Project Information

Bid Title

BULK MOTOR OIL

Issuing Agency

State Government of North Carolina

Location

North Carolina

Published Date

Jun 16, 2026

Closing Date

Jun 26, 2026

Government Level

State & Local

Status

Closed

Ref. #

251-27-132

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Solicitation Number:	251-27-132
Project Title:	BULK MOTOR OIL
Description:	BID # 251-27-132 - BULK MOTOR OIL FOR THE WCPSS TRANSPORTATION DEPARTMENT
Opening Date:	6/26/2026 12:00 PM
Posted Date:	6/17/2026
Status:	Open
Department:	WAKE COUNTY BD OF EDUCATION

Solicitation Number * 251-27-132	Department WAKE COUNTY BD OF EDUCATION	Status Reason Open
Opening Date 2026-06-26T12:00:00.0000000	Posted Date * 2026-06-16T16:16:16.0000000Z	Primary Commodity Code Lubricants and oils and greases and anti corrosives
Mandatory Conference/Site Visit — —	Special Instructions —	Solicitation Type * Select RFP IFB RFI
Owner Brian Martin
Description BID # 251-27-132 - BULK MOTOR OIL FOR THE WCPSS TRANSPORTATION DEPARTMENT

Attachment Preview

Invitation for Bid # 251-27-132

1551 Rock Quarry Rd – Bldg. F

Raleigh, NC 27610

Refer ALL Inquiries to: Brian A. Martin

E-Mail: bamartin@wcpss.net

Proposals will be publicly opened: Wednesday, June 26, 2026 @

12:00 PM

Contract Type: Agency Specific Term Contract

Commodity: MOTOR OIL

Using Agency Name: WAKE COUNTY PUBLIC SCHOOL SYSTEM

(TRANSPORTATION DEPARTMENT)

NOTICE TO BIDDERS

Bids are subject to rejection unless submitted on this form. Failure to submit a bid in accordance with the instructions throughout

this document shall constitute just cause to reject bid. See below for bid/proposal submitting instructions. Bids submitted via

facsimile (FAX) machine or email in response to this Invitation for Bids will not be acceptable.

EXECUTION

In compliance with this Invitation for Bid, and subject to all the conditions herein, the undersigned offers and agrees to furnish

and deliver any or all items upon which prices are quoted, at the prices set opposite each item within the time specified

herein. Vendors are subject to immediate disqualification at any stage of the selection process for any of the following:

● The submission of false or misleading information in the vendor’s proposal.

● Any efforts to dissuade or discourage other vendors from submitting proposals.

● Any efforts to influence, dictate, or change the terms of another vendor’s proposal.

● Any form of bid collusion or bid rigging.

Failure to execute/sign this page prior to submittal shall render bid invalid. Late bids are not acceptable.

BIDDER:

STREET ADDRESS:

CITY & STATE & ZIP:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING:

AUTHORIZED SIGNATURE:

DATE:

FEDERAL ID OR SOCIAL SECURITY NO.

P.O. BOX:

ZIP:

TELEPHONE NUMBER:

TOLL FREE TEL. NO

(800)

FAX NUMBER:

E-MAIL:

1 | Page

Offer valid for 45 days from date of bid opening unless otherwise stated here: ____ days Prompt Payment Discount:

_______ % __________________ days.

IFB SCHEDULE

The table below shows the intended schedule for this IFB. WCPSS will make every effort to adhere to this schedule.

Event

Issue IFB

Submit Written Questions

Provide Response to Questions

Submit Proposals

Responsibility

WCPSS

Vendor

WCPSS

Vendor

Date and Time (ET.)

June 16, 2026

June 19, 2026 by 2:00 PM ET

June 22, 2026 by 5:00 PM ET

June 26, 2026 by 12:00 PM ET

PROPOSAL QUESTIONS

Upon review of the IFB documents, Vendors may have questions to clarify or interpret the IFB in order to submit the best

proposal possible. To accommodate the Proposal Questions process, Vendors shall submit any such questions by the

above due date.

Written questions must be emailed to bamartin@wcpss.net by the date and time specified above. Vendors should enter

“IFB 251-27-132 Questions” as the subject for the email. Question submittals should include a reference to the applicable

IFB section and be submitted in a format shown below:

Reference

IFB Section, Page Number

Vendor Question

Vendor question …?

Questions received prior to the submission deadline date, WCPSS’ response, and any additional terms deemed necessary

by WCPSS will be posted in the form of an addendum and shall become an Addendum to this IFB. No information, instruction

or advice provided orally or informally by any WCPSS personnel, whether made in response to a question or otherwise in

connection with this IFB, shall be considered authoritative or binding. Vendors shall rely only on written material contained

in an Addendum to this IFB. Addendums associated with the Invitation for Bid will be posted to the following links

and it will be the vendor’s responsibility to adhere to and check these addendums prior to bid submittal:

(https://www.wcpss.net/partnerships/~board/partnership-and-community/post/suppliers)

(https://evp.nc.gov/solicitations/)

PROPOSAL SUBMITTAL

Proposals, subject to the conditions made a part hereof and the receipt requirements described below, shall be received

at the address indicated in the table below, for furnishing and delivering those items or services as described herein.

Mailing address for delivery of proposal

PROPOSAL NUMBER: IFB: 251-27-132

Wake County Public Schools

ATTN: Brian A. Martin

1551 Rock Quarry Rd. Building F

Raleigh, NC 27610

IMPORTANT NOTE: All responses shall be physically delivered to the office address listed above on or before the response

deadline in order to be considered timely, regardless of the method of delivery. This is an absolute requirement. All risk

2 | Page

of late arrival due to unanticipated delay—whether delivered by hand, U.S. Postal Service, courier, or other delivery service

is entirely on the Vendor. It is the sole responsibility of the Vendor to have the proposal physically in this Office by

the specified time and date of opening. The time of delivery will be marked on each proposal when received, and any

proposal received after the proposal submission deadline will be rejected. Sealed proposals, subject to the conditions made

a part hereof, will be received at the address indicated in the table in this Section, for furnishing and delivering the commodity

as described herein.

a) Submit one (1) signed, original executed proposal response simultaneously to the address identified in the

table above.

b) Clearly mark each package with: (1) Vendor name; (2) the IFB number; and (3) the due date. Address the

package(s) for delivery as shown in the table above. If Vendor submits more than one (1) proposal, each proposal

shall be submitted in separate envelopes and marked accordingly. For delivery purposes, separate envelopes from a

single Vendor may be included in the same outer package. Proposals are subject to rejection unless submitted with the

information above included on the outside of the proposal package.

PURPOSE AND BACKGROUND

For background purposes, The Wake County Public School System (WCPSS) is currently the largest school

district in North Carolina and the 14th largest in the United States. There are currently over 200 schools serving

a student population of approximately 160,000, with approximately 20,000 staff. Wake County covers 854

square miles. Additional information about the school system can be accessed via the internet site

(www.wcpss.net).

Product will ship FOB to:

Wake County Public School System

Bus Garage / Transportation Department

1551 Rock Quarry Road

Raleigh, NC 27610

SCOPE OF WORK

Please provide a quote for approximately 6000 gallons of SAE-API 15W40 CJ4 motor oil in the template below.

This is an estimated quantity to meet the needs of the WCPSS school district’s transportation department. To

be delivered in bulk shipments of 1000-4000 gallons per the specifications. Must be an API licensed product.

Vendor must provide API license number for quote to be valid. This is an estimated quantity from

7/1/26 - 6/30/27. Prices must be firm through 6/30/27. At no cost to WCPSS, vendor must provide means of

electrically monitoring tank inventory levels 24 hours a day and WCPSS must have unlimited access to view

current tank levels. Vendor must provide WCPSS approximately 200 oil sample test kits per month with

electronic sample results at no charge to WCPSS for quote to be valid. Upon bid award, 200 oil sample test

kits must be provided within seven (7) business days to the WCPSS bus garage. All shipping charges related

to oil sample test kits are the sole responsibility of the awarded bidder and not WCPSS. WCPSS will accept

bids for SAE, API CJ4 15W40 as well as SAE, API CK4 15W40 motor oil. Vendor will be solely responsible

for offloading product into WCPSS above ground tank without assistance from WCPSS personnel.

Orders generally will be placed by telephone directly by the transportation department. All orders placed under

this proposed contract are to be fulfilled within (2) business days unless delayed delivery is requested. For the

purpose of verification by WCPSS and at no additional cost, all delivery vehicles are to be equipped with a

metered pump or provide delivery load tickets indicating gallons loaded and a metered delivery ticket shall

3 | Page

accompany each delivery. Delivery tickets must indicate total gallons loaded. Driver may be required to “stick”

tank prior to and after delivery to verify gallons delivered. All deliveries shall be made in accordance with the

requirements of General Statute 81A Weights and Measures Act. Oil must be backward compatible with non-

2007 model buses. API service classification: MUST BE CERTIFIED DIESEL: CJ4. Must meet EPA-2007

requirements for motor engine oil ACEA classifications: E5/B4/B3/A2. Tank type: Horizontal Cylinder, capacity:

5452 gallons, offset: 2 inches, Cal height: 96, Length: 174 inches, Height: 96 inches. Unit price must include

all applicable shipping charges for quote to be valid. Do not include sales tax in your quote. Shipping F.O.B. to

1551 Rock Quarry Road, Raleigh, NC 27610.

Description

Price per gallon (Price per gallon must include cost of

offloading, monitoring & sampling, and all applicable shipping

charges)

Unit Price

Amount

WCPSS HAS THE RIGHT TO EXTEND PRICING FOR UP TO FIVE ADDITIONAL

YEARS IN ONE-YEAR INCREMENTS

The WCPSS school district’s transportation department used approximately 4350 gallons of

bulk oil this last fiscal year (July 1, 2025 – June 30, 2026)

AWARD OF CONTRACT

It is the general intent to award this contract to a single overall bidder. The right is reserved, however, to make awards to

multiple vendors, if such shall be considered by Wake County Public School System to be most advantageous or to

constitute its best interest. The successful bidder(s) will be notified by the Purchasing Department.

AWARD CRITERIA

1. Pricing.

2. Quality of Items/Service: Includes answers and methodology where applicable.

3. Experience.

4. Conformity with specifications herein.

SOURCE SELECTION

WCPSS will review all information submitted in order for WCPSS to award the contract to the bidder providing the most

responsive/responsible low bid.

i.

4 | Page

The evaluation committee may request clarifications, an interview with or presentation from any or all bidders.

However, the WCPSS may refuse to accept, in full or partially, the response to a clarification request given by

any bidder. Bidders are cautioned that the evaluators are not required to request clarifications; therefore, all

offers should be complete and reflect the most favorable terms.

ii.

Evaluation Process Explanation. WCPSS employees will evaluate all proposals. All proposals will be initially

classified as being responsive or non-responsive. If a proposal is found non-responsive, it will not be

considered further. All responsive proposals will be evaluated based on stated evaluation criteria, as provided

with this IFB. Any references in an answer to another location in the IFB materials or Proposal shall have

specific page numbers and sections stated in the reference.

iii.

To be eligible for consideration, a bidder must meet the intent of all requirements. Compliance with the intent

of all requirements will be determined by WCPSS. Responses that do not meet the full intent of all

requirements listed in this IFB may be subject to point reductions during the evaluation process or may be

deemed non-responsive. Further, a serious deficiency in the response to any one factor may be grounds for

rejection.

iv. Bidders are advised that WCPSS is not obligated to ask for or accept after the closing date

Bidder may be disqualified from any evaluation or award if bidder or any key personnel proposed, has

previously failed to perform satisfactorily during the performance of any contract with WCPSS, or violated

rules or statutes applicable to public bidding in the State of North Carolina, as documented. Vendors must not

be debarred from doing business with the State of North Carolina or Federal Government.

CONFIDENTIALITY AND PROHIBITED COMMUNICATIONS DURING EVALUATION

During the evaluation period—from the date bids are opened through the date the contract is awarded—each Vendor

submitting a bid (including its representatives, sub-contractors and/or suppliers) is prohibited from having any

communications with any person inside or outside of WCPSS, other government agency office, WCPSS body or private

entity, if the communication refers to the content of Vendor’s bid or qualifications, the contents of another Vendor’s bid,

another Vendor’s qualifications or ability to perform the contract, and/or the transmittal of any other communication of

information that could be reasonably considered to have the effect of directly or indirectly influencing the evaluation of bids

and/or the award of the contract. A Vendor not in compliance with this provision shall be disqualified from contract award,

unless it is determined in WCPSS’ discretion that the communication was harmless, that it was made without intent to

influence and that the best interest of WCPSS would not be served by the disqualification. A Vendor’s bid may be

disqualified if its sub-contractor and supplier engage in any of the foregoing communications during the time that the

procurement is active (i.e., the issuance date of the procurement to the date of contract award). Please contact

bamartin@wcpss.net .

VENDORS ARE CAUTIONED THAT ALL RESPONSES MUST BE ORGANIZED, IDENTIFIABLE AND READILY

ACCESSIBLE. A TEMPLATE IS PROVIDED FOR USE BUT ANY ADDITIONAL INFORMATION SHOULD

REFLECT IDENTIFIABLE LANGUAGE AND BE ACCESSIBLE AND ORGANIZED.

NON-PREFERENCE

It is the intent of WCPSS to procure products in the stated quantity, quality, and size as described in this request while

adhering to general statutes specific to public schools and WCPSS Board of Education policy. The manufacturer, brand

name and model numbers are used to provide respondents specific information on the quality and usefulness of the

product that is being requested. These references are not intended to restrict comparable products. Other manufacturers

and brands will be considered if they meet or exceed the minimum standards of the product referenced. See below for

accompanying literature that is required when submitting your bid.

DESCRIPTIVE LITERATURE/CERTIFICATION

Each bid shall be accompanied by complete descriptive literature, specifications, certifications, and all other pertinent data

necessary for thorough evaluation of the item(s) bid and sufficient to determine compliance of the item(s) with the

specifications.

DEVIATIONS

5 | Page

Commodity Codes

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

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.