BIDS MUST BE SUBMITTED ON THIS FORM AND THE BIDDER SHALL RETURN THE ENTIRE BID/SPECIFICATION PACKAGE.

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1 GENERAL CONDITIONS The bid analysis will include compliance to bid specifications, maintenance plans, past performance with vendor, warranty, references, delivery time and the overall cost to NTMWD. NTMWD reserves the right to consider deviation from these specifications. Award of contract will be contingent on availability of NTMWD funds. BIDS MUST BE SUBMITTED ON THIS FORM AND THE BIDDER SHALL RETURN THE ENTIRE BID/SPECIFICATION PACKAGE. Each bid shall be placed in a sealed envelope, manually signed in ink by a person having the authority to bind his/her firm in a contract AND THE OUTSIDE OF THE ENVELOPE MARKED BID ENCLOSED LUBRICANTS BEGINNING APRIL 1, NTMWD reserves the right to enforce the performance of this contract in any manner prescribed by law or deemed to be in the best interest of the NTMWD in the event of breach or default of this contract. NTMWD reserves the right to terminate the contract immediately in the event the successful bidder fails to: 1. Deliver lubricants on schedule in the quantities requested. 2. Deliver lubricants in accordance with the specification requirements. 3. Otherwise perform in accordance with these specifications. Testing may be performed at the request of NTMWD anytime during the length of the contract through an independent testing laboratory. If the results do not meet specifications, then the successful bidder will absorb the cost of the test and remove all lubricants from the tank(s), including disposal at no cost to the NTMWD and replace the lubricant volume removed at no cost to the NTMWD. If the results of the test meet specifications, then the cost will be borne by NTMWD. The NTMWD reserves the right to hire an independent laboratory to perform testing. Non-performance of the bidder in terms of specifications shall be basis for the termination of the contract by the NTMWD. The NTMWD shall not pay for work, equipment or supplies that are unsatisfactory. The bidder agrees that, if, for any reason, at any time, he/she shall be unable to deliver lubricants in the quantities and/or quality ordered by the NTMWD under these specifications, and if the bidder, after having been awarded this contract and having been notified to make a shipment within 24 hours of the time the request for delivery is made, then the NTMWD shall be authorized to purchase such material wherever available, and the bidder agrees to pay the NTMWD the difference in price it ultimately paid over and above the bid price, plus all other costs, expense and damages of any kind incurred by NTMWD as a result of bidder s nonperformance. No money will be paid to the contractor until completion and acceptance of the work or the fulfillment of the purchase obligation to the NTMWD. Quantities indicated are estimates based on the best available information and do not constitute an order. Orders will be placed on an as-needed basis. Page 1 of 11

2 LUBRICANT BID SPECIFICATION SECTION A BASE INFORMATION: North Texas Municipal Water District (District) is soliciting bids for lubricants for transfer stations, landfill and other locations for an initial 12-month period commencing on (April 1, 2018 and ending on March 31, 2019). Contract may be extended for two, 1-year terms by mutual agreement, in writing, between the successful vendor and the District. Technical Data Sheets shall be supplied on all products with bid. Lab analysis will be performed on each bulk delivery. Vendor must bid all items included in the Specification. Partial or incomplete bids may be rejected. The NTMWD prefers to award bids on an all or nothing basis to a single bidder. The NTMWD reserves the right to delete items bid as necessary. SECTION B DESCRIPTION AND QUANTITIES: The following quantities are estimated based on the most recent year quantities. These quantities are to be considered the approximate amount to be required by the District during the initial term of the contract, but in no way obligates the District to purchase these exact quantities. The successful bidder shall provide products from the acceptable product list below in Section C, products meeting the ISO or ASTM number or other specification stated with the product in this bid. Item Description Quantity PPI Product Code Wt. Engine Oil 6,000 gallons P 2. a. 10 W/30 (CK-4) Diesel Engine Oil 5,500 gallons P b. 10 W/30 (CK-4) Diesel Engine Oil 5 barrels (55 gallon) P c. 5W20 Gasoline Engine Oil 6 barrels (55 gallon) P d. 5W30 Gasoline Engine Oil 6 barrels (55 gallon) P 3. Hydraulic Oil a. R&O/AW Viscosity Grade #22 3 barrels (55 gallon) P b. R&O/AW Viscosity Grade #32 4,000 gallons P c. R&O/AW Viscosity Grade #46 9 barrels (55 gallon) P d. R&O/AW Viscosity Grade #68 9 barrels (55 gallon) P e. R&O/AW Viscosity Grade #100 3 barrels (55 gallon) P f. R&O/AW Viscosity Grade #150 3 barrels (55 gallon) P g. R&O/AW Viscosity Grade #220 3 barrels (55 gallon) P h. Tractor Hydraulic Fluid 15 gallons P (CatTO-2, Deere JC20 C/D) 4. a. Industrial Gear Oil ISO #150 3 barrels (55 gallon) P b. Industrial Gear Oil ISO #220 3 barrels (55 gallon) P c. Industrial Gear Oil ISO #460 3 barrels (55 gallon) P d. 85 W/140 Gear Oil GL gallons P 5. Dexron III / Mercon 110 gallons P 6. Grease (Tube 40/case) a. NLGI #2 GC/LB Lithium Complex 22 cases P b. NLGI #2 w/ Calcium Lithium Complex 22 cases P Sulfonate & 3% moly Page 2 of 11

3 c. Food Grade Grease 120 cases P NLGI #2 FDA 21 CRF and USDA H1 d. High Temperature Grease 40 cases P NLGI #2 (ASTM D2596) e. Synthetic Waterproof Grease 90 cases P NLGI #2 (ASTM D1264) f. Lithium Traction Grease 40 cases P NLGI #2 (ASTM D2266) 7A. Grease (Drum 120#) NLGI #2 GC/LB 6 drums P a. NLGI #2 w/ Calcium 2 drums P Sulfonate & 3% moly 7B. Grease (Drum - 400#) a. NLGI #2 GC/LB 2 drums P Wt. TO-4 Transmission Oil 1,500 gallons P a. Multipurpose Automatic Transmission Fluid (ASTM D2270) 2 barrels (55 gallon) P 9. Oil Samples Analyzed 550 samples # Bag Oil Sorb 330 bag Gallon Barrel of used 37 barrels (55 gallon) oil filters to be recycled 12. Used Oil Pickup 12,000 gallons 13. Extended Drain ethylene 23 barrels (55 gallon) glycol antifreeze 50/50 premixed with ionized water, fully formulated 14. Power Service Diesel Fuel 18 cases Supplement + cetane boost (2.5 gallon / case) with slick diesel 15. Synthetic 50 for transmissions 2 barrels (55 gallon) P and differentials (Eaton #PS-164REV7) (TES 295) 55 gallons Wt. Turbine Oil 2 barrels (55 gallon) P (ASTM D445) 17. Synthetic 30 Wt. ISO barrels (55 gallon) P (ASTM D4172) Page 3 of 11

4 During the course of the contract other products may be added upon mutual agreement between the Vendor and District. The sum of these additions cannot increase the value of the contact by more than 25%. New products would be subject to all provisions of this specification, including the Economic Price Adjustment Clause, from the date that the product is added until the contract terminates. SECTION C PRODUCT LIST ACCEPTABLE BRANDS AND TYPES: Acceptable 10W Oils: (Prior approved equivalents may be considered) Chevron Delo W CF/SH Mobil Delvac W CF Shell Rotella T 10W CF4/SJ Universal Lubricants Dezol 10W CF2/SJ Acceptable Diesel Engine Oils: (Prior approved equivalents may be considered) Chevron Delo 400 LE 10W30 CK-4 Shell Rotella T3 Fleet Multigrade Heavy Duty Diesel Engine Oil 10W30 CK-4 Mobil Delvac 1300 Super 10W30 CK-4 Universal Dezol 10W30 CK-4 Dyna-Plex 21C SHPD 10W30 CK-4 Acceptable Gasoline Engine Oils: (Prior approved equivalents may be considered) Mobil Clean SM/GF4 Chevron Supreme Syn Bld SM/GF4 Serv Pro Syn Bld SM/GF4 Acceptable Hydraulic Oil: (Prior approved equivalents may be considered) R&O/AW Various Viscosity Grades Universal Hydra 1000 Shell Tellus 32 Mobil DTE 24 Acceptable Transmission Oil: (Prior approved equivalents may be considered) TO-4 30 Wt. Caterpillar Standard (Product must meet this standard) SECTION D ECONOMIC PRICE ADJUSTMENT CLAUSE: The beginning prices quoted on the Bid Proposal Price Sheet will be allowed to change during the contract period as described in the Economic Price Adjustment Clause. By submitting pricing, the vendor is agreeing to the provisions described in the Economic Price Adjustment Clause. Price adjustments will potentially cause both price increases and price decreases and will be determined as follows: 1) This contract will be adjusted according to the U.S. Department of Labor Bureau of Labor Statistics Producer Price Index during the life of the contract on the following basis. 1) All prices will be bid firm for the first three (3) month contract term calculated from April 1, ) Each contract will be divided into three (3) month periods. For example: a 12 month (Annual) contract will have four, three (3) month contract periods. Dates for these periods will be calculated from the effective date of the contract. 3) At the end of the each three (3) month period, the District will utilize the method described in part B of this Section, to determine the adjusted pricing for the next three (3) month period of the contract. 4) All price adjustments will be forward of the date that the price adjustment becomes effective and will be applied to items delivered on or after that date. 5) No increase will be approved during or at the end of the last (4 th ) three (3) month period of the contract unless a renewal term or an extension to the contract is approved by both the vendor and the NTMWD. Page 4 of 11

5 6) All new adjusted prices will be reflected on the next regular billing following the notification of the price change. Notifications will typically be via and once the vendor has agreed to the change, the new prices will become official per the notification from the District. 2) The following method will be used to determine the maximum allowable price adjustment: 1) As part of this Bid Specification NTMWD will indicate the North American Industrial Classification System (NAICS) Product Code utilized by the Bureau of Labor Statistics - Producers Price Index in SECTION B of this bid specification to identify the general classification Product Code (PPI Product Code) to be used in this bid specification. 2) When the contract is awarded, the award will indicate the Product Code Starting Index number as published by the U.S. Department of Labor Bureau of Labor Statistics - Producer Price Index. The Starting Index number will be taken from the most current Producer Price Index Detailed Report available at the time of the contract award. This Index number will be the basis for calculating price increases and decreases throughout the first 1-year initial term and for any subsequent renewal term or terms. 3) At the end of each three (3) month period and within five days of the official release date of the Producer Price Index Detailed Report, the website located at will be visited by the District. i) The District will select the appropriate monthly report. ii) In the report the Product Code identified in SECTION B of the contract specification will be found. iii) The Index number for the appropriate Product Code will be recorded. 4) The contract unit prices will be adjusted based on the percentage difference between the Index number noted at the beginning of the contract and the Index number for the month ending the three (3) month period. This will cause a change in price, up or down based on the percentage change between the starting Index number and the ending Index number. 5) Formula: Ending Index # - Starting Index # Ending Index # X 100 = Percent of Increase or Decrease 6) Written notice of price adjustment. i) The District will provide written documentation at the end of each three (3) month reporting period that reflects that price adjustments. ii) Written documentation will include the following information: (1) The Ending Index Number reported in the Department of Labor - Producer Price Index Detailed Report will be retrieved. (2) The percentage difference between the Starting Index Number and the Ending Index Number will be calculated according to the method shown in B.5) above and this percentage change will be applied to all product prices contained in the original bid or that have been added during the course of the contract. (3) New prices will be represented on a table. (4) New prices table will be communicated with the vendor and a date stipulated that the new prices will become effective. (5) All documentation will be delivered via mail, , or hand delivery within 10 calendar days of the end of each three (3) month period. 3) Vendors may submit price decreases anytime during the contract period. 1) Price decreases will need to be communicated in writing identifying the terms of the decrease and the effective date. Page 5 of 11

6 Lubricants to be supplied are listed below. Bidders shall include a price for each lubricant, delivery charges, and oil sampling. SECTION E BID PRICE SHEET Quantities indicated on this Price Sheet are estimated and provided for bid evaluation purposes only and do not obligate the District to purchase those exact quantities. Product Unit Price Bid Price Wt. Engine Oil (CF) $ per gallon x 6,000 gallons $ 2. a. 10W30 CK-4 Diesel Engine Oil $ per gallon x 5,500 gallons $ b. 10W30 CK-4 Diesel Engine Oil $ per 55 gallon barrel x 5 each $ c. 5W20 Gasoline Engine Oil $ per 55 gallon barrel x 6 each $ d. 5W30 Gasoline Engine Oil $ per 55 gallon barrel x 6 each $ 3. Hydraulic Oil a. R&O/AW Viscosity Grade #22 $ per 55 gallon barrel x 3 each $ b. R&O/AW Viscosity Grade #32 $ per gallon x 4,000 gallons $ c. R&O/AW Viscosity Grade #46 $ per 55 gallon x 9 each $ d. R&O/AW Viscosity Grade #68 $ per 55 gallon x 9 each $ e. R&O/AW Viscosity Grade #100 $ per 55 gallon barrel x 3 each $ f. R&O/AW Viscosity Grade #150 $ per 55 gallon barrel x 3 each $ g. R&O/AW Viscosity Grade #220 $ per 55 gallon barrel x 3 each $ h. Tractor Hydraulic Fluid $ per gallon x 15 gallons $ (CatTO-2, Deere JC20 C/D) 4. a. Industrial Gear Oil ISO #150 $ per 55 gallon barrel x 3 each $ b. Industrial Gear Oil ISO #220 $ per 55 gallon barrel x 3 each $ c. Industrial Gear Oil ISO #460 $ per 55 gallon barrel x 3 each $ d. 85 W/140 Gear Oil (API GL-5) $ per gallon x 640 gallons $ 5. a. Dexron III $ per 55 gallon barrel x 1 each $ b. Mercon $ per 55 gallon barrel x 1 each $ 6. Grease (Tube - 40/case) a. NLGI #2 GC/LB Lithium Complex $ per case x 22 cases $ b. NLGI #2 w/ Calcium Lithium Complex $ per case x 22 cases $ Sulfonate & 3% moly c. Food Grade Grease $ per case x 120 cases $ NLGI #2 FDA 21 CRF and USDA H1 Page 6 of 11

7 d. High Temperature Grease $ per case x 40 cases $ NLGI #2 (ASTM D2596) e. Synthetic Waterproof Grease $ per case x 90 cases $ NLGI #2 (ASTM D1264) f. Lithium Traction Grease $ per case x 40 cases $ NLGI #2 (ASTM D2266) 7A. Grease (Drum 120#) a. NLGI #2 GC/LB $ per drum x 6 drums $ b. NLGI #2 w/ Calcium $ per drum x 6 drums $ Sulfonate & 3% moly 7B. Grease (Drum 400#) a. NLGI #2 GC/LB $ per drum x 2 drums $ Wt. TO-4 Transmission Oil $ per gallon x 1,500 gallons $ 9. Oil sampling - (Oil sampling is done with each oil change. State the price per sample analyzed and provide a form showing a typical analysis. Supplier shall choose lab). Economic Price Adjustment Clause does not apply to this item. $ per sample x 550 samples (est.) $ # Bag Oil Sorb 330 $ /bag $ 11. **55 Gallon Barrel of used 37 $ /bbl $ oil filters to be recycled 12. **Used Oil Pickup 12,000 $ /gallon $ 13. Extended Drain ethylene 23 $ /bbl $ glycol antifreeze 50/50 premixed with ionized water, fully formulated 14. Power Service Diesel Fuel 18 (2.5 $ /case $ supplement + cetane boost with slick diesel 15. Synthetic 50 for transmissions 2 $ /bbl $ and differentials (Eaton #PS-164REV7) ( TES 295) 55 $ /gallon $ Wt. Turbine Oil 2 barrels (55 $ /bbl $ (ASTM D445) 17. Synthetic 30 Wt. ISO barrels (55 $ /bbl $ (ASTM D4172) (A) BASE BID TOTAL $ Page 7 of 11

8 ** Filter barrels and used oil pickup are at the following locations: 1) Parkway Transfer Station 4030 W. Plano Parkway Plano, TX ) Custer Road Transfer Station 9901 Custer Road Plano, TX ) Lookout Drive Transfer Station 1601 E. Lookout Drive Richardson, TX ) 121 Regional Disposal Facility ( 3 locations ) 3820 Sam Rayburn Hwy Melissa, TX ) North Texas Municipal Water District 810 Hwy 78 North Wylie, TX ) Other locations for used oil pick up may be requested from Paragraph 18, Subsection D-J. 18. Delivery Charge to NTMWD Locations: For the purpose of this bid, the vendor will base the bid price shown in this section on an estimated 12 deliveries to each location listed below during a 1-year term. This estimate is based on projected need to refill all storage tanks at all District facilities approximately every 25 to 30 days during the 1-year term of the contract and during each optional renewal term. The Vendor will have the ability to coordinate these deliveries during the course of the contract with the Landfill Supervisor and Fleet Maintenance Shop Supervisor to determine needed quantities. The Vendor will state the delivery charge for each site in the space provided. Economic Price Adjustment Clause does not apply to this item. Bulk Delivery Location is A. A) 121 Regional Disposal Facility 3820 Sam Rayburn Hwy, Melissa, TX Each Delivery $ a) Hydraulic Oil #32 to one 500 gallon tank b) Hydraulic Oil #46 & #68 (55 gallon barrel) c) 10W Engine Oil to two 500 gallon tanks d) 10W/30 Engine Oil to two 500 gallon tanks and one 250 gallon tank e) 30W Transmission Oil to two 500 gallon tanks Barrel Delivery Locations are B I. B) North Texas Municipal Water District 810 Hwy 78 North, Wylie, TX Each Delivery $ a) 10 W/30 Diesel Engine Oil (55 gallon barrel) b) 5W20 Gasoline Engine Oil (55 gallon barrel) c) 5W30 Gasoline Engine Oil (55 gallon barrel) C) Wilson Creek WWTP 3020 Orr Road, Allen, TX Each Delivery $ D) South Mesquite WWTP 3500 Lawson Rd, Mesquite, TX Each Delivery $ E) Panther Creek WWTP 1825 Panther Creek Rd, Frisco, TX Each Delivery $ a) (55 gallon barrel) Page 8 of 11

9 F) Stewart Creek West WWTP th Army Memorial Dr, Frisco, TX Each Delivery $ a) (55 gallon barrel) G) Muddy Creek WWTP 5401 Pleasant Valley Rd, Wylie, TX Each Delivery $ a) (55 gallon barrel) H) Rowlett Creek WWTP 1600 Los Rios Blvd, Plano, TX Each Delivery $ a) (55 gallon barrel) I) Floyd Branch WWTP 111W Buckingham Rd, Richardson, TX Each Delivery $ a) (55 gallon barrel) Total A+B+C+D+E+F+G+H+I $ Estimated Deliveries to each Site during term X 12 (B) ESTIMATED BULK DELIVERY COST = $ 19. Special Bulk Delivery Charge to NTMWD Owned Storage Tanks: During the course of the contract the District may require the delivery of any Bulk product listed in item Section E (Paragraph 18, Subsection A & B) above due to an emergency or urgent need. The Vendor agrees to deliver the product within 24 hours of the request for the following charge. Economic Price Adjustment Clause does not apply to this item. Estimated Deliveries to each Site during term X 5 (C) SPECIAL BULK DELIVERY = $ 20. Prices quoted shall remain firm for one (1) year from the date that of the award letter from the District except where Economic Price Adjustments are allowed as described in SECTION D of this specification. 21. COMPARATIVE CONTRACT VALUE: For the purpose of evaluating the total bid NTMWD will sum Base Bid, Bulk Delivery and an estimated number of Special Bulk Delivery charges. This calculation is for bid evaluation purposes only and does not represent the actual value of the contract. The Comparative Contract Value will be calculated as the sum of: (A) BASE BID TOTAL + (B) BULK DELIVERY + (C) SPECIAL BULK DELIVERY TOTAL BID PRICE $ The District will award the contract to the successful bidder whose proposal is deemed to be in the best interest of NTMWD. 22. TECHNICAL DATA SHEETS shall be provided for the exact products bid. Failure to provide these sheets may result in the rejection of the bid. Technical Data Sheets are included with this bid: YES No SECTION F DELIVERY OF PRODUCT Scheduled Bulk Delivery Charge to NTMWD Owned Storage Tanks: (Section E. Price Sheet): The undersigned bidder proposes to supply the listed lubricants for the prices shown on Price Sheets. For items subject to Bulk Delivery Charge (Paragraph 18, Subsection A & B) the invoice price shall be calculated as: (Unit Price X Quantity) + Bulk Delivery Charge = Invoice Price Page 9 of 11

10 Special Bulk Delivery Charge to NTMWD Owned Storage Tanks: (Paragraph 18, Subsection A & B. Price Sheet) For products delivered, the invoice price shall be calculated as: (Unit Price X Quantity) + Special Bulk Delivery Charge = Invoice Price Barrel Delivery Items: For all other bid items (Paragraph 18, Subsection C thru J) the price of delivery shall be included in the price shown on the Price Sheet. The invoice price shall be calculated as: (Unit Price X Quantity Delivered) + Delivery Charge = Invoice Price SECTION G BID EXTENSION OPTION The contract will be for a 1-year initial term and at the District s option for two additional 1-year renewal terms. The Vendor may notify the NTMWD, in writing, of its willingness to continue the contract beyond the end of the first 1-year term of the contract and the end of the first renewal term. The request shall be given to NTMWD no later than 90-days before the end of the current contract term. NTMWD will have the right to reject the Vendor s offer to enter into a renewal term. Unit Pricing Adjustment: Pricing will be based on the Vendor s original unit price bid plus the most recent 12-month PPI for the items in SECTION B that have a Product Code listed. All other price increases made due to the Economic Price Adjustment Clause found in SECTION D of this specification, during the current term of the contract, shall be null and void and will be replaced by the 12-month PPI adjustment. Prices for the beginning of the first renewal term shall be calculated as: Original Unit Bid Price + 12-month PPI percentage = Renewal Unit Price For the second renewal (if applicable), the Renewal Unit Price will be used to calculate the beginning price for year 3 of the contract. Pricing for all bid items that do not have a Product Code shown in SECTION B of the specification will remain firm for the renewal term. Bulk Delivery Charge Adjustment: (both Scheduled and Special) Prices will remain firm for the full initial term and during each renewal term. The Vendor s original bid price may be adjusted at the beginning of the first and second renewal term (if applicable) based on the percentage change in the U. S. General Services Administration s published POV Mileage Reimbursement Rate (POVMRR). The published rate at the beginning of the current term and the beginning of the renewal term will be used to determine the percent of change, either positive or negative, that the Bulk Delivery Charge will be adjusted. The U. S. General Services Administration website found at will be used to determine the rates used in the calculation. Prices for the beginning of the first renewal term shall be calculated as: Scheduled Bulk Delivery Original Scheduled Bulk Delivery Charge + Percent change in POVMRR = Renewal Delivery Charge Special Bulk Delivery Original Special Bulk Delivery Charge + Percent change in POVMRR = Renewal Delivery Charge For the second renewal (if applicable), the Renewal Delivery Price will be used to calculate the beginning price for year 3 of the contract. Page 10 of 11

11 SECTION H BID CERTIFICATION The quantities shown in this specification are estimated for the purposes of evaluating the proposals. Payment made to the successful bidder shall be based on actual quantities supplied. The undersigned hereby certifies that he understands all of the above specifications, has read them carefully and shall deliver and furnish all articles or services specified above in this specification. Bidder shall return one copy of this specification filled out in full and signed in a sealed envelope marked BID ENCLOSED, LUBRICANTS. Firm Name Submitting Bid: Signature of Authorized Representative: Print Name: Print Title: Address: Telephone Number: Page 11 of 11