storage of such items. Delivery of all

products will be made FOB at the destination.

All products bid must be available in bulk, if required by the City and La Plata County.

See Product Specifications for details. Vendor shall have the capability to pump bulk

products into overhead containers.

Award will be made to the lowest, responsible bidder meeting specifications who

presents the product or service that is in the best interest of the City and La Plata County.

Bidders must, upon the request of the City or La Plata County, furnish satisfactory

evidence of their ability to provide products or services in accordance with the terms and

conditions of these specifications. The City and La Plata County reserve the right, at

their option, to conduct “on-site” visitations of any bidder’s facilities. The purpose of the

visit will be to ensure the City and La Plata County of the bidder’s capabilities of

successfully administering this contract. If, in the City or La Plata County’s opinion, any

bidder does not have the required capabilities as listed herein, this shall be considered

grounds for non-award/cancellation. The City of Durango and La Plata County will make

the final determination as to the bidder’s ability.

The successful bidder shall furnish a priced and itemized delivery ticket for every

delivery made to the City and La Plata County. The ticket shall include the date and

delivery location. It shall be signed by a representative of the City of Durango (for City

deliveries) or La Plata County (for County deliveries).

OilGreaseAntiFreeze26

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Pricing shall remain firm for the first year of the contract. Products furnished shall be the

same as bid. Any product delivered to the City or La Plata County not as ordered shall be

returned to the successful bidder at no cost to the City or La Plata County. Each

respondent shall list herein what, if any, restocking charge will be charged to the City for

items being returned by the City or La Plata County at no fault of the vendor.

Any restocking charge shall be taken into consideration in the award/evaluation process.

Repeated late and/or partial deliveries shall be interpreted as failure to meet contractual

obligations and cause for cancellation of the contract.

The City of Durango and La Plata County reserve the right, in case of vendor default, to

procure the articles or services from other sources and hold the defaulting vendor

responsible for any excess costs occasioned thereby. Should vendor default be due to a

failure to perform or because of a request for a price increase, the City and La Plata

County reserve the right to remove the vendor from the respective bidders list for twenty-

four months.

Note that financial obligations of the City, payable after December 31, 2026, pursuant to

this contract, shall be contingent upon funds for that purpose being appropriated,

budgeted, and otherwise made available.

III. SPECIAL CONDITIONS

The City and La Plata County reserve the right to award this bid to one vendor or to

award this bid to more than one vendor. The City and La Plata County shall use

whichever method is in their best interest.

Period of service shall commence on March 1, 2026, estimated. The City and La Plata

County reserve the right to extend the bid for four additional years (Years 2, 3, 4, and 5)

by mutual written consent.

The City reserves the right to negotiate any and all elements of any proposal.

This RFIB includes submission requirements and insurance requirements. Any bid that

fails to conform to the essential requirements of the Request for Informal Bids will be

rejected.

a. Any bid that does not conform to the applicable specifications shall be rejected unless

the invitation authorizes the submission of alternate bids and the items or services

offered as alternates meet the requirements specified in the RFIB.

b. Bid shall be rejected when the bidder imposes conditions that would modify

requirements of the invitation or limit the bidder's liability to the Owner, since to

allow the bidder to impose such conditions would be prejudicial to other bidders. For

example, bids shall be rejected in which the bidder:

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1. Protects against future changes in conditions, such as increased costs, of total possible

costs to the Owner cannot be determined.

2. Fails to state a price and indicates that price shall be “price in effect at time of

delivery”.

3. Takes exceptions to the RFIB terms and conditions.

4. Inserts the bidder’s terms and conditions

Prospective firms are encouraged to carefully read this RFIB in its entirety.

City of Durango and La Plata County purchases are not subject to taxation. Tax

exemption certificates will be furnished upon request.

IV. PRODUCT SPECIFICATIONS

Bid Items, specifications, and estimated quantities are listed on the Bid Sheet. Bids may

be submitted for any or all items.

V. AWARD CRITERIA

The award will be given based on the following criteria:

• Quality of product

• Adherence to specifications, as stated above

• Vendor's ability to carry sufficient inventory of all products and prices.

VI. INSURANCE

(A) The Successful Contractor shall not commence work under this Agreement until it

has obtained all insurance required by the contract documents and such insurance

has been approved by the City. The Contractor shall not allow any subcontractor

to commence work on this project until all similar insurance required of the

subcontractor has been obtained and approved. For the duration of this

Agreement, the Contractor must maintain the insurance coverage required in this

section.

(B) The Successful Contractor shall procure and maintain, at its own cost, the

following policy or policies of insurance. The Contractor shall not be relieved of

any liability, claims, demands, or other obligations assumed pursuant to the

contract documents by reason of its failure to procure or maintain insurance or by

reason of its failure to procure or maintain insurance in sufficient amounts,

durations, or types.

(C) Successful Contractor shall procure and maintain, and shall cause each

Subcontractor of the Contractor to procure and maintain (or shall insure the

activity of Contractor’s Subcontractors in Contractor’s own policy with respect

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to), the minimum insurance coverages listed below. Such coverages shall be

procured and maintained with forms and insurers acceptable to the City. All

coverages shall be continuously maintained from the date of commencement of

the Work. In the case of any claims-made policy, the necessary retroactive dates

and extended reporting periods shall be procured to maintain such continuous

coverage.

1. Worker’s Compensation insurance to cover obligations imposed by the

Workers’ Compensation Act of Colorado and any other applicable laws

for any employee engaged in the performance of Work under this contract,

and Employers’ Liability insurance with minimum limits of Five Hundred

Thousand Dollars ($500,000) each accident, Five Hundred Thousand

Dollars ($500,000) disease – policy limit, and Five Hundred Thousand

Dollars ($500,000) disease – each employee.

2. Professional Liability insurance with minimum single limits of One

Million Dollars ($1,000,000) each occurrence and Two Million Dollars

($2,000,000) aggregate. The policy shall be applicable to all premises and

operations. The policy shall contain a severability of interests provision.

3. Comprehensive General Liability insurance with minimum single limits of

One Million Dollars ($1,000,000) each occurrence and One Million

Dollars ($1,000,000) aggregate. The policy shall be applicable to all

premises and operations. The policy shall include coverage for bodily

injury, broad form property damage (including completed operations),

personal injury (including coverage for contractual and employee acts),

blanket contractual, independent contractors, products, and completed

operations. The policy shall include coverage for explosion, collapse, and

underground hazards. The policy shall contain a severability of interests

provision.

4. Comprehensive Automobile Liability insurance with minimum combined

single limits for bodily injury and property damage of not less than One

Million Dollars ($1,000,000) each occurrence and One Million Dollars

($1,000,000) aggregate with respect to each of Contractor’s owned, hired

and/or non-owned vehicles assigned to or used in performance of the

services. The policy shall contain a severability of interests provision.

(D) The policies required above, except for the Workers’ Compensation insurance and

Professional Liability insurance, shall be endorsed to include the City, and its

officers and employees, as additional insured. Every policy required above shall

be primary insurance, and any insurance carried by the City, its officers or its

employees, shall be excess and not contributory insurance to that provided by

Contractor. The additional insured endorsement for the Comprehensive General

Liability insurance required above shall not contain any exclusion for bodily

injury or property damage arising from completed operations. The Contractor

shall be solely responsible for any deductible losses under each of the policies

required above.

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Commodity Codes

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

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