Project Information

Bid Title

Oil and Lubricant Products

Issuing Agency

Larimer County

Location

Colorado

Published Date

Dec 8, 2025

Closing Date

Dec 19, 2025

Government Level

State & Local

Status

Closed

Ref. #

B25-19

Original Source

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Bid Documents

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Project Description

Due Date	Number	Title	Documents	Contact
2025-12-19	B25-19	Oil and Lubricant Products	Bid Doc	Karen Schaefer, Purchasing Agent schaefka@co.larimer.co.us 970-498-5936

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INVITATION TO BID (ITB)

ITB #B25-19

Oil and Lubricant Products

ITB SUMMARY:

The intent of this bid is to select and establish one (1) vendor to supply the Larimer County Fleet

Service Department with oils and lubricants for a one-year period with possible annual renewals.

QUESTION DEADLINE: December 12, 2025 @ 10:00 a.m. (MT)

All questions regarding this solicitation must be emailed to the Contact Person identified below. If you

do not receive a confirmation email of receipt, please call the Contact Person to verify receipt of your

questions. No questions will be accepted after the date and time referenced above. All questions

received will be answered via Addendum only.

DEADLINE FOR SUBMITTALS/BID OPENING: December 19, 2025 @ 2:00 p.m. (MT)

The Board of Larimer County Commissioners will only be accepting Bids electronically submitted via

the Rocky Mountain E-Purchasing System (BidNet, BidNet Direct) portal, up to the date and time

referenced above, at which time they will be publicly opened and read aloud.

TO ATTEND THE VIRTUAL BID OPENING:

https://larimer-org.zoom.us/j/96871930221?pwd=PQHrZWEOXk7tGTA2mywsMiRNv3xr13.1

One tap mobile +17193594580,,96871930221#,,,,*385010# US

Meeting ID: 968 7193 0221 Passcode: 385010

BIDNET PORTAL / ITB OFFICIAL WEBSITE:

To submit your bid and view official solicitation documents and addenda only available on the BidNet

portal, use the following link: https://www.bidnetdirect.com/colorado/larimer-county/

CONTACT PERSON:

Purchasing Agent Karen Schaefer, schaefka@co.larimer.co.us, 970-498-5936

NOTE: Unauthorized contact with a County employee other than the Contact Person listed above or

Purchasing Manager regarding this bid may result in disqualification of your bid.

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1. GENERAL INSTRUCTIONS FOR BIDDERS:

1.1 Artificial Intelligence (AI) Disclosure:

Portions of this solicitation may have been prepared or modified with the assistance of Artificial Intelligence (AI)

technologies. All such content has been reviewed, verified, and approved for accuracy and compliance by the

Purchasing Agent prior to issuance.

1.2 Bid Preparation:

Bidders are responsible for all costs associated with preparing and submitting their bid. Bids must be

completed in ink or typewritten on County-provided forms, and must not include conditions outside the

specifications unless specifically requested. Non-conforming bids may be rejected. All bid prices must be

furnished exclusive of Federal, State, and Local taxes.

1.3 Bid Submission:

Bidders must be registered with BidNet in order to submit a bid; registration is free. Larimer County strongly

recommends bidders register well in advance of the submittal deadline to ensure they have adequate time to

upload and submit their bid.

It is the sole responsibility of the Bidder to ensure all required Bid documents are submitted through BidNet by

the submission deadline. Bids will be time-stamped by BidNet upon receipt; BidNet does not allow for

uploading or submitting Bid documents after the Bid submittals deadline has passed, so allow adequate time to

upload and submit your Bid prior to the deadline. Larimer County will not accept uploads that are “saved” but

not “submitted”. To verify that a Bid has been submitted successfully, Bidders may contact BidNet Support, or

verify, via the Bid Management tab in the Bidder’s account, that the documents are not in “Draft” status.

1.4 Consideration of Bids:

It is understood that Larimer County reserves the right to reject any and/or all bids and to waive informalities

and irregularities in bids, and to accept the bid that, in the opinion of the Larimer County, is in the best interests

of Larimer County. No bid is contingent on the purchase of all items listed. Prices and terms must remain in

effect until a contract has been executed.

If, in the sole judgment of the Board of County Commissioners, the bids are substantially equal, the Board may

grant the contract to a company(ies) located in Larimer County, however this is not applicable in the case that

Federal funds are used.

1.5 Cooperative Use

Other governmental entities may piggyback on the award of this solicitation, assuming the award vendor is

amenable, and should contact Larimer County Purchasing for any necessary procurement documents. The

entity will deal directly with the award vendor concerning the placement of Purchase Orders, freight charges,

contracting and disputes, invoicing, and payment. Larimer County will not be held liable or responsible for any

liability, claims, costs, damages, demands, actions, losses, judgments or expenses incurred by the vendor or

any government entity relating to such use.

1.6 Equal Opportunity Employer (EEO) / Disadvantaged Business Opportunities:

Larimer County, in accordance with Federal and State laws, is an Equal Opportunity Employer and does not

discriminate. Larimer County strongly encourages the use of small and minority firms, women's business

enterprises, and labor surplus area firm services.

Larimer County hereby notifies all Bidders they will be afforded full and fair opportunity to submit a Bid in

response to this ITB and they will not be discriminated against on the basis of age 40 and over, race, sex

(including pregnancy), color, religion, national origin, disability, genetic information, sexual orientation, gender

identity, gender expression, military or veteran status, or any other applicable status protected by Federal,

State, or local law in consideration for award.

1.7 Payment:

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Payment for work performed or goods sold to Larimer County can be expected within 30 days after receipt of

the invoice and satisfactory acceptance by the Department receiving the service or goods (unless otherwise

stated and agreed to by County).

1.8 Public Records:

All information submitted in response to this bid is subject to disclosure under the Colorado Open Records Act

(“CORA”).

1.9 Reasonable Accommodations:

Per the Americans with Disabilities Act (ADA), Larimer County will provide reasonable accommodation to

qualified individuals with a disability who need assistance. Services can be arranged with at least seven (7)

business days’ notice. Please email the Contact Person listed on the page 1 or call Relay Colorado 711.

“Walk-in” requests for auxiliary aids and services will be honored to the extent possible but may be unavailable

if advance notice is not provided.

1.10 Regulatory and Legal Compliance Requirements:

No vendor awarded a solicitation will be federally debarred. Such debarment will be checked through the

System for Award Management, at www.sam.gov.

All businesses, organizations, and individuals contracting with Larimer County must comply with Title II of the

Americans with Disabilities Act of 1990, as amended. For more information on these requirements and to read

the full Title II text, please go to the following web page: https://www.ada.gov/ada_title_II.htm.

The Contractor certifies that by submitting an offer, neither the contractor nor subcontractors, the organization

nor its principals are suspended or debarred or otherwise excluded from procurement by the Federal

government and do not appear on the Excluded Parties List System (EPLS) maintained by the General

Services Administration (GSA).

2. INTENT:

The intent of this bid is to select and establish one (1) single vendor to supply the Larimer County Fleet

Services Department with oils and lubricants for a one-year period with the possibility of annual renewals.

Larimer County Fleet Services Department maintains a fleet of vehicles ranging from small sedans to large

construction equipment. These oils and lubricants will be used in the maintenance and repair of these

vehicles. Prices must remain firm for the entirety of the one-year agreement. All quantities of oil

shown in this ITB are estimates only and not a guarantee that such quantities will be purchased,

determination of actual quantities purchased will be based upon the current needs of Larimer County.

3. QUALIFICATIONS

Larimer County may make any such background investigations, including previous clients, business reputation,

site visit of operating plant, inspection of delivery vehicles, and any other inquires deemed necessary to

determine, in its sole opinion, the ability of the successful award vendor to perform. Upon award the successful

vendor shall furnish the County all such information and data for this purpose. No subletting to other vendors or

use of common carriers for oil bulk deliveries is acceptable.

Because timely deliveries are critically important to Larimer County, vendors must have a storage

facility and bulk delivery vehicles located no further than 60 road-miles (as evidenced by Google Maps)

from Larimer County’s Fleet Services Shop, located at 6994 Rickenbacker Road, Loveland, Colorado

80538. All deliveries must be received within forty-eight (48) hours of request. Failure to respond to

delivery requests in a timely fashion may result in the cancellation of this contract.

4. SPECIFICATIONS:

Bidders are responsible for carefully examining the enclosed specifications prior to preparation and submittal of

their bid.

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Quality Control

Larimer County may, at any time, have any type of oil analyzed. The sample will be analyzed by an independent

testing agency of the County’s choice. In the event the oil does not meet specifications, all testing costs

associated with removal of poor-quality oil and the replacement with oil meeting specifications will be borne by

the award vendor. In the event of an error resulting in oil being pumped into the wrong tank (i.e. 15w-40 in the

hydraulic tank) it will be the responsibility of the award vendor to drain the affected tank and replace all oil with

the correct product.

Oil Spills

The award vendor must immediately report to Larimer County Fleet service personnel all oil spills (regardless

of size) that occur during or result from award vendor’s delivery. The award vendor shall be responsible for all

costs associated with an oil spill, including but not limited to site cleanup, laboratory tests, waste disposal, fines,

and monitoring. Award vendor will provide to the County upon request copies of any manifests and invoices

associated with a spill.

Storage Facilities

Larimer County’s Fleet Services Shop, at 6994 Rickenbacker Road, Loveland, Colorado 80538, has bulk oil

storage tanks as follows:

 Six (6) 110-gallon tank for OW-20, 5W-20, 5W-30, 75W-90S, Hydraulic oil, and 50/50Red Coolant

 One (1) 165-gallon tank for Window Washer Fluid

 One (1) 400-gallon tank for 5W-40 Diesel oil

Delivery/Pricing

Most deliveries will be to the Larimer County Fleet Service Shop located at 6994 Rickenbacker Road,

Loveland, Colorado 80538 during normal work hours. Occasional deliveries will be required to other locations in

the Loveland/Fort Collins area. Deliveries must be made within forty-eight (48) clock hours after being

notified of the products required. All pricing shall be FOB point of delivery. When bulk deliveries are made to

the Rickenbacker location, the vendor will work with a Larimer County employee to ensure that all contents of

the tanks are measured before and after delivery to verify quantities delivered. As stated previously, failure

to respond to delivery requests in a timely fashion may result in the cancellation of this contract.

Vendor will not charge a drum deposit to Larimer County. Larimer County will make every effort to secure all

empty drums so they can be returned to the vender. Vendor will be required to pick up all empty drums at the

location they were originally delivered to. Empty drums should be picked up during the next delivery.

Oil/Lubricant Specifications

All lubricant products shall be manufactured/refined by a nationally branded company, no “House

Brands”, will be allowed. Larimer County will be the sole judge of whether a given product is a “national brand”.

If you have a product that meets the specifications and is not considered a House Brand you are welcome to

bid those products.

The following are some acceptable national brands, however this is not intended to endorse, or to be inclusive

of, ALL acceptable or national brands:

Exxon/Mobil

Exxon Mobil (Go Performance)

Phillips 66

Kendall

Castrol

Cam2

Shell

Pennzoil

Chevron

Conoco

Union 76

BP (British Petroleum)

Citgo

Texaco

Quaker State

Valvoline

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All oils, lubricants and products supplied under this specification shall meet the most current American

Petroleum Institute (API) service requirement classifications and shall be upgraded to newer classifications on

the new API effective dates for new classifications. All products shall also be backward compatible with the

previous API classifications. Failure to upgrade the product may result in cancellation of the award vendor’s

contract. All lubricants must be compatible with and meet or exceed the warranty requirements for all major

automotive and heavy equipment manufactures. Larimer County will be the final authority as to compatibility.

Any product bid that doesn't meet these requirements will not be considered. With your bid, please include

specifications sheets for all products bid.

Engine Oil SAE (Society of Automotive Engineers) 0W-20 Synthetic Grade Oil: Must meet API (American

Petroleum Institute) ILSAC (International Lubricant Standardization and Approval Committee) GF-6A

specifications. This product will be used in light duty pickups, sedans and SUVs.

Engine Oil SAE (Society of Automotive Engineers) 5w-20 Semi-Synthetic Grade Oil: Must meet API

(American Petroleum Institute) SN gasoline service specifications and ILSAC (International Lubricant

Standardization and Approval Committee) GF-6A specifications. This product will be used in light duty

pickups, sedans and SUVs.

Engine Oil SAE (Society of Automotive Engineers) 5w-30 Semi-Synthetic Grade Oil: Must meet API (American

Petroleum Institute) SP gasoline service specifications and ILSAC (International Lubricant Standardization and

Approval Committee) GF-6A specifications. This product will be used in light duty pickups, sedans and

SUVs.

Engine Oil SAE (Society of Automotive Engineers) 5w-40 Synthetic Grade Oil: Must meet API (American

Petroleum Institute) CK-4 diesel service specifications. This product will be used in diesel and some heavy

equipment transmissions.

Universal Hydraulic Transmission and Brake Oil (UTF): Hydraulic fluid must be a high-quality multi-

viscosity product meeting John Deere JD20C and Caterpillar TO-4 specifications. This product should be

formulated for use in equipment where a common fluid reservoir is used by the transmission, final drives and

hydraulic system. This product will be used in a variety of truck and equipment hydraulic systems,

transmissions, brake systems, and some final drives. Please state SAE grade of the oil bid on the bid form.

75W-90S Full Synthetic Gear Oil: 75w-90s synthetic in bulk for heavy equipment and truck use, must meet API

GL-5 specifications and be approved for extended drain intervals.

Window Washer Fluid: This product needs to be a winter mix that will be purchased in bulk.

50/50 Heavy Duty Red Coolant: Must meet all requirements of CAT EC-1, Cummins 14603, TMC RP 329 AND

RP 338. This product will be used in diesel and heavy duty applications.

Diesel Exhaust Fluid (DEF): This product will be purchased in multiple ways.

 2.5-gallon jug

 Per gallon for a 330-gallon tote Bulk order for fixed tanks

5. INSURANCE REQUIREMENTS:

BEFORE submitting your company bid, confirm with your insurance carrier that your company can meet the

insurance requirements published in the solicitation. Your company insurance coverages should be correctly

noted in the most current Evidence of Coverage (EOC). NOTE: All Larimer County contracts require that the

Award Vendor possess appropriate insurance at all times during the contract; these coverages are purchased

at the company's expense. The County’s insurance requirements may necessitate a company adding or

increasing coverage/limits, and those changes may impact pricing for the proposed project. These costs must

be included in your pricing at the time of submission and will not be permitted to be added later.

5.a. INSURANCE REQUIREMENTS:

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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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