Project Information

Bid Title

BLANKET PURCHASE ORDER FOR VARIOUS LUBRICANTS INCLUDING MOTOR OILS TO BE ORDERED ON AN "AS NEEDED" BASIS. *** NO SUBSTITUTIONS***

Issuing Agency

Philadelphia Gas Works (PGW)

Location

Pennsylvania

Published Date

May 19, 2026

Closing Date

Jun 2, 2026

Government Level

State & Local

Status

Closed

Ref. #

35916

Original Source

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Bid Documents

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Project Description

Number

35916

Title

BLANKET PURCHASE ORDER FOR VARIOUS LUBRICANTS INCLUDING MOTOR OILS TO BE ORDERED ON AN "AS NEEDED" BASIS. *** NO SUBSTITUTIONS***

Available Date

5/19/2026 2:00 PM

Clarification Deadline

5/26/2026 2:00 PM

Due Date

6/2/2026 2:00 PM

Contact Information

MICHAEL RICHMOND, BUYER,

MICHAEL.RICHMOND@PGWORKS.COM

Bid Type

RFQ

Bill To

Appoinvoices@pgworks.com,
800 W. Montgomery Ave - Attn: Accounting,
Philadelphia , Philadelphia PA 19122 US

Ship To

North Operations Center,
5000 Summerdale Avenue,
Philadelphia, PA 19124 US

Description

PLEASE SUBMIT PRICING FOR A BLANKET PURCHASE ORDER FOR VARIOUS LUBRICANTS INCLUDING MOTOR OILS TO BE ORDERED ON AN "AS NEEDED" BASIS.  *** NO SUBSTITUTIONS***

VENDOR MUST FURNISH EXACTLY WHAT IS REQUESTED, NO SUBSTITUTIONS.

*** BIDS WILL BE DEEMED NON-RESPONSIVE, IF BIDDERS: ***

- TAKE EXCEPTION TO PGW'S SPECIFICATIONS OR TERMS AND CONDITIONS.

- FAIL TO COMPLETE, SIGN AND RETURN REQUIRED DOCUMENTS IN SEALED BID PACKET.

- FAIL TO PROVIDE PRICING ON ALL ITEMS.

- FAIL TO PROVIDE LEAD TIME ON ALL ITEMS.

ANY QUESTIONS OR REQUEST FOR CLARIFICATION REGARDING THIS RFQ AND THE ATTACHED DOCUMENTS MUST BE SUBMITTED VIA PGW.PROCUREWARE.COM NO LATER THAN 2:00PM EST ON TUESDAY, MAY 26, 2026.

PLEASE REVIEW AND COMPLETE THIS SEALED BID PACKET BY 2:00 PM EST ON TUESDAY, JUNE 2, 2026.

***PLEASE NOTE THAT PGW IS ELIGIBLE TO PARTICIPATE IN COSTARS, NJPA, OMNIA PARTNERS, NASPO AND/OR STATE/CITY OF PHILADELPHIA CONTRACT PRICING.  PLEASE INCLUDE THE CONTRACT NUMBER ON YOUR RFQ IF APPLICABLE.

PLEASE SUBMIT YOUR BID FOR A BLANKET PURCHASE ORDER COVERING A ONE (1) YEAR PERIOD ("INITIAL TERM") EFFECTIVE JUNE 1, 2026 THROUGH MAY 31, 2027, WITH AN OPTION TO RENEW FOR UP TO FOUR (4) ADDITIONAL ONE (1) YEAR TERMS. THE "RENEWAL TERM" IS EXERCISABLE, AT PGW'S SOLE DISCRETION, AS OF THE EXPIRATION OF THE INITIAL TERM OR CURRENT "RENEWAL TERM".

VENDOR SHALL PROVIDE PRICING IN ACCORDANCE WITH THE SPECIFICATION AND PRICING STRUCTURE SET FORTH IN THE REQUEST FOR QUOTE (RFQ) # 35916.

PRICE INCREASES/DECREASE REQUIREMENTS:

ALL PRICES QUOTED MUST REMAIN FIRM FOR THE INITIAL TERM OF THE BLANKET/CONTRACT PURCHASE ORDER.  FOR THE INITIAL TERM OF ONE (1) YEAR; THEREAFTER, PRICES MAY BE INCREASED FOR EACH SUBSEQUENT ONE (1) YEAR PERIOD THROUGHOUT THE DURATION OF THE CONTRACT, WHICH MAY BE RENEWED UNDER TH TERMS AND CONDITIONS OF THIS AGREEMENT AT THE SOLE OPTION OF PHILADELPHIA GAS WORKS (PGW) ON AN ANNUAL BASIS FOR UP TO FOUR (4) ADDITIONAL ONE (1) YEAR TERM(S). VENDOR MAY INCREASE PRICES FOR THE FUTURE RENEWAL PERIODS PROVIDED THAT:

NOTICE OF PRICE INCREASES MUST BE RECEIVED, IN WRITING, BY PGW AT LEAST FIFTEEN (15) DAYS PRIOR TO THE EXPIRATION OF THE CURRENT TERM FOR PRICE INCREASE TO BE EFFECTIVE AS OF THE FIRST DAY OF THE RENEWAL TERM. PRICE INCREASE LETTER MUST INCLUDE A COPY OF THE MANUFACTURER’S LETTER AND/OR INDUSTRY BULLETIN. THE PRICE INCREASE LETTER SHALL BE SENT TO MICHAEL.RICHMOND@PGWORKS.COM, REFERENCING RFQ#, BLANKET OR CONTRACT #, BLANKET TERM, AND SHOWING ITEM(S) DESCRIPTION AND APPLICABLE PRICING. PGW RESERVES THE RIGHT TO REVIEW THE PROPRIETY OF THE PRICE INCREASE AND CANCEL THE BLANKET AT ITS DISCRETION.

FAILURE TO NOTIFY PGW WITHIN THE FIFTEEN (15) DAY TIMEFRAME SHALL RESULT IN THE FOLLOWING:

IF THE LETTER IS RECEIVED BEFORE THE LAST DAY OF THE BLANKET/CONTRACT TERM, THE EFFECTIVE DATE OF THE PRICE INCREASE SALL BE FIFTEEN (15) DAYS FROM RECEIPT OF THE PRICE INCREASE LETTER RECEIVED BY PGW OR, IF THE LETTER IS NOT RECEIVED BEFORE THE LAST DAY OF THE CURRENT TERM, THE PRICES FOR THE RENEWAL TERM SHALL BE THE SAME AS THE PREVIOUS TERM.

FOR EACH RENEWAL TERM THE PRICE INCREASE AND/OR DECREASE SHALL BE BASED UPON THE PERCENT (%) CHANGE IN THE INDEX FOR ALL URBAN CONSUMERS – PHILADELPHIA OF THE CONSUMER PRICE INDEX (ALL ITEMS) AS PUBLISHED BY THE U.S. DEPARTMENT OF LABORM BUREAU OF LABOR STATISTICS AND AS INDICATED BY THE MID-ATLANTIC CPI ANNOUNCEMENT FOUND HERE:

https://www.bls.gov/regions/mid-atlantic/data/consumerpriceindexhistorical_philadelphia_table.htm

IN NO EVENT SHALL THE PRICE INCREASE EXCEED 5% IN ANY RENEWAL TERM.  THE INCREASE SHALL REFLECT THE CHANGE TO THE CPI OR THE 5% CAP, WHICHEVER IS LESS.

NOTE: PRICE DECREASES MAY BE FORWARDED TO THE SUPPLY CHAIN DEPARTMENT BUYER, IN WRITING, AT ANY TIME DURING THE CONTRACT TERM, TO INCLUDE ANY RENEWAL PERIOD(S).

ONCE THE BLANKET AGREEMENT IS AWARDED, THE AWARDED VENDOR MUST ADHERE TO WHAT HAS BEEN QUOTED OR THIS COULD CAUSE THE ORDER TO BE SUBJECT TO CANCELLATION.

BIDDERS ARE REQUESTED TO QUOTE THE FOLLOWING:

PAYMENT TERMS: NET 30 DAYS, FREIGHT: PAID, F.O.B.: DESTINATION.

DELIVERY REQUIREMENTS:

- PGW WILL NOT REIMBURSE FOR FUEL FEES/SURCHARGES, PALLET FEES/SURCHARGES, DRUM FEES/ SURCHARGES, ENVIRONMENTAL FEES/SURCHARGES NOR ANY OTHER ANCILLARY FEES/SURCHARGES.

- MSDS SHEETS MUST BE INCLUDED WITH ALL DELIVERIES.

- ALL ITEMS ORDERED SHOULD BE DELIVERED NEXT DAY AND/OR IN EMERGENCY SITUATIONS; VENDOR AGREES TO DELIVER REQUESTED MATERIAL SAME DAY.

DELIVERY LOCATIONS:

-NORTH OPERATION CENTER (NOC): 5000 SUMMERDALE AVE., PHILADELPHIA, PA 19124

BIDDERS ARE REQUIRED TO PROVIDE A CERTIFICATE OF INSURANCE IN ACCORDANCE WITH LIMITS OF LIABILITY STIPULATED IN INSURANCE SPECIFICATION “A” ATTACHED.  (EVIDENCE OF CURRENT INSURANCE COVERAGE IS TO BE SUBMITTED WITH YOUR BID.)

THE USAGE QUANTITIES LISTED ARE ONLY ESTIMATES TAKEN FROM PAST ORDER HISTORY. THIS DOES NOT CONSTITUTE A FIRM COMMITMENT TO PURCHASE THIS QUANTITY DURING THE PERIOD OF THE BLANKET PURCHASE ORDER.  ACTUAL USAGE MAY EXCEED OR FAIL TO EXCEED ESTIMATES.

IF APPLICABLE, LIST ANY ORDER MINIMUMS OR ADDITIONAL REQUIREMENTS/INFORMATION IN THE COMMENTS SECTION FOR EACH LINE ITEM.

STOCKING REQUIREMENTS THAT THE AWARDED VENDOR MUST KEEP IN INVENTORY AT ALL TIMES MAY BE IMPLEMENTED DURING THE COURSE OF THIS BLANKET. THESE STOCK REQUIREMENT QUANTITIES MAY CHANGE OR BE ADJUSTED AS THE BUSINESS DETERMINES.

ADDITIONAL NOTES:
(1)  THE BASIS OF AWARD FOR THE SUCCESSFUL VENDOR SHALL RESULT IN ONE (1) BLANKET PURCHASE ORDER TO THE LOWEST, RESPONSIVE, AND RESPONSIBLE VENDOR. IF LOWEST BID PRICE IS EQUAL, THE FOLLOWING FACTORS WILL BE TAKEN INTO CONSIDERATION TO DETERMINE THE AWARD:
1.    LEAD-TIME
2.    BEST AND FINAL OFFER (BAFO)
(2)  ANY PURCHASE ORDER RESULTING FROM THIS REQUEST FOR QUOTATION IS SUBJECT TO CANCELLATION BY PGW UPON THIRTY (30) DAYS WRITTEN NOTICE.
(3)  ANY BIDDER THAT HAS HAD A PURCHASE ORDER WITH PGW TERMINATED DURING THE PREVIOUS THREE (3) YEARS DUE TO BREACH OR DEFAULT MAY BE DEEMED NON-RESPONSIBLE AND NON-QUALIFIED FOR THIS RFQ
(4)  THE SUCCESSFUL BIDDER MUST REMIT ALL INVOICES ELECTRONICALLY TO APPOINVOICES@PGWORKS.COM FOR ELECTRONIC PAYMENT.  FOR ASSISTANCE OR QUESTIONS REGARDING INVOICING, PLEASE CONTACT PGW ACCOUNTS PAYABLE AT 215-684-6980
(5)  CONTRACTOR WILL BE BOUND BY PGW’S POLICY AND PROCEDURE FOR THE DEBARMENT AND SUSPENSION OF VENDORS.  SUSPENSION OR DEBARMENT OF CONTRACTOR BY PGW PURSUANT TO PGW’S POLICY AND PROCEDURE FOR THE DEBARMENT AND SUSPENSION OF VENDORS AND CONTRACTORS WILL BE CONSIDERED AS DEFAULT BY CONTRACTOR.

PROCUREWARE SITE NAVIGATION:
-“DESCRIPTION” TAB – Review RFQ requirements & note your intention to bid.
-”BID DOCUMENTS” TAB – Download Bid Documents & Terms & Conditions of Bidding
-“CLARIFICATIONS” TAB – Enter & review questions pertaining to the RFQ
- “RESPONSE” TAB:
QUESTIONS- Answer required questions & upload completed required documents.
PRICING – Review items list & enter bid pricing
-“CALENDAR” TAB – Review all events for RFQ

ANY QUESTIONS REGARDING THIS OPPORTUNITY MUST BE SUBMITTED NO LATER THAN

5/26/2026 2:00 PM

Commodity Codes

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

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