HomeMy WebLinkAboutResolution - 2025-R0291 - Contracts 18701, 18856, 18861, 18863, 18864; Oil Change Services City Vehicles - 06/24/2025Resolution No. 2025-R0291
Item No. 6.28
June 24, 2025
R�;SOLUTYON
BE IT IZESOLVLD BY TITL CT1'Y COiJNCII, Ol� "1'III� CI'I'Y Ol� LUBBOCK:
THAT the Mayor of the City of I�ubbock is hereby authorired and directed to execute
for and on bchalf of thc City of I�ubbock, Scrvicc Contract No. 18701 with Williams Brake
`fune and Tire, LLC, Scrvice Contract No. 18856 with Bolton Oil Co. LTD, Service Contract
No. 18861 with IIub City I.ube, Service Contract No. 18863 with Oil Changers, and Servicc
Contract No. 18864 with Rapid Oil Changc, Inc., and thc City of Lubbock, for oil changc
services for City light and medium-duty vehicles as per I"I'B 25-18701-AE, and related
documents. Said Contracts are attached hcreto and incorporated in this resolution as if fully sct
forth herein and shall be included in the minutes of thc City Council.
Yasscd by the City Council on June 24, 2025_ _
��
MARK W. 1VICBRAYCR �AYOR
n�r�r�:s�i�.
Courtney Paz, City Sccrctary
APPROV�D AS "1'O CON"I'I?N7':
� � ---
I3rooke Witcher, Assistant City Managcr
AYPROVLD AS TO PORM:
1 chael Foster, ssist nt City Attorney
ccdocslllRES.ServiceContract XS 18701, 138�6, 188C,1, 188C3, 18864- Oil Changes for Plect
6. I 8.25
Resolution No. 2025-R0291
City of Lubbock
Contract for
ITB 25-18701-AE
Fleet Vehicle Oil Change & Consumables
Contract 18701
THIS CONTRACT made and entered into this 24th day of June . 2025, by and between the
City of Lubbock ("City"), and Williams Brake Tune & Tire, ("Contractor").
�L-��--�--�-
WHEREAS, the City of Lubbock duly advertised for bids for Fleet Vehicle Oil Change &
Consumables and bids were received and duly opened as required by law; and
WHEREAS, after careful consideration of the bid submitted by Contractor, the City authorized
the execution, in the name of the City of Lubbock a contract with said Contractor covering the purchase
and delivery of the said Fleet Vehicle Oil Change & Consumables.
NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well asthe
financial consideration hereinafter referred to, the parties hereby covenant and agree as follows:
1. In accordance with City's specifications and Contractor's bid, copies of which are attached
hereto and made part hereof, Contractor will deliver to the City, Fleet Vehicle Oil Change &
Consumables, and more specifically referred to as Items 1-1 through 4-1 on the bid submitted
by the Contractor or in the specifications attached hereto.
2. The City promises and agrees to employ, and does employ, the Contractor to cause to be done
the work provided for in this Contract and to complete and finish the same according to the
attached specifications, offer, and terms and conditions contained herein.
3. The contract shall be for a term of one (1) year, with the option of four (4), one-year extensions,
said date of term beginning upon formal approval. This Contract will renew automatically for
the additional terms, unless either Party gives 90-day written notice to terminate the Contract.
4. All stated annual quantities are approximations of usage during the time period to be covered by
pricing established by this bid. Actual usage may be more or less. Order quantities will be
deternuned by actual need. The City of Lubbock does not guarantee any specific amount of
compensation, volume, minimum, or maximum amount of services under this bid and resulting
contract.
5. The Contractor must maintain the insurance coverage required during the term of this contract
including any extensions. It is the responsibility of the Contractor to ensure that valid insurance
is on file with the Purchasing and Contract Management Department as required by contract or
contract may be terminated for non-compliance.
6. A) Prices quoted shall be guaranteed for a period for six (6) months upon City approval. The rate
may be adjusted at the City's discretion for the effective change in Consumer Price Index (CPI)
or Product Price Index (PPI) as appropriate.
B) Further, if the Contractor can provide documentation for actual charges for material, labor,
etc. that demonstrates that the change in CPI or PPI is not sufficient, the Contractor shall provide
such documentation to the City, and at the City's sole discretion, the contractual rate may be
further adjusted. If agreement regarding a new rate cannot be reached, the City shall terminate
at the end of the current contract period.
C) If an adjustment to pricing is granted under this section, the Contractor must provide the
Director of Purchasing and Contract Management written, quarterly documentation to justify the
ongoing adjustment. If no such documentation is timely received, the rate will automatically
revert to the initial, awarded rate.
7. This contract shall remain in effect until the first of the following occurs: (1) the expiration date,
(2) performance of services ordered, or (3) termination of by either party with a 90-day written
notice. The City of Lubbock reserves the right to award the canceled contract to the next lowest
and best bidder as it deems to be in the best interest of the city.
8. Contractor shall at all times be an independent contractor and not an agent or representative of
City with regard to performance of the Services. Contractor shall not represent that it is, orhold
itself out as, an agent or representative of City. In no event shall Contractor be authorized to
enter into any agreement or undertaking for or on behalf of City.
9. Insurance Requirements
SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed
Insurance Certifcate to the City, which shall be completed by an agent authorized to bind the named
underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall
furnish and contain all required information referenced or indicated thereon. THE CITY SHALL HAVE
NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE
SHALL HAVE BEEN DELIVERED TO THE CITY.
SECTION B. The City reserves the right to review the insurance requirements of this section during
the effective period of the contract and to require adjustment of insurance coverages and their limits
when deemed necessary and prudent by the City based upon changes in statutory law, court decisions,
or the claims history of the industry as well as the Contractor.
SECTION C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts as
are approved by the City, the Contractor shall obtain and maintain in full force and effect for the duration
of this contract, and any extension hereof, at Contractor's so(e expense, insurance coverage written by
companies approved by the State of Texas and acceptable to the City, in the following type(s) and
amount(s):
Commercial General Liabilitv Requirements: $1 M occurrence /$2M aggregate (can be combined
with an Excess Liability to meet requirement). CGL is required in ALL contracts. It is perhaps the
most important of all insurance policies in a contractual relationship. It insures the Contractor has
broad liability coverage for contractual activities and for completed operations.
Commercial General Liability to include Products — Completion/OP, Personal and Advertising Injury,
Contractual Liability, Fire Damage (any one fire), and Medical Expenses (any one person).
Gara�ekeepers Le�al Liability Requirements: $1M occurrence /$2M aggregate
Automobile Liabilitv Requirements: $1 M occurrence
Workers Compensation and Emplover Liabilitv Requirements: Statutory. If the vendor is an
independent contractor with no employees and are exempt from providing Workers' Compensation
coverage, they must sign a waiver (obtained from COL Purchasing) and include a copy of their
driver's license... Employer Liability ($1M/occurrence) is required with Workers Compensation.
* The City of Lubbock (including its officials, employees and volunteers) shall be afforded additional insured
status on a primary and non-contributory basis on all liability policies except professional liabilities and
workers' comp.
* Waivers of Subrogation are required for CGL, AL, and WC.
* To Include Products of Completed Operations endorsement.
* Carrier will provide a 30-day written notice of cancellation, 10-day written notice for non-payment.
* Carriers must meet an A.M. Best rating of A- or better.
* Subcontractors must carry same limits as listed above.
IMPORTANT: POLICY ENDORSEMENTS
The Contractor will provide copies of the policies without expense, to the City and all endorsements
thereto and may make any reasonable request for deletion, revision, or modification of particular policy
terms, conditions, limitations, or exclusions (except where policy provisions are established by law or
regulation binding upon either of the parties hereto or the underwriter of any of such policies). Upon
such request by the City, the Contractor shall exercise reasonable efforts to accomplish such changes in
policy coverages, and shall pay the cost thereof. Any costs will be paid by the Contractor.
REQUIRED PROVISIONS
The Contractor agrees that with respect to the above required insurance, all insurance contracts and
certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the
following required provisions:
a. Name the City of Lubbock and its officers, employees, and elected representatives as additional
insureds, (as the interest of each insured may appear) as to all applicable coverage;
b. Provide for 30 days notice to the City for cancellation, nonrenewal, or material change;
c. Provide for notice to the City at the address shown below by registered mail;
d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees,
and elected representatives for injuries, including death, property damage, or any other loss to
the extent same may be covered by the proceeds of insurance;
e. Provide that all provisions of this contract concerning liability, duty, and standard of care
together with the indemnification provision, shall be underwritten by contractual liability
coverage sufficient to include such obligations within applicable policies.
NOTICES
The Contractor shall notify the City in the event of any change in coverage and shall give such notices
not less than 30 days prior the change, which notice must be accompanied by a replacement
CERTIFICATE OF INSURANCE.
All notices shall be given to the City at the following address:
Marta Alvarez, Director of Purchasing & Contract Management
City of Lubbock
1314 Avenue K, 9�' Floor
Lubbock, Texas 79401
SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by
the Contractor shall not relieve the Contractor of full responsibility or liability for damages and accidents
as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial of liability by
the insurance company exonerate the Contractor from liability.
10. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or
interests accruing from this Contract without the written consent of the other.
11. The City reserves the right to exercise any right or remedy to it by law, contract, equity, or
otherwise, including without limitation, the right to seek any and all forms of relief in a court of
competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to
exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are
cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict
between this provision and another provision in, or related to, this document, this provision shall
control.
12. At any time during the term of the contract, or thereafter, the City, or a duly authorized audit
representative of the City or the State of Texas, at its expense and at reasonable times, reserves
the right to audit Contractor's records and books relevant to all services provided to the City
under this Contract. In the event such an audit by the City reveals any errors or overpayments by
the City, Contractor shall refund the City the full amount of such overpayments within 30 days
of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing
the City from any payments due Contractor.
13. All funds for payment by the City under this contract are subject to the availability of an annual
appropriation for this purpose by the City. In the event of non-appropriation of funds by the City
Council of the City of Lubbock for the goods or services provided under the contract, the City
will terminate the contract, without termination charge or other liability, on the last day of the
then-current fiscal year or when the appropriation made for the then-current year for the goods
or services covered by this contract is spent, whichever event occurs first. If at any time funds
are not appropriated for the continuance of this contract, cancellation shall be accepted by the
Seller on 30 days prior written notice, but failure to give such notice shall be of no effect and the
City shall not be obligated under this contract beyond the date of termination.
14. The Contractor shall not assign or sublet the contract, or any portion of the contract, without
written consent from the Director of Purchasing and Contract Management. Should consent be
given, the Contractor shall insure the Subcontractor or shall provide proof on insurance from the
Subcontractor that complies with all contract Insurance requirements.
15. Contractor acknowledges by supplying any Goods or Services that the Contractor has read, fully
understands, and will be in full compliance with all terms and conditions and the descriptive
material contained herein and any additional associated documents and Amendments. The City
disclaims any terms and conditions provided by the Contractor unless agreed upon in writing by
the parties. In the event of conflict between these terms and conditions and any terms and
conditions provided by the Contractor, the terms and conditions provided herein shall prevail.
The terms and conditions provided herein are the fmal terms agreed upon by the parties, and any
prior conflicting terms shall be of no force or effect.
16. The Contractor (i) does not engage in business with Iran, Sudan or any foreign terrorist
organization and (ii) it is not listed by the Texas Comptroller under Section 2252.153, Texas
Government Code, as a company known to have contracts with or provide supplies or services
to a foreign terrorist organization. As used in the immediately preceding sentence, "foreign
terrorist organization" shall have the meaning given such term in Section 2252.151, Texas
Government Code.
17. The requirements of Subchapter J, Chapter 552, Government Code, may apply to this
contract and the contractor or vendor agrees that the contract can be terminated if the
contractor or vendor knowingly or intentionally fails to comply with a requirement of that
subchapter.
To the extent Subchapter J, Chapter 552, Government Code applies to this agreement, Contractor
agrees to: (1) preserve all contracting information related to the contact as provided by the
records retention requirements applicable to the governmental body for the duration of the
contract; (2) promptly provide to the governmental body any contracting information related to
the contract that is in the custody or possession of the entity on request of the governmental body;
and (3) on completion of the contract, either: (A) provide at no cost to the governmental body all
contracting information related to the contract that is in the custody or possession of the entity; or
(B) preserve the contracting information related to the contract as provided by the records
retention requirements applicable to the governmental body.
18. Pursuant to Section 2271.002 of the Texas Government Code, a) This section applies only to a
contract that: (1) is between a governmental entity and a company with 10 or more full-time
employees; and (2) has a value of $100,000 or more that is to be paid wholly or partly from
public funds of the governmental entity. (b) A governmental entity may not enter into a contract
with a company for goods or services unless the contract contains a written verification from the
company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the
contract.
19. By entering into this Agreement, Contractor verifies that: (1) it does not, and will not for the
duration of the contract, have a practice, policy, guidance, or directive that discriminates against
a firearm entity or firearm trade association or (2) the verification required by Section 2274.002
of the Texas Government Code does not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a
value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Government Code
Chapter 2274, it does not have a practice, policy, guidance, or directive that discriminates against
a firearm entity or firearm trade association; and will not discriminate during the term of the
contract against a firearm entity or firearm trade association.
Contractor represents and warrants that: (1) it does not, and will not for the duration of the
contract, boycott energy companies or (2) the verification required by Section 2274.002 of the
Texas Government Code does not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a
value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Government Code
Chapter 2274, it does not boycott energy companies; and will not boycott energy companies
during the term of the Agreement. This verification is not required for an agreement where a
governmental entity determines that these requirements are inconsistent with the governmental
entity's constitutional or statutory duties related to the issuance, incurrence, or management of
debt obligations or the deposit, custody, management, borrowing, or investment of funds.
20. The Contractor shall retain all information received from or concerning the City and the City's
business in strictest confidence and shall not reveal such information to third parties without
prior written consent of the City, unless otherwise required by law.
21. The Contractor shall indemnify and save harmless the city of Lubbock and its elected officials,
officers, agents, and employees from all suits, actions, losses, damages, claims, or liability of
any kind, character, type, or description, including without limiting the generality of the
foregoing, all expenses of litigation, court costs, and attorney's fees, for injury or death to any
person, or injury to any property, received or sustained by any person or persons or property, to
the extent arising out of, related to or occasioned by, the negligent acts of the Contractor, its
agents, employees, and/or subcontractors, related to the performance, operations or omissions
under this agreement and/or the use or occupation of city owned property. The indemnity
obligation provided herein shall survive the expiration or termination of this agreement.
22. This Contract consists of the following documents set forth herein; Invitation to Bid No. 25-
18701-AE, Specifications, and the Bid Form.
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first
above written. Executed in triplicate.
�E'ITY OF LUBB CK
Ma McBrayer, Mayor
EST:
Courtney Paz, City Secretary
�PROV�D AS TO CONTENT:
.+
Dommic Esperat, Directo of F et Operations
CO
BY
� thorize epresentative
(�,� f�''/ � :l I-.� �.
Print Name
f/ �l
Address
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City, State, Zip Code
APPROVED AS TO FORM:
hael Foster, s'st nt ity Attorney
City of Lubbock, TX
ITB 25-18701-AE
Fleet Vehicle Oil Change and Consumables
Specifications
INTENT
The City of Lubbock seeks bids for a one-year contract with four additional one-year extension options, to
provide full-service oil change services for the City of Lubbock, servicing sedans, Police and Fire SUVs,
pickups, vans and diesel trucks throughout each calendar year. The bid includes the requests for pricing the
additional optional services for transmission service, air filter replacement, and windshield wiper blade
replacements. These service requirements are based on the manufacturers, and the City of Lubbock Fleet
Services requirements. For purposes of this request, bidders should prepare the quotation with the intent of
providing a minimum of three and a maximum of four oil change services annually per vehicle. Also, include
the cost of providing at least one transmission service annually per city vehicle.
SCOPE OF WORK
1. Multiple Awards: In order to assure adequate coverage for remote locations throughout the City, the
City may make multiple awards, selecting multiple vendors to provide the services desired, if multiple
awards are in the best interest of the City. Cost and location will be used in making this determination.
A decision to make a multiple award of this bid; however, is an option reserved by the City, based on the
needs of the City.
2. Standard Warranty: Any materials and labor provided shall carry standard warranty coverage furnished
by the trade in general.
3. OSHA/WISHA: The Contractor agrees to comply with the conditions of the Federal Occupational Safety
and Health Act of 1970, the Texas Industrial Safety and Health Act of 1970, and the standards and
regulations issued thereunder, and certifies that all items furnished and purchased under the order will
conform to and comply with said standards and regulations. Contractor further agrees to indemnify and
hold harmless Purchaser from damages assessed against Purchaser as a result of Contractor's failure to
comply with the Acts and the standards issued thereunder and for the failure of the items furnished under
this order to so comply.
4. Drug and Alcohol Testing Program: Vendor shall have a Drug and Alcohol Testing Program in place.
a. Explain how you plan to meet requirements for driver testing and safety sensitive employees.
Include plan for the pre-employment, probable cause, post-accident, and random testing.
b. List name of certified laboratory used for testing and chain of custody procedures.
c. Attach a copy of your company's Drug Free Work Place Policy.
5. Full-Service Oil Change Service:
The following listing includes services and items that shall be included in your bid. These services
shall include the synthetic blend engine oil, oil filter, air cleaner replacement (as needed), chassis
lubrication, vehicle inspection, and preventative maintenance checks:
Drain engine oil and remove engine oil filter. Dispose of these in accordance with Federal and State
requirements. Install new engine oil filter and fill engine with oil. Oil shall meet all O.E.M. warranty,
and viscosity level requirements as required by the vehicle manufacturer's requirements for service.
The service is to include up to six quarts of synthetic blend oil meeting O.E.M warranty requirements.
If less than six quarts are needed, a credit will be noted on the invoice. The service will include an
engine oil filter that meets or exceeds all OEM engine manufacturers warranty requirements.
Additional services required.
a. Check air cleaner, and replace only if dirty or contaminated.
b. Check windshield wiper blades and replace if damaged or worn out.
c. Lubricate chassis as recommended by chassis manufacturer.
d. Perform "under hood visual inspection" for possible mechanical problems.
e. Perform "under chassis visual inspection" for possible mechanical problems.
f. Check and top off oil level of transmission andlor transaxle.
g. Check and top off power steering reservoir oil level.
h. Check and top off oil levels in differentials, rear and front, as equipped.
i. Check and top off windshield washer fluid level.
j. Clean windshield and all windows.
k. Check and adjust tire pressures to requirements as marked on the tire.
6. Other Services Not Required
The Contactor shall advise the operator of any other services needed. The operator shall be required
to take the vehicle to their "Authorized Service Vendor" under contract with the city for assistance
or maintenance in these areas.
The Contractor shall NOT add to or change these items:
a. Check brake master cylinder reservoir and advise operator of need for additional fluid.
b. Check Cooling system and advise operator of need for additional fluid.
c. Check lights and lens and advise operator of any that are malfunctioning or damaged.
7. The Contactor shall utilize products meeting or exceeding vehicle manufacturer specifications for support
of warranty requirements. All components shall be of name brand manufacturer, to include liability
coverage in the event of a failure and dispute over components or products utilized. Vendor shall provide
a list of products, including Manufacturers Brand names that are intended to be used to complete this
bid request and if awarded used to service the vehicles. Product listing shall include all items identified
above.
8. The Contactor shall provide the operator with a copy of the services performed, identifying the City `V'
number, located on the rear of the front fenders of vehicles with the City logo, or from the operator of
un-marked vehicles. The Contactor shall also forward a copy of each ticket to Fleet Services with the
billing statements. The information shall include the current mileage and if equipped, the hour meter
reading. At each service and before the vehicle leaves, the Contactor will install a windshield sticker
reminder on the windshield and it shall have the next oil change required based on miles and date.
9. Light & Medium Duty Vehicle Cate�ories
The following is a current list of City of Lubbock vehicles by category which are included in this oil
change contract:
10. MOBILE SERVICES
The bidder's bid may include a separate price for mobile oil change services of light and medium duty
vehicles. The bidder must indicate on the Bid Form the additional charges, if any, for this mobile service.
The City reserves the right to use this service as needed. Vehicles must be within city limits for services to
be authorized.
City of Lubbock
ITB 25-18701-AE
Fleet Vehicle Oil Change Consumables
Bid Form
#
Item Description
Williams Brake Tune & Tire LLC
Location Lubbock, TX
Total $130,088.80
Quantity Unit Total
Required UOM price Cost
(+/-)
#1-1 Passenger Cars - Sedans 150
#1-2 Mid-Sized and full sized SUV's - Police & Fire 300
#1-3 Mid-Sized and full sized Vans 55
#1-4 1 Ton Pickups 100
#1-5 1/2 Ton & 3/4 Ton Pickups 450
#1-6 Additional Quarts Price, exceeding 6 Quarts 500
. .•' . . • - �
#2-1 Chevrolet 9
#2-2 Ram 14
#2-3 Ford 14
#2-4 Additional Quarts price, exceeding 12 Quarts 100
�
#3-1 Additional cost for diesel engine oil filter 50
#3-2 Transmission filter meeting O.E.M requirements 100
#3-3 Transmission fluid meeting O.E.M requirements 700
ii3-4 Transmission oil pan gasket 100
#3-5 Transmission Flush S00
#3-6 Single wiper blade replacement 2000
#3-7 Gasoline Air Filter 1000
#3-8 Cabin Filter 1000
#3-9 Diesel Air Filter 1000
G �;,
ii4-1 Mobile Service I
EA
EA
EA
EA
EA
QT
EA
EA
EA
QT
EA
EA
QT
EA
EA
EA
EA
EA
EA
Per Mile
45.90 6,885.00
45.90 13,770.00
45.90 2,524.50
45.90 4,590.00
45.90 20,655.00
4.59 2,295.00
'�r'
�! �
98.90 890.10
98.90 1,384.60
98.90 1,384.60
6.20 620.00
� �
1.00 50.00
32.00 3,200.00
9.20 6,440.00
18.00 1,800.00
108.00 10,800.00
6.90 13,800.00
11.00 11,000.00
12.00 12,000.00
16.00 16,000.00
�� �. �
No Bid No Bid
City of Lubbock, TX
Purchasing and Contract Management
�endor Acknowledgement Form
In compliance with the Invitation to Bid, the undersigned Bidder having examined the Invitation to Bid,
• ..�_...�:..._.. _._ �:.:.:.._.. .-..._.._..: .-----.::-:.---.. ..� _�.. ; .--�-�--- .._. .-._....:�.... . . . . _ ... . . .
iriauuVuwm t� uiuucia, voiic�a� �.vuw��uu� �i uic r��wwvu�, .�Yc�ui�.duvii�, aiiu `vciii� iaiiiiiii'u wiui `u`ic
conditions to be met, hereby submits the following bid for furnishing the material, equipment, labor and
everything necessary for providing the items listed and agrees to deliver said items at the locations and for the
prices set forth on the bid form and/or the bid table associated with this bid.
A bid will be subject to being considered inegular and may be rejected if it shows omissions, alterations of
form, conditional alternate bids, additions or alternates in lieu of the items specified, if the unit prices are
�i`v'viUu�iy uii`vaiaiii:�u ��iiii�i iii cX�c�� iiY �ii u�iv"w ica�viia`viy �X�c�icu "vaiu��j, vT ifP�guiaiiiica v`a aiiy iuiiii.
The Invitadon to Bid is by reference incorporated in this contract.
Where applicable, prices are quoted as: F.O.B. Destination, Freight Pre-Paid and Allowed
Where applicable, delivery days are: Days After Receipt of Order (ARO)
Unless otherwise specified herein, the City may award the bid either item-by—item or oa an all-or-
none basis for any item or group of items shown on the bid.
The City of Lubbock is seeking a contract for with one or more contractors. In order to assure adequate
coverage, the City may make multiple awards, selecting multiple vendors to provide t6e products
desired, if multiple awards are in the best interest of the City. A decision to make a multiple award of
this Bid, however, is an option reserved by the City, based on the needs of the City.
PAYIVIENT TERMS AND DISCOLTNTS - Bidder offers a prompt payment discount of �%, net
3o calendar days. Discounts will not be considered in determinin� low bid. Unless otherwise indicated
on the Bid Form, payment terms will be NET THIltTY DAYS. The City will pay the successful bidder within
thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later.
Discounts for prompt payment requiring payment by the City within a stipulated number of days will be
interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a
correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later.
Discounts for payment in less than ten days will not be considered.
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charged anyone else, including its most favored customer, for like quality and quantity of the
products/services; does not include an element of profit on the sale in excess of that normally obtained by the
Bidder on the sale of products/services of like quality and quantity; and does not include any provision for
discounts to selling agents. If at any time during the contract period, the supplier shouid sell or offer for sale
to any other customer, an equal or less quantity of similar contract products of like or better quality, at a lower
net price(s) than provided herein, supplier agrees to notify the City and sell same product(s) at the lower
�,/11W;Jj Vll (U� 4M1lYV11VJ ll!(LYV t{Mllllg L{!V �%V11VlJ �11 Wlllbll j{Jtrl! IVYr�il jJllV\r�JJ !D bIiVVLlY\i.
INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental
Pf1tIt1PC nf thP Ci'A+P Af TPYAC }1V m��fiial aorPPmPnt {lllt�l t�1P ciir.r.Pcefi�l l�i�r�Pr ATl(� nrnnPrlu a��thnri�or�
...... ......... .....,.., ........,,•. _. ----�---• --._,....,--�....... _.
interlocal purchasing agreements as provided for by the Interlocal Caoperation Act (Chapter 791, Government
Code), the right to purchase the same servic�es: at the prices quoted, for the period of this contract. Each bidder
shall indicate on the Bid Form in the space provided below if helshe will honor Political Subdivision orders
in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate
in this contract, wouid you (the bidder) agree that all terms, conditions, specifications, and pricing would
apply?
Other governmental entities that might have interests in this contract are Frens6ip Independent School
District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock
Independent School District, South Plains Association of Governments, City of Texarkana, Tezas Tech
University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth.
yE$ x NO
If you (the bidder) checked YES, the following will apply:
Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of
Lubbock will be eligible, but not obligated, to purchase materials/services under the contract(s)
awarded as a result of this solicitation. All purchases by governmental entities other than the City of
Lubbock will be billed directly to that governmental entity and paid by that governmental entity. City
of Lubbock will not be responsible ior another governmental enhty's debts. hach governmental entity
will order their own materials/service as needed.
ADDENDA
Bidder acknowledges receipt of addenda issued in regard to this solicitation:
Addenda No.�_Date �p�
Addenda No. Date
A�iiPnr�a Nn Tlats+
Addenda No. Date
SUSPENSION AND DEBARMENT CERTIFICATION
Federal Law (A-102 Common Rule and OMB Circular A-110) prohibits non-Federal entities from contracting
with or making sub-awards under covered transactions to parties that are suspended or debarred or whose
principals are suspended or debarred. Covered transactions include procurement contracts for goods or
cervicec e�ual t� c►r in exce�s �f �25.Q00 and all n�n-nr�c�irement tran�acti�nc (e s: siih-awardc t� cuh-
recipients).
Contractors receiving individual awards of $25,000 or more and all sub-recipients must certify that their
organization and its principals are not suspended or debarred by a Federal agency.
Before an award of $25,000 or more can be made to your firm, you must certify that your organization
and its principals are not suspended or debarred by a Federal agency.
I, the undersigned agent for the firm named below, certify that neither this firm nor its principals are
Sii�Yciiii�ii ii► ii�vai?cii uy ii i•�iiciai agciii:y.
TEXAS GOVERNMENT CODE SECTI4N 2252.152
The undersigned representative of the undersigned company or business, being an adult over the age of
eighteen (18) years of age, pursuant to Texas Government Code, Chapter 2252, Section 2252.152, certify that
the company named above is not listed on the website of the Comptroller of the State of Texas concerning the
listing of companies that are identified under Section 806.051, Section 807.051 or Section 2253.153. I further
certify that should the above-named company enter into a contract that is on said listing of companies on the
website of the Comptroller of the State of Texas, which do business with Iran, Sudan or any Foreign Terrorist
Organization, I will immediately notify the City of Lubbock Purchasing and Contract Department.
TEXAS GOVERNMENT CODE SECTION 2271.002
Company hereby certifies the following:
l. Company does not boycott Israel; and
2. Company will not boycott Israel during the term of the contract.
The following definitions apply to this state statute:
(1) "Boycott Israel" means refusing to deal with, terminating business activities with, or otherwise taking any
action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with
Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not
include an action made for ordinary business purposes; and
(2) "Company" means an organization, association, corporation, partnership, joint venture, limited
partnership, limited liability partnership, or limited liability company, including a wholly owned subsidiary,
majority-owned subsidiary, parent company, or affiliate of those entities or business associations that exists
to make a profit.
This Certification is required from a Company if the Company has 10 or more full-time employees and
the contract for goods or services (which includes contracts formed through purchase orders) has a
value of $100,000 or more that is to be paid wholly or partly from public funds of the governmental
entity.
TEXAS GOVERNMENT CODE 2274
By entering into this Agreement, Contractor verifies that: (1) it does not, and will not for the duration of the
contract, have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm
trade association or (2) the verification required bySection 2274.002 of the Texas Government Code does not
apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a value of at least
$100,000 or more, Contractor verifies that, pursuant to Texas Government Code Chapter 2274, it does not
have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade
association; and will not discriminate during the term of the contract against a firearm entity or firearm trade
association.
Contractor represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott
energy companies or (2) the verification required by Section 2274.002 of the Texas Government Code does
not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a value of at least
$100,000 or more, Contractor verifies that, pursuant to Texas Government Code Chapter 2274, it does not
boycott energy companies; and will not boycott energy companies during the term of the Agreement. This
verification is not required for an agreement where a governmental entity determines that these requirements
are inconsistent with the governmental entity's constitutional or statutory duties related to the issuance,
incurrence, or management of debt obligations or the deposit, custody, management, borrowing, or investment
of funds.
INCOMPLETE INFORIVIATION
Failure to complete or provide any of the information requested in this Request for Proposal, including
references, and/or additional information as information as indicated, may results in disqualification by reason
of "non-responsiveness".
� \ _ �_:_ � .� :- -�- � � � — � — ��- — � -
In compliance with this solicitation, the undersigned bidder, having examined the bid documents,
instructions to bidders, documents associated with the invitation to bid, and being familiar with the
conditions to be met has reviewed the above information regarding:
• Suspension and Debarment Certification
• Texas Government Code Section 2252.152
• Texas Government Code Section 2271.002
• Texas Government Code 2274
CiTDAAiQCfhl►T Tl►TL'l1D7��TATil►1►T
An individtial atitl�orized to bind the company must si�� the following section. Failure to execute this
portian may result in bid rejection.
THIS BID IS SUBMITTED BY Lance Williams
a
. ,.T.....,� . .
VV��.%V�ML�VII VlbM�aa�Vu NI�uV� liiV i�4��J V� liiV V�M\V Va '"": •..• � V� N�JMa�IiVIJ�IIr VV�aJ�J��I�s Jt
Williams Brake Tune & Tire or individual trading as of
the Ciry of Lubbock
Tax ID No.: 32040204144
Address: 311 19th street
City: Lubbock State: I exas Zip: /y4U1
M/WBE Finn:
American I I Asian Paciiic A
x
Please complete the information below.
:
ATiiVforrzed Rc,�presemative - mr�st sign by hafrd
� 4/7/2025
Oi�icer Name and Title: Lance Williams Manager
Business Telenhone Number $06.747.8863 FAX: 806.747.8688
E-mail Address: �ires@yahoo.com
CERTIFICATE OF INTERESTED PARTIES
FORnn 1295
1 of 1
Complete Nos. i- a and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos. i, 2, 3, 5, and s if there are no interested parties. CERIIFICATION OF FILING
i Name of business entity filing form, and the city, state and country of the business entiry's place Certificate Number:
ot business. 2025-1313704
Williams Brake Tune & Tire, LLC
Lubbock, TX United States �ate Filed:
2 Name of governmenta ent ry or state agency that s a party to t e contract or w c t e form is 05/22/2025
being filed.
City of Lubbock Date Acknowledged:
g Provide the identification number used by the governmental entiry or state agency to track or identify the contract, and provide a
description of the services, goods, or other property to be provided under the contract.
18701
Fleet Vehicle Oil Change and ConsumablesFleet Vehicle Oil Change and Consumables
4 Nature ofinterest
Name of Interested PaKy City, State, Country (place of business) (check applicable)
Controiling Inte�mediary
Williams , Larry Lubbock, TX United States X
5 Check only if there ls NO Interested Party. ❑
6 UNSWORN DECUIRATION
My name is La�ry Wllliams , and my date of birth is
My address is 3480 Quail Road Ropesville Texas 79401 U.S.A
(sveet) (city) � (state) � (zlp code) (country)
I dedare under penalry of perjury that the toregoing is Vue and correc�
Executed in LUbbOCk Counry, State of XaS on the 22�dday ot M8y , 20 25
(month) (year)
�
gnature of authorized agent of contracting business entiry
(Declaranq
Forms orovided bv Texas Ethics Commission www.ethics.state.Uc.us Version V4.1.O.e02d6221
Resolution No. 2025-R0291
City of Lubbock
Contract for
ITB 25-18701-AE
Fleet Vehicle Oil Change & Consuma6les
Contract 18856
THIS CONTRACT made and entered into this 24thday of June . 2025, by and between the
City of Lubbock ("City"), and Bolton Oil Co. LTD, ("Contractor").
WITNESSETH:
WHEREAS, the City of Lubbock duly advertised for bids for Fleet Vehicle Oil Change &
Consumables and bids were received and duly opened as required by law; and
WHEREAS, after careful consideration of the bid submitted by Contractor, the City authorized
the execution, in the name of the City of Lubbock a contract with said Contractor covering the purchase
and delivery of the said Fleet Vehicle Oil Change & Consumables.
NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well asthe
financial consideration hereinafter referred to, the parties hereby covenant and agree as follows:
l. In accordance with City's specifications and Contractor's bid, copies of which are attached
hereto and made part hereof, Contractor will deliver to the City, Fleet Vehicle Oil Change &
Consumables, and more specifically referred to as Items 1-1 through 4-1 on the bid submitted
by the Contractor or in the specifications attached hereto.
2. The City promises and agrees to employ, and does employ, the Contractor to cause to be done
the work provided for in this Contract and to complete and finish the same according to the
attached specifications, offer, and terms and conditions contained herein.
3. The contract shall be for a term of one (1) year, with the option of four (4), one-year extensions,
said date of term beginning upon formal approval. This Contract will renew automatically for
the additional terms, unless either Party gives 90-day written notice to terminate the Contract.
4. All stated annual quantities are approximations of usage during the time period to be covered by
pricing established by this bid. Actual usage may be more or less. Order quantities will be
determined by actual need. The City of Lubbock does not guarantee any specific amount of
compensation, volume, minimum, or maximum amount of services under this bid and resulting
contract.
5. The Contractor must maintain the insurance coverage required during the term of this contract
including any extensions. It is the responsibility of the Contractor to ensure that valid insurance
is on fle with the Purchasing and Contract Management Department as required by contract or
contract may be terminated for non-compliance.
6. A) Prices quoted shall be guaranteed for a period for six (6) months upon City approval. The rate
may be adjusted at the City's discretion for the effective change in Consumer Price Index (CPI)
or Product Price Index (PPI) as appropriate.
B) Further, if the Contractor can provide documentation for actual charges for material, labor,
etc. that demonstrates that the change in CPI or PPI is not sufficient, the Contractor shall provide
such documentation to the City, and at the City's sole discretion, the contractual rate may be
further adjusted. If agreement regarding a new rate cannot be reached, the City shall terminate
at the end of the current contract period.
C) If an adjustment to pricing is granted under this section, the Contractor must provide the
Director of Purchasing and Contract Management written, yuarterly documentation to justify the
ongoing adjustment. If no such documentation is timely received, the rate will automatically
revert to the initial, awarded rate.
7. This contract shall remain in effect until the frst of the following occurs: (1) the expiration date,
(2) performance of services ordered, or (3) termination of by either party with a 90-day written
notice. The City of Lubbock reserves the right to award the canceled contract to the next lowest
and best bidder as it deems to be in the best interest of the city.
8. Contractor shall at all times be an independent contractor and not an agent or representative of
City with regard to performance of the Services. Contractor shall not represent that it is, orhold
itself out as, an agent or representative of City. In no event shall Contractor be authorized to
enter into any agreement or undertaking for or on behalf of City.
9. Insurance Requirements
SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed
Insurance Certificate to the City, which shall be completed by an agent authorized to bind the named
underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall
furnish and contain all required information referenced or indicated thereon. THE CITY SHALL HAVE
NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE
SHALL HAVE BEEN DEL[VERED TO THE CITY.
SECTION B. The City reserves the right to review the insurance requirements of this section during
the effective period of the contract and to require adjustment of insurance coverages and their limits
when deemed necessary and prudent by the City based upon changes in statutory law, court decisions,
or the claims history of the industry as well as the Contractor.
SECTION C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts as
are approved by the City, the Contractor shall obtain and maintain in full force and effect for the duration
of this contract, and any extension hereof, at Contractor's sole expense, insurance coverage written by
companies approved by the State of Texas and acceptable to the City, in the following type(s) and
amount(s):
Commercial General Liabilitv Repuirements: $1M occurrence /$2M aggregate (can be combined
with an Excess Liability to meet requirement). CGL is required in ALL contracts. It is perhaps the
most important of all insurance policies in a contractual relationship. It insures the Contractor has
broad liability coverage for contractual activities and for completed operations.
Commercial General Liability to include Products — Completion/OP, Personal and Advertising Injury,
Contractual Liability, Fire Damage (any one fire), and Medical Expenses (any one person).
Gara�ekeepers Le�al Liability Requirements: $1 M occurrence /$2M aggregate
Automobile Liability Requirements: $1 M occurrence
Workers Compensation and Emplover Liabilitv Requirements: Statutory. If the vendor is an
independent contractor with no employees and are exempt from providing Workers' Compensation
coverage, they must sign a waiver (obtained from COL Purchasing) and include a copy of their
driver's license... Employer Liability ($1M/occurrence) is required with Workers Compensation.
* The City of Lubbock (including its officials, employees and volunteers) shall be afforded additional insured
status on a primary and non-contributory basis on all liability policies except professional liabilities and
workers' comp.
* Waivers of Subrogation are required for CGL, AL, and WC.
* To Include Products of Completed Operations endorsement.
* Carrier will provide a 30-day written notice of cancellation, 10-day written notice for non-payment.
* Carriers must meet an A.M. Best rating of A- or better.
* Subcontractors must carry same limits as listed above.
IMPORTANT: POLICY ENDORSEMENTS
The Contractor will provide copies of the policies without expense, to the City and all endorsements
thereto and may make any reasonable request for deletion, revision, or modification of particular policy
terms, conditions, limitations, or exclusions (except where policy provisions are established by law or
regulation binding upon either of the parties hereto or the underwriter of any of such policies). Upon
such request by the City, the Contractor shall exercise reasonable efforts to accomplish such changes in
policy coverages, and shall pay the cost thereof. Any costs will be paid by the Contractor.
REQUIRED PROVISIONS
The Contractor agrees that with respect to the above required insurance, all insurance contracts and
certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the
following required provisions:
a. Name the City of Lubbock and its officers, employees, and elected representatives as additional
insureds, (as the interest of each insured may appear) as to all applicable coverage;
b. Provide for 30 days notice to the City for cancellation, nonrenewal, or material change;
c. Provide for notice to the City at the address shown below by registered mail;
d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees,
and elected representatives for injuries, including death, property damage, or any other loss to
the extent same may be covered by the proceeds of insurance;
e. Provide that all provisions of this contract concerning liability, duty, and standard of care
together with the indemnification provision, shall be underwritten by contractual liability
coverage sufficient to include such obligations within applicable policies.
NOTICES
The Contractor shall notify the City in the event of any change in coverage and shall give such notices
not less than 30 days prior the change, which notice must be accompanied by a replacement
CERTIFICATE OF INSURANCE.
All notices shall be given to the City at the following address:
Marta Alvarez, Director of Purchasing & Contract Management
City of Lubbock
1314 Avenue K, 9`�' Floor
Lubbock, Texas 79401
SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by
the Contractor shall not relieve the Contractor of full responsibility or liability for damages and accidents
as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial of liability by
the insurance company exonerate the Contractor from liability.
10. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or
interests accruing from this Contract without the written consent of the other.
11. The City reserves the right to exercise any right or remedy to it by law, contract, equity, or
otherwise, including without limitation, the right to seek any and all forms of relief in a court of
competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to
exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are
cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict
between this provision and another provision in, or related to, this document, this provision shall
control.
12. At any time during the term of the contract, or thereafter, the City, or a duly authorized audit
representative of the City or the State of Texas, at its expense and at reasonable times, reserves
the right to audit Contractor's records and books relevant to all services provided to the City
under this Contract. In the event such an audit by the City reveals any errors or overpayments by
the City, Contractor shall refund the City the full amount of such overpayments within 30 days
of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing
the City from any payments due Contractor.
13. All funds for payment by the City under this contract are subject to the availability of an annual
appropriation for this purpose by the City. In the event of non-appropriation of funds by the City
Council of the City of Lubbock for the goods or services provided under the contract, the City
will terminate the contract, without termination charge or other liability, on the last day of the
then-current fiscal year or when the appropriation made for the then-current year for the goods
or services covered by this contract is spent, whichever event occurs %rst. If at any time funds
are not appropriated for the continuance of this contract, cancellation shall be accepted by the
Seller on 30 days prior written notice, but failure to give such notice shall be of no effect and the
City shall not be obligated under this contract beyond the date of termination.
14. The Contractor shall not assign or sublet the contract, or any portion of the contract, without
written consent from the Director of Purchasing and Contract Management. Should consent be
given, the Contractor shall insure the Subcontractor or shall provide proof on insurance from the
Subcontractor that complies with all contract Insurance requirements.
15. Contractor acknowledges by supplying any Goods or Services that the Contractor has read, fully
understands, and will be in full compliance with all terms and conditions and the descriptive
material contained herein and any additional associated documents and Amendments. The City
disclaims any terms and conditions provided by the Contractor unless agreed upon in writing by
the parties. In the event of conflict between these terms and conditions and any terms and
conditions provided by the Contractor, the terms and conditions provided herein shall prevail.
The terms and conditions provided herein are the fmal terms agreed upon by the parties, and any
prior conflicting terms shall be of no force or effect.
16. The Contractor (i) does not engage in business with Iran, Sudan or any foreign terrorist
organization and (ii) it is not listed by the Texas Comptroller under Section 2252.153, Texas
Government Code, as a company known to have contracts with or provide supplies or services
to a foreign terrorist organization. As used in the immediately preceding sentence, "foreign
terrorist organization" shall have the meaning given such term in Section 2252.151, Texas
Government Code.
17. The requirements of Subchapter J, Chapter 552, Government Code, may apply to this
contract and the contractor or vendor agrees that the contract can be terminated if the
contractor or vendor knowingly or intentionally fails to comply with a requirement of that
subchapter.
To the extent Subchapter J, Chapter 552, Government Code applies to this agreement, Contractor
agrees to: (1) preserve all contracting information related to the contact as provided by the
records retention requirements applicable to the governmental body for the duration of the
contract; (2) promptly provide to the governmental body any contracting information related to
the contract that is in the custody or possession of the entity on request of the governmental body;
and (3) on completion of the contract, either: (A) provide at no cost to the governmental body all
contracting information related to the contract that is in the custody or possession of the entity; or
(B) preserve the contracting information related to the contract as provided by the records
retention requirements applicable to the governmental body.
18. Pursuant to Section 2271.002 of the Texas Government Code, a) This section applies only to a
contract that: (1) is between a governmental entity and a company with 10 or more full-time
employees; and (2) has a value of $100,000 or more that is to be paid wholly or partly from
public funds of the governmental entity. (b) A governmental entity may not enter into a contract
with a company for goods or services unless the contract contains a written verification from the
company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the
contract.
19. By entering into this Agreement, Contractor verifies that: (1) it does not, and will not for the
duration of the contract, have a practice, policy, guidance, or directive that discriminates against
a firearm entity or firearm trade association or (2) the verifcation required by Section2274.002
of the Texas Government Code does not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a
value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Government Code
Chapter 2274, it does not have a practice, policy, guidance, or directive that discriminates against
a firearm entity or firearm trade association; and will not discriminate during the term of the
contract against a firearm entity or firearm trade association.
Contractor represents and warrants that: (1) it does not, and will not for the duration of the
contract, boycott energy companies or (2) the verification required by Section 2274.002 of the
Texas Government Code does not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a
value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Government Code
Chapter 2274, it does not boycott energy companies; and will not boycott energy companies
during the term of the Agreement. This verification is not required for an agreement where a
governmental entity determines that these requirements are inconsistent with the governmental
entity's constitutional or statutory duties related to the issuance, incurrence, or management of
debt obligations or the deposit, custody, management, borrowing, or investment of funds.
20. The Contractor shall retain all information received from or concerning the City and the City's
business in strictest confidence and shall not reveal such information to third parties without
prior written consent of the City, unless otherwise required by law.
21. The Contractor shall indemnify and save harmless the city of Lubbock and its elected officials,
officers, agents, and employees from all suits, actions, losses, damages, claims, or liability of
any kind, character, type, or description, including without limiting the generality of the
foregoing, all expenses of litigation, court costs, and attorney's fees, for injury or death to any
person, or injury to any property, received or sustained by any person or persons or property, to
the extent arising out of, related to or occasioned by, the negligent acts of the Contractor, its
agents, employees, and/or subcontractors, related to the performance, operations or omissions
under this agreement and/or the use or occupation of city owned property. The indemnity
obligation provided herein shall survive the expiration or termination of this agreement.
22. This Contract consists of the following documents set forth herein; Invitation to Bid No. 25-
18701-AE, Specifications, and the Bid Form.
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first
above written. Executed in triplicate.
I O ' LUBB CK
��
Mark McBrayer, Mayor
EST:
ourtney Paz, City Secretary
PROVED AS TO CONTENT:
. . +
Dominic Esperat, Director of eet Operations
APPROVED AS TO FORM:
CONTRAC OR
BY -�' .d
Aut oriz Representative
NrC o Li U!�
rint Name
��/� 's�r
Address
�, N.� � , � � � 9 � � �
City, State, Zip Code
ael Foster, Ass sta t.ity Attorney
City of Lubbock, TX
ITB 25-18701-AE
Fleet Vehicle Oil Change and Consumables
Specifications
INTENT
The City of Lubbock seeks bids for a one-year contract with four additional one-year extension options, to
provide full-service oil change services for the City of Lubbock, servicing sedans, Police and Fire SUVs,
pickups, vans and diesel trucks throughout each calendar year. The bid includes the requests for pricing the
additional optional services for transmission service, air filter replacement, and windshield wiper blade
replacements. These service requirements are based on the manufacturers, and the City of Lubbock Fleet
Services requirements. For purposes of this request, bidders should prepare the quotation with the intent of
providing a minimum of three and a maximum of four oil change services annually per vehicle. Also, include
the cost of providing at least one transmission service annually per city vehicle.
SCOPE OF WORK
1. Multiple Awards: In order to assure adequate coverage for remote locations throughout the City, the
City may make multiple awards, selecting multiple vendors to provide the services desired, if multiple
awards are in the best interest of the City. Cost and location will be used in making this determination.
A decision to make a multiple award of this bid; however, is an option reserved by the City, based on the
needs of the City.
2. Standard Warranty: Any materials and labor provided shall carry standard warranty coverage furnished
by the trade in general.
3. OSHA/WISHA: The Contractor agrees to comply with the conditions of the Federal Occupational Safety
and Health Act of 1970, the Texas Industrial Safety and Health Act of 1970, and the standards and
regulations issued thereunder, and certifies that all items furnished and purchased under the order will
conform to and comply with said standards and regulations. Contractor further agrees to indemnify and
hold harmless Purchaser from damages assessed against Purchaser as a result of Contractor's failure to
comply with the Acts and the standards issued thereunder and for the failure of the items furnished under
this order to so comply.
4. Drug and Alcohol Testing Program: Vendor shall have a Drug and Alcohol Testing Program in place.
a. Explain how you plan to meet requirements for driver testing and safety sensitive employees.
Include plan for the pre-employment, probable cause, post-accident, and random testing.
b. List name of certified laboratory used for testing and chain of custody procedures.
c. Attach a copy of your company's Drug Free Work Place Policy.
5. Full-Service Oil Change Service:
The following listing includes services and items that shall be included in your bid. These services
shall include the synthetic blend engine oil, oil filter, air cleaner replacement (as needed), chassis
lubrication, vehicle inspection, and preventative maintenance checks:
Drain engine oil and remove engine oil filter. Dispose of these in accordance with Federal and State
requirements. Install new engine oil filter and fill engine with oil. Oil shall meet all O.E.M. warranty,
and viscosity level requirements as required by the vehicle manufacturer's requirements for service.
The service is to include up to six quarts of synthetic blend oil meeting O.E.M warranty requirements.
If less than six quarts are needed, a credit will be noted on the invoice. The service will include an
engine oil filter that meets or exceeds all OEM engine manufacturers warranty requirements.
Additional services required.
a. Check air cleaner, and replace only if dirty or contaminated.
b. Check windshield wiper blades and replace if damaged or worn out.
c. Lubricate chassis as recommended by chassis manufacturer.
d. Perform "under hood visual inspection" for possible mechanical problems.
e. Perform "under chassis visual inspection" for possible mechanical problems.
f. Check and top off oil level of transmission and/or transaxle.
g. Check and top off power steering reservoir oil level.
h. Check and top off oil levels in differentials, rear and front, as equipped.
i. Check and top off windshield washer fluid level.
j. Clean windshield and all windows.
k. Check and adjust tire pressures to requirements as marked on the tire.
6. Other Services Not Required
The Contactor shall advise the operator of any other services needed. The operator shall be required
to take the vehicle to their "Authorized Service Vendor" under contract with the city for assistance
or maintenance in these areas.
The Contractor shall NOT add to or chan�e these items:
a. Check brake master cylinder reservoir and advise operator of need for additional fluid.
b. Check Cooling system and advise operator of need for additional fluid.
c. Check lights and lens and advise operator of any that are malfunctioning or damaged.
7. The Contactor shall utilize products meeting or exceeding vehicle manufacturer specifications for support
of warranty requirements. All components shall be of name brand manufacturer, to include liability
coverage in the event of a failure and dispute over components or products utilized. Vendor shall provide
a list of products, including Manufacturers Brand names that are intended to be used to complete this
bid request and if awarded used to service the vehicles. Product listing shall include all items identified
above.
8. The Contactor shall provide the operator with a copy of the services performed, identifying the City `V'
number, located on the rear of the front fenders of vehicles with the City logo, or from the operator of
un-marked vehicles. The Contactor shall also forward a copy of each ticket to Fleet Services with the
billing statements. The information shall include the current mileage and if equipped, the hour meter
reading. At each service and before the vehicle leaves, the Contactor will install a windshield sticker
reminder on the windshield and it shall have the next oil change required based on miles and date.
9. Li�ht & Medium Duty Vehicle Categories
The following is a current list of City of Lubbock vehicles by category which are included in this oil
change contract:
CATEGORY DESCRIPTION
1 Passen er Cars Sedans
2 SUV's Mid-Sized and full sized SUV's
3 Vans Mid-Sized and full sized Vans
4 Picku s 'h ton '/ ton and 1 ton ick u s
5 Medium Dut Diesel 1-3/4 ton trucks
10. MOBILE SERVICES
The bidder's bid may include a separate price for mobile oil change services of light and medium duty
vehicles. The bidder must indicate on the Bid Form the additional charges, if any, for this mobile service.
The City reserves the right to use this service as needed. Vehicles must be within city limits for services to
be authorized.
City of Lubbock
ITB 25-18701-AE
Fleet Vehicle Oil Change Consumables
Bid Form
Quantity
# Item Description Required
(+/-}
,_ ,-
#1-1 Passenger Cars - Sedans J 150 �
#1-2 Mid-Sized and full sized SUV's - Police & Fire 300
#1-3 Mid-Sized and full sized Vans 55
#1-4 1 Ton Pickups 100
#1-S 1/2 Ton & 3/4 Ton Pickups 450
#1-6 Additional Quarts Price, exceeding 6 Quarts 500
.
#2-1 Chevrolet 9
#2-2 Ram 14
#2-3 Ford 14
#2-4 Additional Quarts price, exceeding 12 Quarts 100
�
q3-1 Additional cost for diesel engine oil filter 50
#3-2 Transmission filter meeting O.E.M requirements 100
#3-3 Transmission fluid meeting O.E.M requirements 700
#3-4 Transmission oil pan gasket 100
#3-5 Transmission Flush 100
#3-6 Single wiper blade replacement 2000
#3-7 Gasoline Air Filter 1000
i13-8 Cabin Filter 1000
i13-9 Diesel Air Filter 1000
T�ocation
Total
UOM
EA
EA
EA
EA
EA
QT
EA
EA
EA
QT
�
EA
EA
qT
EA
EA
EA
EA
EA
EA
Bolton Oil Co. LTD
Lubbock, TX
$215,982.00
Unit Total
Price Cost
65.00 9,750.00
69.00 20,700.00
75.00 4,125.00
75.00 7,500.00
72.00 32,400.00
5.99 2,995.00
_
149.00 1,341.00
149.00 2,086.00
149.00 2,086.00
9.99 999.00
20.00
No Bid
No Bid
No Bid
No Bid
18.00
25.00
45.00
25.00
-
1,000.00
No Bid
No Bid
No Bid
No Bid
36,000.00
25,000.00
45,000.00
25,000.00
#4-1 Mobile Service 1 Per Mile Na Bid
No Bid
City of Lubbock, TX
" Purchasing and Contract Management
I Vendor Acknowledgement Form
In compliance with the Invitation to $id, the undersigned Bidder having examined the Invitation to Bid,
instructions to bidders, General Conditions of the Agreement, Specifications, and being familiar with the
conditions to be met, hereby submits the following bid for furnishing the material, equipment, labor and
everything necessary for providing the items listed and agrees to deliver said iter�s at the locations and for the
prices set forth on the bid form and/or the bid table associated with this bid.
A bid will be subject to being considered irregular and may be rejected if it shows omissions, alterations of
form, conditional alternate bids, additions or alternates in lieu of the items s�ecified, if the unit prices are
obviously unbalanced (either in excess of or below reasonably expected values), or irregularities of any kind.
The Invitation to Bid is by reference incorporated in this contract.
Where applicable, prices are quoted as: F.O.B. Destination, Freight Pre-Paid and Allowed
Where applicable, delivery days are: Days After Receipt of Order (ARO)
Unless otherwise specified herein, the City may award the bid either item-by—item or on an all-or-
none basis £or any item or group of items shown on the bid.
The City of Lubbock is seeking a contract for with one or more contractors. In order to assure adequate
coverage, the City may make multiple awards, selecting multiple vendors to provide the products
desired, if multiple awards are in the best interest of the City. A decision to make a multiple award of
this Bid, however, is an option reserved by the City, based on the needs of the City.
PAYMENT TERMS AND DISCOiJNTS - Bidder offers a prompt payment discount of �%, net
calendar days. Discounts will not be considered in determining low bid. Unless otherwise indicated
on the Bid Form, payment terms will be NET THIRTY DAYS. The'City will pay the successful bidder within
thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later.
Discounts for prompt payment requiring payment by the City within a stipulated number of days will be
interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a
correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later.
Discounts for payment in less than ten days will not be considered.
MOST FAVORED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price
charged anyone else, including its most favored customer, for like quality and quantity of the
products/services; does not include an element of profit on the sale in excess of that normally obtained by the
Bidder on the sale of productslservices of like quality and quantity; and does not include any provision for
discounts to selling agents. If at any time during the contract period, the supplier should sell or offer for sale
to any other customer, an equal or less quantity of similar contract products of like or better quality, at a lower
net price(s) than provided herein, supplier agrees to notify the City and sell same product(s) at the lower
price(s) on all deliveries made during the period in which such lower price(s) is effective.
INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental
entities of the State of Texas, by mutual agreement with the successful bidder, and properly authorized
interlocal purchasing agreements as provided for by the Interlocal Cooperation Act (Chapter 791, Government
Code), the right to purchase the same services, at the prices quoted, for the period ofthis contract. Each bidder
shall indicate on the Bid Form in the space provided below if he/she will honor Political Subdivision orders
in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate
in this contract, would you (the bidder) agree that all terms, conditions, specifications, and pricing would
apply?
Other governmental entities that might have interests in this contract are Frenship Yndependent School
District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock
Independent School District, South Plains Association of Governments, City of Texarkana, Texas Tech
University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth.
YES NO �
If you (the bidder) checked YES, the following will apply:
Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of
Lubbock will be eligible, but not obligated, to purchase materials/services under the contract(s)
awarded as a result of this solicitation. All purchases by governmental entities other than the City of
Lubbock will be billed directly to that governmental entity and paid by that governmental entity.City
of Lubbock will not be responsible for another governmental entity's debts. Each governmental entity
will order their own materials/service as needed.
ADDENDA
Bidder acknowledges receipt of addenda issued in regard to this solicitation:
Addenda No. Date
Addenda No. Date
Addenda No. Date
Addenda No. Date
SUSPENSION AND DEBARMENT CERTIFICATION
Federal Law (A-102 Common Rule and OMB Circular A-t l0) prohibits non-Federal entities from contracting
with or making sub-awards under covered transactions to parties that are suspended or debarred or whose
principals are suspended or debarred. Covered transactions include procurement contracts for goods or
services equal to or in excess of $25,000 and all non-procurement transactions (e.g., sub-awards to sub-
recipients).
Contractors receiving individual awards of $25,000 or more and all sub-recipients must certify that their
organization and its principals are not suspended or debarred by a Federal agency.
Before an award of $25,000 or more can be made to your firm, you must certify that your organization
and its principals are not suspended or debarred by a Federal agency.
I, the undersigned agent for the firm named below, certify that neither this firm nor its principals are
suspended or debarred by a Federal agency.
TEXAS GOVERNMENT CODE SECTION 2252.152
The undersigned representative of the undersigned company or business, being an adult over the age of
eighteen (18) years of age, pursuant to Texas Government Code, Chapter 2252, Section 2252.152, certify that
the company named above is not listed on the website of the Comptroller of the State of Texas concerning the
listing of companies that are identified under Section 806.051, Section 807.051 or Section 2253.153. I further
certify that should the above-named company enter into a contract that is on said listing of companies on the
website of the Comptroller of the State of Texas, which do business with Iran, Sudan or any Foreign Terrorist
Organization, I will immediately notify the City of Lubbock Purchasing and Contract Department.
TEXAS GOVERNMENT CODE SECTION 2271.002
Company hereby certifies the following:
1. Company does not boycott Israel; and
2. Company will not boycott Israel during the term of the contract.
The following definitions apply to this state statute:
(1) "Boycott Israel" means refusing to deal with, terminating business activities with, or otherwise taking any
action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with
Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not
include an action made for ordinary business purposes; and
(2) "Company" means an organization, association, corporation, partnership, joint venture, limited
partnership, limited liability partnership, or limited liability company, including a wholly owned subsidiary,
majority-owned subsidiary, parent company, or affiliate of those entities or business associations that exists
to make a profit.
This Certification is required from a Company if the Company has 10 or more full-time employees and
the contract for goods or services (which includes contracts formed through purchase orders) has a
value of $100,000 or more that is to be paid wholly or partly from public funds of the governmental
entity.
TEXAS GOVERNMENT CODE 2274
By entering into this Agreement, Contractor verifies that: (1) it does not, and will not for the duration of the
contract, have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm
trade association or (2) the verification required bySection 2274.002 of the Texas Government Code does not
apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a value of at least
$100,000 or more, Contractor verifies that, pursuant to Texas Government Code Chapter 2274, it does not
have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade
association; and will not discriminate during the term of the contract against a firearm entity or firearm trade
association.
Contractor represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott
energy companies or (2) the verification required by Section 2274.002 of the Texas Government Code does
not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a value of at least
$100,000 or more, Contractor verifies that, pursuant to Texas Government Code Chapter 2274, it does not
boycott energy companies; and will not boycott energy companies during the term of the Agreement. This
verification is not required for an agreement where a governmental entity determines that these requirements
are inconsistent with the governmental entity's constitutional or statutory duties related to the issuance,
incurrence, or management of debt obligations or the deposit, custody, management, borrowing, or investment
of funds.
INCOMPLETE YNFORMATION
Failure to complete or provide any of the information requested in this Request for Proposal, including
references, and/or additional information as information as indicated, may results in disqualification by reason
of "non-responsiveness".
CONTRACTOR ACKNOWLEDGEMENT
In compliance with this solicitation, the undersigned bidder, having ezamined the bid documents,
instructioas to bidders, documents associated with the invitation to bid, and being familiar with the
conditions to be met has reviewed the above information regarding:
• Suspension and pebarment Certi�cation
• Tezas Government Code Section 2252.152
• Tezas Government Code Section 2271.002
• Tezas Government Code 2274
SUBMISSION INFORMATION
An individual autliocized to bind tlte company must sign the following section. Failure to execute this
portion may result in bid rejection.
THIS BID IS SUBMITTED BY F�vZ�� ��L C c� L�J l� a
corporation organized under the laws of the State of '% �� q s , or a partnership consisting of
or individual trading as of
the City of �-� b ���k
Tax ID No.: 75� a- 9/�f � e�
Address: P � � �'x- �i !'/ �
�
City: �.�c 6� ��1� State: T5� Zip: �9��Z
M/WBE Firm:� � Woman � � Black American
�� Hispanic American Asian Pacific Ai
Please complete the information below.
. �����s�
By v"` � !a ��C�-�, Date:
Authorized Representative - must sign by hand
Officer Name and Title: G�iArJ.�s � �LT�'N Gt� — B��¢-�'
Business Telephone Number � � 6 % �� � �/3 FAX: ��6 7�l � ` /�':� �
E-mail Address:�0a�� �'�/ba��v1� �� �• � �''`
CERTIFICATE OF INTERESTED PARTIES
FORM 1.295
lofl
Complete Nos. i- 4 and 6 if there are tnterested parUes. OFFICE USE ONLY
Complete Nos. i, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name of business entity filing farm, and the c'ity, state and country of the business entity's place Certiflcate Number:
of business. 2025-1310716
Bolton Oil Co. LTD
Lubbock, TX United States �ate Filed:
2 Name o governmental entity or state agency that is a partyr to t e contract for w ic the orm is 05/16/2025
being filed.
City of Lubbock Date Acknowledged:
g Provide the tdentification number used by the govemmental entity or state agency to track or identiiy the contract� and provide a
description of the services, goods, or other property to be provided under the contract.
18701
Fleet Vehicle Oil Change and Consumables
4 Nature of interest
Name of Interested Party City, State, Country (place of business) (check applicable)
Controlling Intermediary
BoRon, Charles Lubbock, TX United States X
Bofton, Monte Lubbock, TX United States X
5 Check only if there is NO Interested Party. �
6 UNSWORN DECLARATION
My name is C�l� H Y�� �_ e L�D� , and my date of birth is �"�
My address is 7 3 � � � � � � k �-!� � b 0 c iC , � , �Z , ��.
(street) (c�ty) (state) (zIp code) (country)
I declare under penalry of perjury that the foregoing is true and correct.
Executed in l'K v 6oc �� County, State of �� j_ Fy
, on the [o da of � 20 ��
(month (year)
��/1�' �yt�Cx�.4ro✓
Signatu�e of authorized agent of contracung business entiry
(Declarant)
Forms provided bY Texas Ethics Commission www.ethics.state.tx.us Version V4.1.O.e02d6221
Resolution No. 2025-R0291
City of Lubbock
Contract for
ITB 25-18701-AE
Fleet Vehicle Oil Change & Consumables
Contract 18861
THIS CONTRACT made and entered into this �4th day of Ti�nP . 2025, by and between the
City of Lubbock ("City"), and Hub Citv Lube, ("Contractor").
./--�--- �--+-
WHEREAS, the City of Lubbock duly advertised for bids for Fleet Vehicle Oil Change &
Consumables and bids were received and duly opened as required by law; and
WHEREAS, after careful consideration of the bid submitted by Contractor, the City authorized
the execution, in the name of the City of Lubbock a contract with said Contractor covering the purchase
and delivery of the said Fleet Vehicle Oil Change & Consumables.
NOW, THEAEFORE, in consideration of the mutual agreement contained herein, as well asthe
financial consideration hereinafter referred to, the parties hereby covenant and agree as follows:
In accordance with City's specifcations and Contractor's bid, copies of which are attached
hereto and made part hereof, Contractor will deliver to the City, Fleet Vehicle Oil Change &
Consumables, and more specifically referred to as Items 1-1 through 4-1 on the bid submitted
by the Contractor or in the specifications attached hereto.
2. The City promises and agrees to employ, and does employ, the Contractor to cause to be done
the work provided for in this Contract and to complete and finish the same according to the
attached specifications, offer, and terms and conditions contained herein.
3. The contract shall be for a term of one (1) year, with the option of four (4), one-year extensions,
said date of term beginning upon formal approval. This Contract will renew automatically for
the additional terms, unless either Party gives 90-day written notice to terminate the Contract.
4. All stated annual quantities are approximations of usage during the time period to be covered by
pricing established by this bid. Actual usage may be more or less. Order quantities will be
determined by actual need. The City of Lubbock does not guarantee any specific amount of
compensation, volume, minimum, or maximum amount of services under this bid and resulting
contract.
5. The Contractor must maintain the insurance coverage required during the term of this contract
including any extensions. It is the responsibility of the Contractor to ensure that valid insurance
is on file with the Purchasing and Contract Management Department as required by contract or
contract may be terminated for non-compliance.
6. A) Prices quoted shall be guaranteed for a period for six (6) months upon City approval. The rate
may be adjusted at the City's discretion for the effective change in Consumer Price Index (CPI)
or Product Price Index (PPI) as appropriate.
B) Further, if the Contractor can provide documentation for actual charges for material, labor,
etc. that demonstrates that the change in CPI or PPI is not suffcient, the Contractor shall provide
such documentation to the City, and at the City's sole discretion, the contractual rate may be
further adjusted. If agreement regarding a new rate cannot be reached, the City shall terminate
at the end of the current contract period.
C) If an adjustment to pricing is granted under this section, the Contractor must provide the
Director of Purchasing and Contract Management written, quarterly documentation to justify the
ongoing adjustment. If no such documentation is timely received, the rate will automatically
revert to the initial, awarded rate.
7. This contract shall remain in effect until the first of the following occurs: (1) the expiration date,
(2) performance of services ordered, or (3) termination of by either party with a 90-day written
notice. The City of Lubbock reserves the right to award the canceled contract to the next lowest
and best bidder as it deems to be in the best interest of the city.
8. Contractor shall at all times be an independent contractor and not an agent or representative of
City with regard to performance of the Services. Contractor shall not represent that it is, orhold
itself out as, an agent or representative of City. In no event shall Contractor be authorized to
enter into any agreement or undertaking for or on behalf of City.
9. Insurance Requirements
SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed
Insurance Certificate to the City, which shall be completed by an agent authorized to bind the named
underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall
furnish and contain all required information referenced or indicated thereon. THE CITY SHALL HAVE
NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE
SHALL HAVE BEEN DELIVERED TO THE CITY.
SECTION B. The City reserves the right to review the insurance requirements of this section during
the effective period of the contract and to require adjustment of insurance coverages and their limits
when deemed necessary and prudent by the City based upon changes in statutory law, court decisions,
or the claims history of the industry as well as the Contractor.
SECTION C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts as
are approved by the City, the Contractor shall obtain and maintain in full force and effect for the duration
of this contract, and any extension hereof, at Contractor's sole expense, insurance coverage written by
companies approved by the State of Texas and acceptable to the City, in the following type(s) and
amount(s):
Commercial General Liabilitv Requirements: $1M occurrence /$2M aggregate (can be combined
with an Excess Liability to meet requirement). CGL is required in ALL contracts. It is perhaps the
most important of all insurance policies in a contractual relationship. It insures the Contractor has
broad liability coverage for contractual activities and for completed operations.
Commercial General Liability to include Products — Completion/OP, Personal and Advertising Injury,
Contractual Liability, Fire Damage (any one fire), and Medical Expenses (any one person).
Gara�ekeepers Le�al Liabili _ty Requirements: $1 M occurrence /$2M aggregate
Automobile Liability Requirements: $1 M occurrence
Workers Compensation and Emplover Liabilitv Requirements: Statutory. If the vendor is an
independent contractor with no employees and are exempt from providing Workers' Compensation
coverage, they must sign a waiver (obtained from COL Purchasing) and include a copy of their
driver's license... Employer Liability ($1M/occurrence) is required with Workers Compensation.
* The City of Lubbock (including its officials, employees and volunteers) shall be afforded additional insured
status on a primary and non-contributory basis on all liability policies except professional liabilities and
workers' comp.
* Waivers of Subrogation are required for CGL, AL, and WC.
* To Include Products of Completed Operations endorsement.
* Carrier will provide a 30-day written notice of cancellation, 10-day written notice for non-payment.
* Carriers must meet an A.M. Best rating of A- or better.
* Subcontractors must carry same limits as listed above.
IMPORTANT: POLICY ENDORSEMENTS
The Contractor will provide copies of the policies without expense, to the City and all endorsements
thereto and may make any reasonable request for deletion, revision, or modification of particular policy
terms, conditions, limitations, or exclusions (except where policy provisions are established by law or
regulation binding upon either of the parties hereto or the underwriter of any of such policies). Upon
such request by the City, the Contractor shall exercise reasonable efforts to accomplish such changes in
policy coverages, and shall pay the cost thereof. Any costs will be paid by the Contractor.
REQUIRED PROVISIONS
The Contractor agrees that with respect to the above required insurance, all insurance contracts and
certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the
following required provisions:
a. Name the City of Lubbock and its officers, employees, and elected representatives as additional
insureds, (as the interest of each insured may appear) as to all applicable coverage;
b. Provide for 30 days notice to the City for cancellation, nonrenewal, or material change;
c. Provide for notice to the City at the address shown below by registered mail;
d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees,
and elected representatives for injuries, including death, property damage, or any other loss to
the extent same may be covered by the proceeds of insurance;
e. Provide that all provisions of this contract concerning liability, duty, and standard of care
together with the indemnification provision, shall be underwritten by contractual liability
coverage sufficient to include such obligations within applicable policies.
NOTICES
The Contractor shall notify the City in the event of any change in coverage and shall give such notices
not less than 30 days prior the change, which notice must be accompanied by a replacement
CERTIFICATE OF INSURANCE.
All notices shall be given to the City at the following address:
Marta Alvarez, Director of Purchasing & Contract Management
City of Lubbock
1314 Avenue K, 9�' Floor
Lubbock, Texas 79401
SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by
the Contractor shall not relieve the Contractor of full responsibility or liability for damages and accidents
as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial of liability by
the insurance company exonerate the Contractor from liability.
10. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or
interests accruing from this Contract without the written consent of the other.
11. The City reserves the right to exercise any right or remedy to it by law, contract, equity, or
otherwise, including without limitation, the right to seek any and all forms of relief in a court of
competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to
exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are
cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict
between this provision and another provision in, or related to, this document, this provision shall
control.
12. At any time during the term of the contract, or thereafter, the City, or a duly authorized audit
representative of the City or the State of Texas, at its expense and at reasonable times, reserves
the right to audit Contractor's records and books relevant to all services provided to the City
under this Contract. In the event such an audit by the City reveals any errors or overpayments by
the City, Contractor shall refund the City the full amount of such overpayments within 30 days
of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing
the City from any payments due Contractor.
13. All funds for payment by the City under this contract are subject to the availability of an annual
appropriation for this purpose by the City. �rc the event of non-appropriation of funds by the City
Council of the City of Lubbock for the goods or services provided under the contract, the City
will terminate the contract, without termination charge or other liability, on the last day of the
then-current fiscal year or when the appropriation made for the then-current year for the goods
or services covered by this contract is spent, whichever event occurs first. If at any time funds
are not appropriated for the continuance of this contract, cancellation shall be accepted by the
Seller on 30 days prior written notice, but failure to give such notice shall be of no effect and the
City shall not be obligated under this contract beyond the date of termination.
14. The Contractor shall not assign or sublet the contract, or any portion of the contract, without
written consent from the Director of Purchasing and Contract Management. Should consent be
given, the Contractor shall insure the Subcontractor or shall provide proof on insurance from the
Subcontractor that complies with all contract Insurance requirements.
15. Contractor acknowledges by supplying any Goods or Services that the Contractor has read, fully
understands, and will be in full compliance with all terms and conditions and the descriptive
material contained herein and any additional associated documents and Amendments. The City
disclaims any terms and conditions provided by the Contractor unless agreed upon in writing by
the parties. In the event of conflict between these terms and conditions and any terms and
conditions provided by the Contractor, the terms and conditions provided herein shall prevail.
The terms and conditions provided herein are the fmal terms agreed upon by the parties, and any
prior conflicting terms shall be of no force or effect.
16. The Contractor (i) does not engage in business with Iran, Sudan or any foreign terrorist
organization and (ii) it is not listed by the Texas Comptroller under Section 2252.153, Texas
Government Code, as a company known to have contracts with or provide supplies or services
to a foreign terrorist organization. As used in the immediately preceding sentence, "foreign
terrorist organization" shall have the meaning given such term in Section 2252.151, Texas
Government Code.
17. The requirements of Subchapter J, Chapter 552, Government Code, may apply to this
contract and the contractor or vendor agrees that the contract can be terminated if the
contractor or vendor knowingly or intentionally fails to comply with a requirement of that
subchapter.
To the extent Subchapter J, Chapter 552, Government Code applies to this agreement, Contractor
agrees to: (1) preserve all contracting information related to the contact as provided by the
records retention requirements applicable to the governmental body for the duration of the
contract; (2) promptly provide to the governmental body any contracting information related to
the contract that is in the custody or possession of the entity on request of the governmental body;
and (3) on completion of the contract, either: (A) provide at no cost to the governmental body all
contracting information related to the contract that is in the custody or possession of the entity; or
(B) preserve the contracting information related to the contract as provided by the records
retention requirements applicable to the governmental body.
18. Pursuant to Section 2271.002 of the Texas Government Code, a) This section applies only to a
contract that: (1) is between a governmental entity and a company with 10 or more full-time
employees; and (2) has a value of $100,000 or more that is to be paid wholly or partly from
public funds of the governmental entity. (b) A governmental entity may not enter into a contract
with a company for goods or services unless the contract contains a written verification from the
company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the
contract.
19. By entering into this Agreement, Contractor verifies that: (1) it does not, and will not for the
duration of the contract, have a practice, policy, guidance, or directive that discriminates against
a iirearm entity or firearm trade association or (2) the verification required by Section 2274.002
of the Texas Government Code does not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a
value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Government Code
Chapter 2274, it does not have a practice, policy, guidance, or directive that discriminates against
a firearm entity or firearm trade association; and will not discriminate during the term of the
contract against a firearm entity or firearm trade association.
Contractor represents and warrants that: (1) it does not, and will not for the duration of the
contract, boycott energy companies or (2) the verification required by Section 2274.002 of the
Texas Government Code does not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a
value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Government Code
Chapter 2274, it does not boycott energy companies; and will not boycott energy companies
during the term of the Agreement. This verification is not required for an agreement where a
governmental entity determines that these requirements are inconsistent with the governmental
entity's constitutional or statutory duties related to the issuance, incurrence, or management of
debt obligations or the deposit, custody, management, borrowing, or investment of funds.
20. The Contractor shall retain all information received from or concerning the City and the City's
business in strictest confidence and shall not reveal such information to third parties without
prior written consent of the City, unless otherwise required by law.
21. The Contractor shall indemnify and save harmless the city of Lubbock and its elected officials,
officers, agents, and employees from all suits, actions, losses, damages, claims, or liability of
any kind, character, type, or description, including without limiting the generality of the
foregoing, all expenses of litigation, court costs, and attorney's fees, for injury or death to any
person, or injury to any property, received or sustained by any person or persons or property, to
the extent arising out of, related to or occasioned by, the negligent acts of the Contractor, its
agents, employees, and/or subcontractors, related to the performance, operations or omissions
under this agreement and/or the use or occupation of city owned properly. The indemnity
obligation provided herein shall survive the expiration or termination of this agreement.
22. This Contract consists of the following documents set forth herein; Invitation to Bid No. 25-
18701-AE, Specifications, and the Bid Form.
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first
above written. Executed in triplicate.
' Y OF ,UBBO
�
Mark cBrayer, Mayor
A EST:
�` tney Paz, City Secretary
PPROVED AS TO CONTENT:
.�
Dominic Esperat, Director o Flee Operations
CONTRACTOR
BY �
Authorized epresentative
� S�.�a �n�,��... U��2,�,�e L
Print Name
2 x �'`
Address
�-�'�d ��� T�l . �1 �i y Z�
City, State, Zip Code
APPROVED AS TO FORM:
hael Foster, As ist n ity Attorney
City of Lubbock, TX
ITB 25-18701-AE
Fleet Vehicle Oil Change and Consumables
Specifications
INTENT
The City of Lubbock seeks bids for a one-year contract with four additional one-year extension options, to
provide full-service oil change services for the City of Lubbock, servicing sedans, Police and Fire SUVs,
pickups, vans and diesel trucks throughout each calendar year. The bid includes the requests for pricing the
additional optional services for transmission service, air filter replacement, and windshield wiper blade
replacements. These service requirements are based on the manufacturers, and the City of Lubbock Fleet
Services requirements. For purposes of this request, bidders should prepare the quotation with the intent of
providing a minimum of three and a maximum of four oil change services annually per vehicle. Also, include
the cost of providing at least one transmission service annually per city vehicle.
SCOPE OF WORK
1. Multiple Awards: In order to assure adequate coverage for remote locations throughout the City, the
City may make multiple awards, selecting multiple vendors to provide the services desired, if multiple
awards are in the best interest of the City. Cost and location will be used in making this determination.
A decision to make a multiple award of this bid; however, is an option reserved by the City, based on the
needs of the City.
2. Standard Warranty: Any materials and labor provided shall carry standard warranty coverage fiarnished
by the trade in general.
OSHA/WISHA: The Contractor agrees to comply with the conditions of the Federal Occupational Safety
and Health Act of 1970, the Texas Industrial Safety and Health Act of 1970, and the standards and
regulations issued thereunder, and certifies that all items furnished and purchased under the order will
conform to and comply with said standards and regulations. Contractor further agrees to indemnify and
hold harmless Purchaser from damages assessed against Purchaser as a result of Contractor's failure to
comply with the Acts and the standards issued thereunder and for the failure of the items furnished under
this order to so comply.
4. Drug and Alcohol Testing Program: Vendor shall have a Drug and Alcohol Testing Program in place.
a. Explain how you plan to meet requirements for driver testing and safety sensitive employees.
Include plan for the pre-employment, probable cause, post-accident, and random testing.
b. List name of certified laboratory used for testing and chain of custody procedures.
c. Attach a copy of your company's Drug Free Work Place Policy.
5. k'ull-Service Oil Change Service:
The following listing includes services and items that shall be included in your bid. These services
shall include the synthetic blend engine oil, oil filter, air cleaner replacement (as needed), chassis
lubrication, vehicle inspection, and preventative maintenance checks:
Drain engine oil and remove engine oil filter. Dispose of these in accordance with Federal and State
requirements. Install new engine oil filter and fill engine with oil. Oil shall meet all O.E.M. warranty,
and viscosity level requirements as required by the vehicle manufacturer's requirements for service.
The service is to include up to six quarts of synthetic blend oil meeting O.E.M warranty requirements.
If less than six quarts are needed, a credit will be noted on the invoice. The service will include an
engine oil filter that meets or exceeds all OEM engine manufacturers warranty requirements.
Additional services required.
a. Check air cleaner, and replace only if dirty or contaminated.
b. Check windshield wiper blades and replace if damaged or worn out.
c. Lubricate chassis as recommended by chassis manufacturer.
d. Perform "under hood visual inspection" for possible mechanical problems.
e. Perform "under chassis visual inspection" for possible mechanical problems.
f. Check and top off oil level of transmission and/or transaxle.
g. Check and top off power steering reservoir oil level.
h. Check and top off oil levels in differentials, rear and front, as equipped.
i. Check and top off windshield washer fluid level.
j. Clean windshield and all windows.
k. Check and adjust tire pressures to requirements as marked on the tire.
6. Other Services Not Required
The Contactor shall advise the operator of any other services needed. The operator shall be required
to take the vehicle to their "Authorized Service Vendor" under contract with the city for assistance
or maintenance in these areas.
The Contractor shall NOT add to or change these items:
a. Check brake master cylinder reservoir and advise operator of need for additional fluid.
b. Check Cooling system and advise operator of need for additional fluid.
c. Check lights and lens and advise operator of any that are malfunctioning or damaged.
7. The Contactor shall utilize products meeting or exceeding vehicle manufacturer specifications for support
of warranty requirements. All components shall be of name brand manufacturer, to include liability
coverage in the event of a failure and dispute over components or products utilized. Vendor shall provide
a list of products, including Manufacturers Brand names that are intended to be used to complete this
bid request and if awarded used to service the vehicles. Product listing shall include all items identified
above.
8. The Contactor shall provide the operator with a copy of the services performed, identifying the City `V'
number, located on the rear of the front fenders of vehicles with the City logo, or from the operator of
un-marked vehicles. The Contactor shall also forward a copy of each ticket to Fleet Services with the
billing statements. The information shall include the current mileage and if equipped, the hour meter
reading. At each service and before the vehicle leaves, the Contactor will install a windshield sticker
reminder on the windshield and it shall have the next oil change required based on miles and date.
9. Light & Medium Duty Vehicle Categories
The following is a current list of City of Lubbock vehicles by category which are included in this oil
change contract:
10. MOBILE SERVICES
The bidder's bid may include a separate price for mobile oil change services of light and medium duty
vehicles. The bidder must indicate on the Bid Form the additional charges, if any, for this mobile service.
The City reserves the right to use this service as needed. Vehicles must be within city limits for services to
be authorized.
City of Lubbock
ITB 25-18701-AE
Fleet Vehicle Oil Change Consumables
Bid Form
Hub City Lube
Locallon
Total
#
Item Description
Quantity
Required UOM
(+/-)
Lubbock, TX
$243,753.58
Unit Total
Price Cost
- . - - .-
T�a-� .._.�
#1-1 Passenger Cars - Sedans 150 EA 82.49 12,373.50
#1-2 Mid-Sized and full sized SUV's - Police & Fire 300 EA 82.49 24,747.00
#1-3 Mid-Sized and full sized Vans 55 EA 82.49 4,536.95
#1-4 1 Ton Pickups 100 EA 82.49 8,249.00
#1-5 1/2 Ton & 3/4 Ton Pickups 450 EA 82.49 37,120.50
#1-6 Additional Quarts Price, exceeding 6 Quarts 500 QT 7.50 3,750.00
. • . _
#2-1 Chevrolet
#2-2 Ram
#2-3 Ford
#2-4 Additional Quarts price, exceeding 12 Quarts
�.. .
#3-1 Additional cost for diesel engine oil filter
#3-2 Transmission filter meeting O.E.M requirements
#3-3 Transmission fluid meeting O.E.M requirements
#3-4 Transmission oil pan gasket
#3-5 Transmission Flush
#3-6 Single wiper blade replacement
#3-7 �asoline Air Filter
#3-8 Cabin Filter
#3-9 Diesel Air filter
9
14
14
100
50
100
700
100
100
2000
1000
1000
1000
EA
EA
EA
QT
EA
EA
qT
EA
EA
EA
EA
EA
EA
128.99
142.99
150.99
7.50
�.
No Bid
No Bid
No Bid
No Bid
No Bid
16.99
24.99
48.99
38.99
#4-1 Mobile Service 1 Per Mile No Bid
1,160.91
2,001.86
2,113.86
750.00
�
No Bid
No Bid
No Bid
No Bid
No Bid
33,980.00
24,990.00
48,990.00
38,990.00
No Bid
City of Labbock, TX
Pnrc6asing s�and CoMraa Msn�gement
Vendor Acknowledgement Form
Yn oomplience with the InvHation to Bid, the undeasi�aed Bidder having exem�ined the Inviffitian to Bid,
instreec�ia�s tv didders, G�eral Caa�ditions of the Agc�eemeak 5pecific�ions, a�d heing familiar with the
conditions to be met, hereby snb�onits the following bid for fi�nni�hing the msterial, equipme�, labor and
everything nec�sary for providing the items listed and agc+ees to deliver said items at the loc,ations and for the
prices set fortb on the bid form a�/or the bid table asaociated with thia bid.
A bid will be subject to being considered irregular and may be r�jected if it shows omissions, atters�tons of
form, caanditio�nai al� bids, additiaas or alternates m lieu of the items specified, if the uait prices are
obviousty wnbal�nced (ei�er in esc� of or below reasonsbly expected valves), or nreguterities of sny kind.
The Invitation to Bid is by reference incorporated ia this contract.
Where spplicable, Prises are quotai �: F.O.B. Destins�on, FreigUt Pre-Paid sad Al�owed
Vf�h�re applieable, delivery days are: Days Alier Reeeip� ef Order (AI�O)
Unle� ot6er�e sQedfited �, the �Ity �sy �wsrd the bid either item-by—ttem or on s� sH-or-
none basis for any item or gro�p of items sLown on t6e bid.
The City oi Lebbock is seeldng a contract for with t�ae or mere eontrsctora. In order to ass�re adeqoate
coverage, the City may make multiple awards, seleding multiple veadors to provide the prodncts
desired, if mulbiple awards are in the best interest of the Ctty. A dedsion �o make a muNiple award of
tLis Bid, Lowever,l� an oQti�►e re�erved by the CHy, � on the need� Of t6e Ciby.
PAYMENT TERMS AND DISCOUNT3 - Bidder offers a prompt payment discount of O��., net
/ caZendar days. Disooimts v�n'lI not be considered in d�eteimining low bid Unless otheiwise indic�ted
on the Bid Form, payment terma will be NET T HIRTY BAYS. 'Fhe City will pay the succesaful bidder within
thiriy days after the receipt of a cornct invoice or after �e �ate of acceptance, whichever eve�nt occurs later.
Discou�s far P�P'� P�� �l�g PaYme�t by the City within a stipula�ed number of days will be
interpr�ted �s app�yiag withia the stipul�ted numb�r af catendar dsys a�er tbe date of receipt by 1%e Gyiy of a
correct invoice or af�er the dat�e of acceptance that meets c�a�ract re�ri�neats, whichever event ocx�us later.
Discow�ta for payaaent in less tban ten days will nut be cwnsidered.
MOST FAVORED PRICII�TG: The Bidder ceitifies that the price quoted is not in excess of the lowest price
charged anyone else, including its most favored customer, for l�ce qnality and quantity of the
products/sexvice�; does nu�t include an elennent of p�ofit on #he sale in excess of �t normally obta�tted by the
Bidder on the sale of products/seivices of 1�7re quality aad quantity; and does not inclade any provision for
discounts to selling ageats. If at any time during the contract periad, the supplier should sell or offe� for sale
to any otl� customer, an ec�al or less �ty of simitar contract p�roducts of l�ce or bett�r c�uality, at a lower
net prioe(s) than provided hereiq supplier agrees to notify the City and seu same pmdu�t(s) at the lower
price{s) on a11 deUv�ri�s made dvring tl�e;�riod in wbich such lower price{s) ia effective.
Il�iTERLOCAL PURCHASING (optianal): Tlie Ciiy desires to mske available to other local governmental
en�ities of the State of Texas, by mutual agreemesit �vith the successful bidder, and prop�rly authv�rized
interlocal purcbasi�g ag� as pmvided fot by tl�e intertocal Caopet�on Act (Chapter 79 k, Covernnaent
Code), the right to purcbase the same services, at the prices quobed, for the period of this oantract. Esch bidder
shall indic�e on the Bid Form in the space providerl below if hedshe will �hono�r Political Sui�division orders
in addition to orders fmm the City of Lubbock, Shauld these ather gavernmental � decide to �ticipate
in this conbract, would you (the bidd�r) ag�+ee that all ternus, oanditioas, specific�tians, and pri«ng would
aPP�3�
Other governments�l ent�tes that mi�6t have in� in th� contract x�re Frens6ip Independent School
Distrtc� Lubbock Honsing Aatlwrify, Labbock Connty, Labbock Coonty H�apit�l D�trict, Lnbbock
Indepe�ndent School Dietriet, South Ph�es Asso�i� ef Govere�enl�r, City oi T�a,1'e�aa Tech
Unive�sHy, WeSt Tea�as Menie�l POwer AgeecY. LY�n Co�.Y� �nd GKy of WolBerth
YES�� N4
• If you (the bidc�er) cheGked YES, the following will apply:
Goveznm�rtal �tities utilizing W�rlacal Ag�eem�is for Coa}�tive Purc�sing with the City of
Lubbock will be elig�'ble, but not obligated, to purchase materisls/services uuder the contract(s)
awarded as a result of this solicitation. All purchases by governmental entities other than the City of
Lubbock wilt. b� bill�i dirgctly to that gov�rnn��nts}. enti.ty �nd paid by tUat governm�ntal entity. City
of Lubbock will not be responsible for another governmernal eatity's debts. Fach governmental entity
will o�der t�esr awfl materiais/s�vice as needed.
ADD�:1vIIA
Bidder aclrnowledges r�ipt of addenda issucd in r�gard to this soli6itation:
Addenda Nu. Date
Addenda No. Date
Ad�den�da No. Date
Addemda l�ta. D�ate
SUSFENSION AAiD DEBARMENT CERTiF�CATIQN'
Federal Law (A 102 Common Rule and OMB Circular A-110) prolu'bits non Federai entities from contraeting
with or making sub-awards uade,r covered transactions to parties that are suspended or debaned or whose
I�rinci}�ls �re suspend�d ar deb�tred. Cove�ed �ctions incLide pr�ment cont�cts for goods or
services equal to or in exoess of $25,000 �d all non-pr�re�me�nt transa+ctions (e.g., sub-awards to sub-
recipi�nts}.
Contractors receiving individual awards of $25,000 or more and all sub-recipiems must certify that their
organiz�ion and its priucipals are not susp�nded or debarned by a Fedezal agency -
Before �a award of $25�000 or mare can be m�cie tu yrn�r fum, you must certify tl�at your organization
and its principals are not suspended or debarred by a Federal agency.
I, the tmdersigned ageat forthe Srm namedbelow, certifythat neitherdus firm noritsprincipals are
suspend� or d�ban�ed by a Federal ag�r.
TEXAS GOVERNMENT CODE SECTION 2252.152
The undersigned representative of the undersigned company or business, being an adult over the age of
eighteen (18) years of age, pursuant to Texas Government Code, Chapter 2252, Section 2252.152, certify that
the company named above is not listed on the website of the Comptroller of the State of Texas concerning the
listing of companies that are identified under Section 806.051, Section 807.051 or Section 2253.153. I further
certify that should the above-named company enter into a contract that is on said listing of companies on the
website of the Comptroller of the State of Texas, which do business with Iran, Sudan or any Foreign Terrorist
Organization, I will immediately notify the City of Lubbock Purchasing and Contract Department.
TEXAS GOVERNMENT CODE SECTION 2271.002
Company hereby certifies the following:
1. Company does not boycott Israel; and
2. Company will not boycott Israel during the term of the contract.
The following definitions apply to this state statute:
(1) "Boycott Israel" means refusing to deal with, terminating business activities with, or otherwise taking any
action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with
Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not
include an action made for ordinary business purposes; and
(2) "Company" means an organization, association, corporation, partnership, joint venture, limited
partnership, limited liability partnership, or limited liability company, including a wholly owned subsidiary,
majority-owned subsidiary, parent company, or affiliate of those entities or business associations that exists
to make a profit. .
This Certification is required from a Company if the Company has 10 or more full-time employees and
the contract for goods or services (which includes contracts formed through purchase orders) has a
value of $100,000 or more that is to be paid wholly or partly from public funds of the governmental
entity.
TEXAS GOVERNMENT CODE 2274
By entering into this Agreement, Contractor verifies that: (1) it does not, and will not for the duration of the
contract, have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm
trade association or (2) the verification required bySection 2274.002 of the Texas Government Code does not
apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a value of at least
$100,000 or more, Contractor verifies that, pursuant to Texas Government Code Chapter 2274, it does not
have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade
association; and will not discriminate during the term of the contract against a firearm entity or firearm trade
association.
Contractor represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott
energy companies or (2) the verification required by Section 2274.002 of the Texas Government Code does
not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a value of at least
$100,000 or more, Contractor verifies that, pursuant to Texas Government Code Chapter 2274, it does not
boycott energy companies; and will not boycott energy companies during the term of the Agreement. This
verification is not required for an agreement where a governmental entity determines that these requirements
are inconsistent with the governmental entity's constitutional or statutory duties related to the issuance,
incurrence, or management of debt obligations or the deposit, custody, management, borrowing, or investment
of funds.
INCOMPLETE INFORMA'�ION
Failure to complete or provide any of the information requested in this Request for Proposal, including
references, and/or additional information as information as indicated, may results in disqualification by reason
of "non-responsiveness".
�s�+�.r_�:7[y�e�: : �-�i. � :i � ►�i _.r
In compUsnce with t�is sollcitntlon, t6e ander�igaed blader, hs� e�ned ttte bfd dosu�nta,
instracHoBs to bidde�ra, docament�s �ted with the iav#at[oe te 6id, and being famWer wtth the
condltlons to be met hss reviewed tLe �ove laf'br�t�on rie�rdlug:
• Suspension and i�barment Certification
• Teaas Cavernment Code Secfioa 2252.152
• Tes�as Gov�ram�nt Cod� 9�cHoa 2271.002
• Tes�s Gov�rsmeat Code 2274
SUBMYSSION �'ORMATION
An individual autliorized to bind the company must sign the following section. Failure to execute this
portion may result in bid rejection.
� BID � ���� BY N�b c. �, ��. �
corporation or$anizod m►d�r th� la� of the Stst� of Te�,� , or a garmership consiating of
�r ��vi�lu�t ��� �s af
�e City of
T$xIDNo.: 3b-L1�124by
Addmss: � r11 l� 1 Z�i t�.
City: L.v�ba�k Stats: Te�c Zi�: Z q. u z�,
,�_..� , � �„!
Pt�se complete t6e Iniorma�on beluw.
By.
Authorized Representsteve - mr�st sign by ha�rd
3- 3 i- 2.
Officer Name and Title: � S�x.1 � n ..a � �i 6�.zs.l�3.� C� w o►�. r' �
Business Telephone Number �ab- �tkl- 6'LS 1 FAX:
E-mti1 Aci�ress: �no.1n,��;1�.1 ��e, c� MG'�1 _ C o r►�.
CERTfFICATE OF INTERESTED PARTIES �� �95
�m�
CompleQe tuos. i- 4 and s if tt�e are irmeresced paNes. OFFiCE USE OWLY
Comptate Nos. s, 2, 3, 5, and s ii mere are rro ir�ted partks. CERTIqCAT1pN OF FlUNG
1 �uame of business emiry tiu� torm, ana me city. stame ana �yr w me business emity�s place ce�nfl�e Number.
af Iwsiness. 2025-1317621
HubCity Lube
�ubbock. TX united States offia Fuea:
2 n�ame o governmer�! emity or smte agera.y tt�at is a party to ooimarx for torm is OSI30l2025
��
City of Lubbodc � �g�:
3 PrOvEde U�e ide�iRCatfon rwmber used by Uie g�nn�emel e�ty or state ag�1Cy �o trecic or We�uity ttre �, aMi provide 8
desalption of the se�vices, 900�, � a4h� prope�qr io � provided under 1he oontract.
18701
Fleet Vehicle Oil Change and Con�
t�ture of �
4 Name of !r� PartY �Y, �. �Y (P1ace of business) (d�eck applicable)
ControB InLermediary
Gonzalez. Ost�aldo Lubbock, TX United SYates X
5 CheCic oniy d ther� is NO d�ed Party. a
6 UNSWORN DECLARATiON
Mynameis V_S�oaiCO lln�t� VunZ�...�Z� , andmydateofb3Mis ,
na,, aaa� � l�i l(0 12 �'�`` . l,-��0,1 � .�, � R y_Z�, � s 1t .
t� t�r> t�� c� �� c�r�
I dedare under penalty of pery'ury U�at the bregoing is true arxl correct.
Executed 'm L.v ��a � k Coumy. State of �2i �,. S _ on me 3lL�ay ot _�., 20 2S ,
(mont6) (y�r)
�gnature ot autho�ized agera contracting business entity
(�) '
Fom�s provlded by Texas Ethics Commission www.e�s.state.tic.us Version V4.1.O.e0'Ld6221
Resolution No. 2025-R0291
City of Lubbock
Contract for
ITB 25-18701-AE
Fleet Vehicle Oil Change & Consumables
Contract 18863
THIS CONTRACT made and entered into this�day of June . 2025, by and between the
City of Lubbock ("City"), and Oil Chaneers, ("Contractor").
�- - � - - -+
WHEREAS, the City of Lubbock duly advertised for bids for Fleet Vehicle Oil Change &
Consumables and bids were received and duly opened as required by law; and
WHEREAS, after careful consideration of the bid submitted by Contractor, the City authorized
the execution, in the name of the City of Lubbock a contract with said Contractor covering the purchase
and delivery of the said Fleet Vehicle Oil Change & Consumables.
NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well asthe
financial consideration hereinafter referred to, the parties hereby covenant and agree as follows:
1. In accordance with City's specifications and Contractor's bid, copies of which are attached
hereto and made part hereof, Contractor will deliver to the City, Fleet Vehicle Oil Change &
Consumables, and more specifically referred to as Items 1-1 through 4-1 on the bid submitted
by the Contractor or in the specifications attached hereto.
2. The City promises and agrees to employ, and does employ, the Contractor to cause to be done
the work provided for in this Contract and to complete and finish the same according to the
attached specifications, offer, and terms and conditions contained herein.
3. The contract shall be for a term of one (1) year, with the option of four (4), one-year extensions,
said date of term beginning upon formal approval. This Contract will renew automatically for
the additional terms, unless either Party gives 90-day written notice to terminate the Contract.
4. All stated annual quantities are approximations of usage during the time period to be covered by
pricing established by this bid. Actual usage may be more or less. Order quantities will be
deternuned by actual need. The City of Lubbock does not guarantee any specific amount of
compensation, volume, minimum, or maximum amount of services under this bid and resulting
contract.
5. The Contractor must maintain the insurance coverage required during the term of this contract
including any extensions. It is the responsibility of the Contractor to ensure that valid insurance
is on file with the Purchasing and Contract Management Department as required by contract or
contract may be terminated for non-compliance.
6. A) Prices quoted shall be guaranteed for a period for six (6) months upon City approval. The rate
may be adjusted at the City's discretion for the effective change in Consumer Price Index (CPI)
or Product Price Index (PPI) as appropriate.
B) Further, if the Contractor can provide documentation for actual charges for material, labor,
etc. that demonstrates that the change in CPI or PPl is not sufficient, the Contractor shall provide
such documentation to the City, and at the City's sole discretion, the contractual rate may be
further adjusted. If agreement regarding a new rate cannot be reached, the City shall terminate
at the end of the current contract period.
C) If an adjustment to pricing is granted under this section, the Contractor must provide the
Director of Purchasing and Contract Management written, quarterly documentation to justify the
ongoing adjustment. If no such documentation is timely received, the rate will automatically
revert to the initial, awarded rate.
7. This contract shall remain in effect until the frst ofthe following occurs: (1) the expiration date,
(2) performance of services ordered, or (3) termination of by either party with a 90-day written
notice. The City of Lubbock reserves the right to award the canceled contract to the next lowest
and best bidder as it deems to be in the best interest of the city.
8. Contractor shall at all times be an independent contractor and not an agent or representative of
City with regard to performance of the Services. Contractor shall not represent that it is, orhold
itself out as, an agent or representative of City. In no event shall Contractor be authorized to
enter into any agreement or undertaking for or on behalf of City.
9. Insurance Requirements
SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed
Insurance Certificate to the City, which shall be completed by an agent authorized to bind the named
underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall
furnish and contain all required information referenced or indicated thereon. THE CITY SHALL HAVE
NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE
SHALL HAVE BEEN DELIVERED TO THE CITY.
SECTION B. The City reserves the right to review the insurance requirements of this section during
the effective period of the contract and to require adjustment of insurance coverages and their limits
when deemed necessary and prudent by the City based upon changes in statutory law, court decisions,
or the claims history of the industry as well as the Contractor.
SECTION C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts as
are approved by the City, the Contractor shall obtain and maintain in full force and effect for the duration
of this contract, and any extension hereof, at Contractor's sole expense, insurance coverage written by
companies approved by the State of Texas and acceptable to the City, in the following type(s) and
amount(s):
Commercial General Liabilitv Requirements: $1M occurrence /$2M aggregate (can be combined
with an Excess Liability to meet requirement). CGL is reyuired in ALL contracts. It is perhaps the
most important of all insurance policies in a contractual relationship. It insures the Contractor has
broad liability coverage for contractua( activities and for completed operations.
Commercial General Liability to inc(ude Products — Completion/OP, Personal and Advertising Injury,
Contractual Liability, Fire Damage (any one fire), and Medical Expenses (any one person).
Gara�ekeepers Le�al Liability Requirements: $1 M occurrence /$2M aggregate
Automobile Liability Requirements: $1 M occurrence
Workers Compensation and Emqlover Liabilitv Requirements: Statutory. If the vendor is an
independent contractor with no employees and are exempt from providing Workers' Compensation
coverage, they must sign a waiver (obtained from COL Purchasing) and include a copy of their
driver's license... Employer Liability ($1M/occurrence) is required with Workers Compensation.
* The City of Lubbock (including its officials, employees and volunteers) shall be afforded additional insured
status on a primary and non-contributory basis on all liability policies except professional liabilities and
workers' comp.
* Waivers of Subrogation are required for CGL, AL, and WC.
* To Include Products of Completed Operations endorsement.
* Carrier will provide a 30-day written notice of cancellation, 10-day written notice for non-payment.
* Carriers must meet an A.M. Best rating of A- or better.
* Subcontractors must carry same limits as listed above.
IMPORTANT: POLICY ENDORSEMENTS
The Contractor will provide copies of the policies without expense, to the City and all eodorsements
thereto and may make any reasonable request for deletion, revision, or modification of particular policy
terms, conditions, limitations, or exclusions (except where policy provisions are established by law or
regulation binding upon either of the parties hereto or the underwriter of any of such policies). Upon
such request by the City, the Contractor shall exercise reasonable efforts to accomplish such changes in
policy coverages, and shall pay the cost thereof. Any costs will be paid by the Contractor.
REQUIRED PROVISIONS
The Contractor agrees that with respect to the above required insurance, all insurance contracts and
certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the
following required provisions:
a. Name the City of Lubbock and its officers, employees, and elected representatives as additional
insureds, (as the interest of each insured may appear) as to all applicable coverage;
b. Provide for 30 days notice to the City for cancellation, nonrenewal, or material change;
c. Provide for notice to the City at the address shown below by registered mail;
d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees,
and elected representatives for injuries, including death, property damage, or any other loss to
the extent same may be covered by the proceeds of insurance;
e. Provide that all provisions of this contract concerning liability, duty, and standard of care
together with the indemnification provision, shall be underwritten by contractual liability
coverage sufficient to include such obligations within applicable policies.
NOTICES
The Contractor shall notify the City in the event of any change in coverage and shall give such notices
not less than 30 days prior the change, which notice must be accompanied by a replacement
CERTIFICATE OF INSURANCE.
All notices shall be given to the City at the following address:
Marta Alvarez, Director of Purchasing & Contract Management
City of Lubbock
1314 Avenue K, 9`}' Floor
Lubbock, Texas 79401
SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by
the Contractor shall not relieve the Contractor of full responsibility or liability for damages and accidents
as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial of liability by
the insurance company exonerate the Contractor from liability.
10. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or
interests accruing from this Contract without the written consent of the other.
11. The City reserves the right to exercise any right or remedy to it by law, contract, equity, or
otherwise, including without limitation, the right to seek any and all forms of relief in a court of
competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to
exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are
cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict
between this provision and another provision in, or related to, this document, this provision shall
control.
12. At any time during the term of the contract, or thereafter, the City, or a duly authorized audit
representative of the City or the State of Texas, at its expense and at reasonable times, reserves
the right to audit Contractor's records and books relevant to all services provided to the City
under this Contract. In the event such an audit by the City reveals any errors or overpayments by
the City, Contractor shall refund the City the full amount of such overpayments within 30 days
of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing
the City from any payments due Contractor.
13. All funds for payment by the City under this contract are subject to the availability of an annual
appropriation for this purpose by the City. In the event of non-appropriation of funds by the City
Council of the City of Lubbock for the goods or services provided under the contract, the City
will terminate the contract, without termination charge or other liability, on the last day of the
then-current fiscal year or when the appropriation made for the then-current year for the goods
or services covered by this contract is spent, whichever event occurs first. If at any time funds
are not appropriated for the continuance of this contract, cancellation shall be accepted by the
Seller on 30 days prior written notice, but failure to give such notice shall be of no effect and the
City shall not be obligated under this contract beyond the date of termination.
14. The Contractor shall not assign or sublet the contract, or any portion of the contract, without
written consent from the Director of Purchasing and Contract Management. Should consent be
given, the Contractor shall insure the Subcontractor or shall provide proof on insurance from the
Subcontractor that complies with all contract Insurance requirements.
15. Contractor acknowledges by supplying any Goods or Services that the Contractor has read, fully
understands, and will be in full compliance with all terms and conditions and the descriptive
material contained herein and any additional associated documents and Amendments. The City
disclaims any terms and conditions provided by the Contractor unless agreed upon in writing by
the parties. In the event of conflict between these terms and conditions and any terms and
conditions provided by the Contractor, the terms and conditions provided herein shall prevail.
The terms and conditions provided herein are the fmal terms agreed upon by the parties, and any
prior conflicting terms shall be of no force or effect.
16. The Contractor (i) does not engage in business with Iran, Sudan or any foreign terrorist
organization and (ii) it is not listed by the Texas Comptroller under Section 2252.153, Texas
Government Code, as a company known to have contracts with or provide supplies or services
to a foreign terrorist organization. As used in the immediately preceding sentence, "foreign
terrorist organization" shall have the meaning given such term in Section 2252.151, Texas
Government Code.
17. The requirements of Subchapter J, Chapter 552, Government Code, may apply to this
contract and the contractor or vendor agrees that the contract can be terminated if the
contractor or vendor knowingly or intentionally fails to comply with a requirement of that
subchapter.
To the extent Subchapter J, Chapter 552, Government Code applies to this agreement, Contractor
agrees to: (1) preserve all contracting information related to the contact as provided by the
records retention requirements applicable to the governmental body for the duration of the
contract; (2) promptly provide to the governmental body any contracting information related to
the contract that is in the custody or possession of the entity on request of the governmental body;
and (3) on completion of the contract, either: (A) provide at no cost to the governmental body all
contracting information related to the contract that is in the custody or possession of the entity; or
(B) preserve the contracting information related to the contract as provided by the records
retention requirements applicable to the governmental body.
18. Pursuant to Section 2271.002 of the Texas Government Code, a) This section applies only to a
contract that: (1) is between a governmental entity and a company with 10 or more full-time
employees; and (2) has a value of $100,000 or more that is to be paid wholly or partly from
public funds of the governmental entity. (b) A governmental entity may not enter into a contract
with a company for goods or services unless the contract contains a written verification from the
company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the
contract.
19. By entering into this Agreement, Contractor verifies that: (1) it does not, and will not for the
duration of the contract, have a practice, policy, guidance, or directive that discriminates against
a firearm entity or firearm trade association or (2) the verification required by Section 2274.002
of the Texas Government Code does not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a
value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Government Code
Chapter 2274, it does not have a practice, policy, guidance, or directive that discriminates against
a fireartn entity or firearm trade association; and will not discriminate during the term of the
contract against a firearm entity or firearm trade association.
Contractor represents and warrants that: (1) it does not, and will not for the duration of the
contract, boycott energy companies or (2) the verification required by Section 2274.002 of the
Texas Government Code does not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a
value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Government Code
Chapter 2274, it does not boycott energy companies; and will not boycott energy companies
during the term of the Agreement. This verification is not required for an agreement where a
governmental entity determines that these requirements are inconsistent with the governmental
entity's constitutional or statutory duties related to the issuance, incurrence, or management of
debt obligations or the deposit, custody, management, borrowing, or investment of funds.
20. The Contractor shall retain all information received from or concerning the City and the City's
business in strictest confdence and shall not reveal such information to third parties without
prior written consent of the City, unless otherwise required by law.
21. The Contractor shall indemnify and save harmless the city of Lubbock and its elected officials,
officers, agents, and employees from all suits, actions, losses, damages, claims, or liability of
any kind, character, type, or description, including without limiting the generality of the
foregoing, all expenses of litigation, court costs, and attorney's fees, for injury or death to any
person, or injury to any property, received or sustained by any person or persons or property, to
the extent arising out of, related to or occasioned by, the negligent acts of the Contractor, its
agents, employees, and/or subcontractors, related to the performance, operations or omissions
under this agreement and/or the use or occupation of city owned property. The indemnity
obligation provided herein shall survive the expiration or termination of this agreement.
22. This Contract consists of the following documents set forth herein; Invitation to Bid No. 25-
18701-AE, Specifications, and the Bid Form.
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first
above written. Executed in triplicate.
CI "LUBBOC CONTRACTOR
- BY ��'��-- �
Mark M rayer, Mayor Authorized Representative
�QI ��Gfll'1. 1'y � �
EST: Print Name
"f$�` W1��04� �-�, f�%'iS�..�?�.n
�
Co ney Paz, City Secretary Address
j���a��o� C�4- 9�-f���
APPROVED AS TO CONTENT: City, State, Zip Code
— , _
Dominic Esperat, Director f Fl et Operations
APPROVED AS TO FORM:
R hael Foster, Ass sta t ity Attorney
City of Lubbock, TX
ITB 25-18701-AE
Fleet Vehicle Oil Change and Consumables
Specifications
INTENT
The City of Lubbock seeks bids for a one-year contract with four additional one-year extension options, to
provide full-service oil change services for the City of Lubbock, servicing sedans, Police and Fire SUVs,
pickups, vans and diesel trucks throughout each calendar year. The bid includes the requests for pricing the
additional optional services for transmission service, air filter replacement, and windshield wiper blade
replacements. These service requirements are based on the manufacturers, and the City of Lubbock Fleet
Services requirements. For purposes of this request, bidders should prepare the quotation with the intent of
providing a minimum of three and a maximum of four oil change services annually per vehicle. Also, include
the cost of providing at least one transmission service annually per city vehicle.
SCOPE OF WORK
1. Multiple Awards: In order to assure adequate coverage for remote locations throughout the City, the
City may make multiple awards, selecting multiple vendors to provide the services desired, if multiple
awards are in the best interest of the City. Cost and location will be used in making this determination.
A decision to make a multiple award of this bid; however, is an option reserved by the City, based on the
needs of the City.
2. Standard Warranty: Any materials and labor provided shall carry standard warranty coverage furnished
by the trade in general.
3. OSHA/WISHA: The Contractor agrees to comply with the conditions of the Federal Occupational Safety
and Health Act of 1970, the Texas lndustrial Safety and Health Act of 1970, and the standards and
regulations issued thereunder, and certifies that all items furnished and purchased under the order will
conform to and comply with said standards and regulations. Contractor further agrees to indemnify and
hold harmless Purchaser from damages assessed against Purchaser as a result of Contractor's failure to
comply with the Acts and the standards issued thereunder and for the failure of the items furnished under
this order to so comply.
4. Drug and Alcohol Testing Program: Vendor shall have a Drug and Alcohol Testing Program in place.
a. Explain how you plan to meet requirements for driver testing and safety sensitive employees.
Include plan for the pre-employment, probable cause, post-accident, and random testing.
b. List name of certified laboratory used for testing and chain of custody procedures.
c. Attach a copy of your company's Drug Free Work Place Policy.
5. Full-Service Oil Change Service:
The following listing includes services and items that shall be included in your bid. These services
shall include the synthetic blend engine oil, oil filter, air cleaner replacement (as needed), chassis
lubrication, vehicle inspection, and preventative maintenance checks:
Drain engine oil and remove engine oil filter. Dispose of these in accordance with Federal and State
requirements. Install new engine oil filter and fill engine with oil. Oil shall meet all O.E.M. warranty,
and viscosity level requirements as required by the vehicle manufacturer's requirements for service.
The service is to include up to six quarts of synthetic blend oil meeting O.E.M warranty requirements.
If less than six quarts are needed, a credit will be noted on the invoice. The service will include an
engine oil filter that meets or exceeds all OEM engine manufacturers warranty requirements.
Additional services required.
a. Check air cleaner, and replace only if dirty or contaminated.
b. Check windshield wiper blades and replace if damaged or worn out.
c. Lubricate chassis as recommended by chassis manufacturer.
d. Perform "under hood visual inspection" for possible mechanical problems.
e. Perform "under chassis visual inspection" for possible mechanical problems.
f. Check and top off oil level of transmission and/or transaxle.
g. Check and top off power steering reservoir oil level.
h. Check and top off oil levels in differentials, rear and front, as equipped.
i. Check and top off windshield washer fluid level.
j. Clean windshield and all windows.
k. Check and adjust tire pressures to requirements as marked on the tire.
6. Other Services Not Required
The Contactor shall advise the operator of any other services needed. The operator shall be required
to take the vehicle to their "Authorized Service Vendor" under contract with the city for assistance
or maintenance in these areas.
The Contractor shall NOT add to or change these items:
a. Check brake master cylinder reservoir and advise operator of need for additional fluid.
b. Check Cooling system and advise operator of need for additional fluid.
c. Check lights and lens and advise operator of any that are malfunctioning or damaged.
7. The Contactor shall utilize products meeting or exceeding vehicle manufacturer specifications for support
of warranty requirements. All components shall be of name brand manufacturer, to include liability
coverage in the event of a failure and dispute over components or products utilized. Vendor shall provide
a list of products, including Manufacturers Brand names that are intended to be used to complete this
bid request and if awarded used to service the vehicles. Product listing shall include all items identified
above.
8. The Contactor shall provide the operator with a copy of the services performed, identifying the City `V'
number, located on the rear of the front fenders of vehicles with the City logo, or from the operator of
un-marked vehicles. The Contactor shall also forward a copy of each ticket to Fleet Services with the
billing statements. The information shall include the current mileage and if equipped, the hour meter
reading. At each service and before the vehicle leaves, the Contactor will install a windshield sticker
reminder on the windshield and it shall have the next oil change required based on miles and date.
9. Light & Medium Duty Vehicle Categories
The following is a current list of City of Lubbock vehicles by category which are included in this oil
change contract:
10. MOBILE SERVICES
The bidder's bid may include a separate price for mobile oil change services of light and medium duty
vehicles. The bidder must indicate on the Bid Form the additional charges, if any, for this mobile service.
The City reserves the right to use this service as needed. Vehicles must be within city limits for services to
be authorized.
City of Lubbock
ITB 25-18701-AE
Fleet Vehicle Oil Change Consumables
Bid Form
Oil Changers
Location
Total
#
Item Description
Quantity
Required UOM
�+/-]
Pleasanton, CA
$203,983.49
Unit Total
Price Cost
. • °; `4 i •i' - .-a:
#1-1 Passenger Cars - Sedans 150 EA 59.99 8,998.50
#1-2 Mid-Sized and full sized SUV's - Police & Fire 300 EA 59.99 17,997.00
#1-3 Mid-Sized and full sized Vans 55 EA 59.99 3,299.45
#1-4 1 Ton Pickups 100 EA 59.99 5,999.00
#1-S 1/2 Ton & 3/4 Ton Pickups 450 EA 59.99 26,995.50
#1-6 Additional Quarts Price, exceeding 6 Quarts 500 QT 8.99 4,495.00
� . � -
#2-1 Chevrolet
#2-2 Ram
#2-3 Ford
#2-4 Additional Quarts price, exceeding 12 Quarts
H3-1 Additional cost for diesei engine oil filter
#3-2 Transmission filter meeting O.E.M requirements
#3-3 Transmission fluid meeting O.E.M requirements
#3-4 Transmission oil pan gasket
#3-5 Transmission Flush
#3-6 Single wiper blade replacement
#3-7 Gasoline Air Filter
#3-8 Cabin Filter
#3-9 Diesel Air Filter
9
14
14
100
50
100
700
100
100
2000
1000
1000
1000
EA
EA
EA
QT
EA
EA
QT
EA
EA
EA
EA
EA
EA
#4-1 Mobile Service I Per Mile
122.92
122.92
122.92
8.99
2.00
No Bid
16.99
No Bid
139.99
1439
No Bid
39.99
35.99
No Bid
1,106.28
1,720.88
1,720.88
899.00
�
100.00
No Bid
11,893.00
No Bid
13,999.00
28,780.00
No Bid
39,990.00
35,990.00
No Bid
City of Lubbock, TX
Purchasing and Contract Management
Vendor Acknowledgement Form
ir� compliance with the Invitallon to Bid, the undersigned Bidder having examined the Invitation to Bid,
instructions to bidders, General Conditions of the Agreement, Specifications, and being familiar with the
conditions to be met, hereby submits the following bid for furnishing the material, equipment, labor and
everything necessary for providing the items listed and agrees to deliver said items at the locations and for the
prices set forth on the bid form and/or the bid table associated with this bid.
A bid will be subject to being considered irregular and may be rejected if it shows omissions, alterations of
form, conditional alternate bids, additions or alternates in lieu of the items specified, if the unit prices are
obviously unbalanced (either in excess of or below reasonably expected values), or irregularities of any kind.
The Invitation to Bid is by reference incorporated in this contract.
Where applicable, prices are quoted as: F.O.B. Destination, Freight Pre-Paid and Allowed
Where applicable, delivery days are: Days After Receipt of Order (ARO)
Unless otherwise specitied herein, the City may award the bid either item-by—item or on an all-or-
none basis for any item or group of items shown on the bid.
The City of Lubbock is seeking a contract for with one or more contractors. In order to assure adequate
coverage, the City may make multiple awards, selecting multiple vendors to provide the products
desired, if multiple awards are in the best interest of the City. A decision to make a multiple award of
this Bid, however, is an option reserved by the City, based on the needs of the City.
PAYMENT TERMS AND DISCOUNTS - Bidder offers a prompt payment discount of io °/o, net
45 calendar days. Discounts will not be considered in determining low bid. Unless otherwise indicated
on the Bid Form, payment terms will be NET THIRTY DAYS. The City will pay the successful bidder within
thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later.
Discounts for prompt payment requiring payment by the City within a stipulated number of days will be
interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a
correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later.
Discounts for payment in less than ten days will not be considered.
MOST FAVORED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price
charged anyone else, including its most favored customer, for like quality and quantity of the
products/services; does not include an element of profit on the sale in excess of that normally obtained by the
Bidder on the sale of products/services of like quality and quantity; and does not include any provision for
discounts to selling agents. If at any time during the contract period, the supplier should sell or offer for sale
to any other customer, an equal or less quantity of similar contract products of like or better quality, at a lower
net price(s) than provided herein, supplier agrees to notify the City and sell same product(s) at the lower
price(s) on all deliveries made during the period in which such lower price(s) is effective.
INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental
entities of the State of Texas, by mutual agreement with the successful bidder, and properly authorized
interlocal purchasing agreements as provided for by the Interlocal Cooperation Act (Chapter 791, Government
Code), the right to purchase the same services, at the prices quoted, for the period of this contract. Each bidder
shall indicate on the Bid Form in the space provided below if he/she will honor Political Subdivision orders
in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate
in this contract, would you (the bidder) agree that all terms, conditions, specifications, and pricing would
apply?
Other governmental entities that might have interests in this contract are Frenship Independent School
District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock
Independent School District, South Plains Association of Governments, City of '1'exarkana, Texas Tech
University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth.
YES ✓ NO
• If you (the bidder) checked YES, the following will apply:
Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of
Lubbock will be eligible, but not obligated, to purchase materials/services under the contract(s)
awarded as a result of this solicitation. All purchases by governmental entities other than the City of
Lubbock will be billed directly to that governmental entity and paid by that governmental entity. City
of Lubbock will not be responsible for another governmental entity's debts. Each governmental entity
will order their own materials/service as needed.
ADDENDA
Bidder acknowledges receipt of addenda issued in regard to this solicitation:
Addenda No. Date
Addenda No. Date
Addenda No. Date
Addenda No. Date
SUSPENSION AND DESARMENT CERTIFICATION
Federal Law (A-102 Common Rule and OMB Circular A-110) prohibits non-Federal entities from contracting
with or making sub-awards under covered transactions to parties that are suspended or debarred or whose
principals are suspended or debarred. Covered transactions include procurement contracts for goods or
services equal to or in excess of $25,000 and all non-procurement transactions (e.g., sub-awards to sub-
recipients).
Contractors receiving individual awards of $25,000 or more and all sub-recipients must certify that their
organization and its principals are not suspended or debarred by a Federal agency.
Before an award of $25,000 or more can be made to your firm, you must certify that your organization
and its principals are not suspended or debarred by a Federal agency.
I, the undersigned agent for the firm named below, certify that neither this firm nor its principals are
suspended or debarred by a Federal agency.
TEXAS GOVERNMENT COI3E SECTION 2252.152
The undersigned representative of the undersigned company or business, being an adult over the age of
eighteen (18) years of age, pursuant to Texas Government Code, Chapter 2252, Section 2252.152, certify that
the company named above is not listed on the website of the Comptroller of the State of Texas concerning the
listing of companies that are identified under Section 806.051, Section 807.051 or Section 2253.153. I further
certify that should the above-named company enter into a contract that is on said listing of companies on the
website of the Comptroller of the State of Texas, which do business with Iran, Sudan or any Foreign Terrorist
Organization, I will immediately notify the City of Lubbock Purchasing and Contract Department.
TEXAS GOVERNMENT CODE SECTION 2271.002
Company hereby certifies the following:
1. Company does not boycott Israel; and
2. Company will not boycott Israel during the term of the contract.
The following definitions apply to this state statute:
(1) "Boycott Israel" means refusing to deal with, terminating business activities with, or otherwise taking any
action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with
Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not
include an action made for ordinary business purposes; and
(2) "Company" means an organization, association, corporation, partnership, joint venture, limited
partnership, limited liability partnership, or limited liability company, including a wholly owned subsidiary,
majority-owned subsidiary, parent company, or affiliate of those entities or business associations that exists
to make a profit.
This Certification is required from a Company if the Company has 10 or more full-time employees and
the contract for goods or services (which includes contracts formed through purchase orders) has a
value of $100,000 or more that is to be paid wholly or partly from public funds of the governmental
entity.
TEXAS GOVERNMENT CODE 2274
By entering into this Agreement, Contractor verifies that: (1) it does not, and will not for the duration of the
contract, have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm
trade association or (2) the verification required bySection 2274.002 of the Texas Government Code does not
apply to the contract.
If Contractor is a company with 10 or more �`ull-time employees and if this Agreement has a value of at least
$100,000 or more, Contractor verifies that, pursuant to Texas Government Code Chapter 2274, it does not
have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade
association; and will not discriminate during the term of the contract against a firearm entity or firearm trade
association.
Contractor represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott
energy companies or (2) the verification required by Section 2274.002 of the Texas Government Code does
not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a value of at least
$100,000 or more, Contractor verifies that, pursuant to Texas Government Code Chapter 2274, it does not
boycott energy companies; and will not boycott energy companies during the term of the Agreement. This
verification is not required for an agreement where a governmental entity determines that these requirements
are inconsistent with the governmental entity's constitutional or statutory duties related to the issuance,
incurrence, or management of debt obligations or the deposit, custody, management, borrowing, or investment
of funds.
INCOMPLETE INFORMATION
Failure to complete or provide any of the information requested in this Request for Proposal, including
references, and/or additional information as information as indicated, may results in disqualification by reason
of "non-responsiveness".
CONTRACTOR ACKNOWLEDGEMENT
In compliance with this solicitation, the undersigned bidder, having examined the bid documents,
instructions to bidders, documents associated with the invitation to bid, and being familiar with the
conditions to be met has reviewed the above information regarding:
• Suspension and Debarment Certification
• Texas Government Code Section 2252.152
• Texas Government Code Section 2271.002
• Texas Government Code 2274
SUBMISSION INFORMATION
An individual authorized to bind the company must sign the following section. Failure to execute this
portion may result in bid rejection.
THIS BID IS SUBMITTED BY Edgar Gonzalez a
corporation organized under the laws of the State of ca�ifornia , or a partnership consisting of
individual trading as
the City of
Tax IIi No.: 68-0031624
Address: 4511 Willow Rd Ste 1
City: Pleasanton State: �A Zip:94588
M/WBE Firm:l I Woman
:
� �H
�
�:,�� ���
� ��;
American
Black American
Asian Pacific American
Please complete the information below.
4/10/25
Authorized Representative - must sign by hand
Native American
Other (Snecifv)
Offlcer Name and Title:. Ed�ar Gonzalez Commercial Sales Manager
Business Telephone Number 925-734-5867 FAX:
of
E-mail Address: edqar.qonzalez@oilchangers.com
Resolution No. 2025-R0291
City of Lubbock
Contract for
ITB 25-18701-AE
Fleet Vehicle Oil Change & Consumables
Contract 18864
THIS CONTRACT made and entered into this24th day of June . 2025, by and between the
City of Lubbock ("City"), and Ranid Oil Chan�e. Inc., ("Contractor").
./- - � - -�-
WHEREAS, the City of Lubbock duly advertised for bids for Fleet Vehicle Oil Change &
Consumables and bids were received and duly opened as required by law; and
WHEREAS, after careful consideration of the bid submitted by Contractor, the City authorized
the execution, in the name of the City of Lubbock a contract with said Contractor covering the purchase
and delivery of the said Fleet Vehicle Oil Change & Consumables.
NOW, THEREFORE, in consideration of the mutual agreement contained herein, as well asthe
financial consideration hereinafter referred to, the parties hereby covenant and agree as follows:
1. In accordance with City's specifications and Contractor's bid, copies of which are attached
hereto and made part hereof, Contractor will deliver to the City, Fleet Vehicle Oil Change &
Consumables, and more speciiically referred to as Items 1-1 through 4-1 on the bid submitted
by the Contractor or in the specifications attached hereto.
2. The City promises and agrees to employ, and does employ, the Contractor to cause to be done
the work provided for in this Contract and to complete and finish the same according to the
attached specifications, offer, and terms and conditions contained herein.
3. The contract shall be for a term of one (1) year, with the option of four (4), one-year extensions,
said date of term beginning upon formal approval. This Contract will renew automatically for
the additional terms, unless either Party gives 90-day written notice to terminate the Contract.
4. All stated annual quantities are approximations of usage during the time period to be covered by
pricing established by this bid. Actual usage may be more or less. Order quantities will be
deternuned by actual need. The City of Lubbock does not guarantee any specific amount of
compensation, volume, minimum, or maximum amount of services under this bid and resulting
contract.
5. The Contractor must maintain the insurance coverage required during the term of this contract
including any extensions. It is the responsibility of the Contractor to ensure that valid insurance
is on file with the Purchasing and Contract Management Department as required by contract or
contract may be terminated for non-compliance.
6. A) Prices quoted shall be guaranteed for a period for six (6) months upon City approval. The rate
may be adjusted at the City's discretion for the effective change in Consumer Price Index (CPI)
or Product Price Index (PPI) as appropriate.
B) Further, if the Contractor can provide documentation for actual charges for material, labor,
etc. that demonstrates that the change in CPI or PPI is not sufficient, the Contractor shall provide
such documentation to the City, and at the City's sole discretion, the contractual rate may be
further adjusted. If agreement regarding a new rate cannot be reached, the City shall terminate
at the end of the current contract period.
C) If an adjustment to pricing is granted under this section, the Contractor must provide the
Director of Purchasing and Contract Management written, quarterly documentation to justify the
ongoing adjustment. If no such documentation is timely received, the rate will automatically
revert to the initial, awarded rate.
7. This contract shall remain in effect until the first of the following occurs: (1) the expiration date,
(2) performance of services ordered, or (3) termination of by either party with a 90-day written
notice. The City of Lubbock reserves the right to award the canceled contract to the next lowest
and best bidder as it deems to be in the best interest of the city.
8. Contractor shall at all times be an independent contractor and not an agent or representative of
City with regard to performance of the Services. Contractor shall not represent that it is, orhold
itself out as, an agent or representative of City. In no event shall Contractor be authorized to
enter into any agreement or undertaking for or on behalf of City.
9. Insurance Requirements
SECTION A. Prior to the approval of this contract by the City, the Contractor shall furnish a completed
Insurance Certificate to the City, which shall be completed by an agent authorized to bind the named
underwriter(s) to the coverages, limits, and termination provisions shown thereon, and which shall
furnish and contain all required information referenced or indicated thereon. THE CITY SHALL HAVE
NO DUTY TO PAY OR PERFORM UNDER THIS CONTRACT UNTIL SUCH CERTIFICATE
SHALL HAVE BEEN DELIVERED TO THE CITY.
SECTION B. The City reserves the right to review the insurance requirements of this section during
the effective period of the contract and to require adjustment of insurance coverages and their limits
when deemed necessary and prudent by the City based upon changes in statutory law, court decisions,
or the claims history of the industry as well as the Contractor.
SECTION C. Subject to the Contractor's right to maintain reasonable deductibles in such amounts as
are approved by the City, the Contractor shall obtain and maintain in full force and effect for the duration
of this contract, and any extension hereof, at Contractor's sole expense, insurance coverage written by
companies approved by the State of Texas and acceptable to the City, in the following type(s) and
amount(s):
Commercial General Liabilitv Requirements: $1M occurrence /$2M aggregate (can be combined
with an Excess Liability to meet requirement). CGL is required in ALL contracts. It is perhaps the
most important of all insurance policies in a contractual relationship. It insures the Contractor has
broad liability coverage for contractual activities and for completed operations.
Commercial General Liability to include Products — Completion/OP, Personal and Advertising Injury,
Contractual Liability, Fire Damage (any one fire), and Medical Expenses (any one person).
Gara�ekeepers Le�al Liability Requirements: $1M occurrence /$2M aggregate
Automobile Liability Requirements: $1 M occurrence
Workers Compensation and Emplover Liabilitv Repuirements: Statutory. If the vendor is an
independent contractor with no employees and are exempt from providing Workers' Compensation
coverage, they must sign a waiver (obtained from COL Purchasing) and include a copy of their
driver's license... Employer Liability ($1M/occurrence) is required with Workers Compensation.
* The City of Lubbock (including its officials, employees and volunteers) shall be afforded additional insured
status on a primary and non-contributory basis on all liability policies except professional liabilities and
workers' comp.
* Waivers of Subrogation are required for CGL, AL, and WC.
* To Include Products of Completed Operations endorsement.
* Carrier will provide a 30-day written notice of cancellation, 10-day written notice for non-payment.
* Carriers must meet an A.M. Best rating of A- or better.
* Subcontractors must carry same limits as listed above.
IMPORTANT: POLICY ENDORSEMENTS
The Contractor will provide copies of the policies without expense, to the City and all endorsements
thereto and may make any reasonable request for deletion, revision, or modifcation of particular policy
terms, conditions, limitations, or exclusions (except where policy provisions are established by law or
regulation binding upon either of the parties hereto or the underwriter of any of such policies). Upon
such request by the City, the Contractor shall exercise reasonable efforts to accomplish such changes in
policy coverages, and shall pay the cost thereof. Any costs will be paid by the Contractor.
REQUI�tED PROVISIONS
The Contractor agrees that with respect to the above required insurance, all insurance contracts and
certificate(s) of insurance will contain and state, in writing, on the certificate or its attachment, the
following required provisions:
a. Name the City of Lubbock and its officers, employees, and elected representatives as additional
insureds, (as the interest of each insured may appear) as to all applicable coverage;
b. Provide for 30 days notice to the City for cancellation, nonrenewal, or material change;
c. Provide for notice to the City at the address shown below by registered mail;
d. The Contractor agrees to waive subrogation against the City of Lubbock, its officers, employees,
and elected representatives for injuries, including death, property damage, or any other loss to
the extent same may be covered by the proceeds of insurance;
e. Provide that all provisions of this contract concerning liability, duty, and standard of care
together with the indemnification provision, shall be underwritten by contractual liability
coverage sufficient to include such obligations within applicable policies.
NOTICES
The Contractor shall notify the City in the event of any change in coverage and shall give such notices
not less than 30 days prior the change, which notice must be accompanied by a replacement
CERTIFICATE OF INSURANCE.
All notices shall be given to the City at the following address:
Marta Alvarez, Director of Purchasing & Contract Management
City of Lubbock
1314 Avenue K, 9`f' Floor
Lubbock, Texas 79401
SECTION D. Approval, disapproval, or failure to act by the City regarding any insurance supplied by
the Contractor shall not relieve the Contractor of full responsibility or liability for damages and accidents
as set forth in the contract documents. Neither shall the bankruptcy, insolvency, or denial of liability by
the insurance company exonerate the Contractor from liability.
10. Neither the City nor the Contractor shall assign, transfer or encumber any rights, duties or
interests accruing from this Contract without the written consent of the other.
11. The City reserves the right to exercise any right or remedy to it by law, contract, equity, or
otherwise, including without limitation, the right to seek any and all forms of relief in a court of
competent jurisdiction. Further, the City shall not be subject to any arbitration process prior to
exercising its unrestricted right to seek judicial remedy. The remedies set forth herein are
cumulative and not exclusive, and may be exercised concurrently. To the extent of any conflict
between this provision and another provision in, or related to, this document, this provision shall
control.
12 At any time during the term of the contract, or thereafter, the City, or a duly authorized audit
representative of the City or the State of Texas, at its expense and at reasonable times, reserves
the right to audit Contractor's records and books relevant to all services provided to the City
under this Contract. In the event such an audit by the City reveals any errors or overpayments by
the City, Contractor shall refund the City the full amount of such overpayments within 30 days
of such audit findings, or the City, at its option, reserves the right to deduct such amounts owing
the City from any payments due Contractor.
13. All funds for payment by the City under this contract are subject to the availability of an annual
appropriation for this purpose by the City. I� the event of non-appropriation of funds by the City
Council of the City of Lubbock for the goods or services provided under the contract, the City
will terminate the contract, without termination charge or other liability, on the last day of the
then-current fiscal year or when the appropriation made for the then-current year for the goods
or services covered by this contract is spent, whichever event occurs first. If at any time funds
are not appropriated for the continuance of this contract, cancellation shall be accepted by the
Seller on 30 days prior written notice, but failure to give such notice shall be of no effect and the
City shall not be obligated under this contract beyond the date of termination.
14. The Contractor shall not assign or sublet the contract, or any portion of the contract, without
written consent from the Director of Purchasing and Contract Management. Should consent be
given, the Contractor shall insure the Subcontractor or shall provide proof on insurance from the
Subcontractor that complies with all contract Insurance requirements.
15. Contractor acknowledges by supplying any Goods or Services that the Contractor has read, fully
understands, and will be in iull compliance with all terms and conditions and the descriptive
material contained herein and any additional associated documents and Amendments. The City
disclaims any terms and conditions provided by the Contractor unless agreed upon in writing by
the parties. In the event of conflict between these terms and conditions and any terms and
conditions provided by the Contractor, the terms and conditions provided herein shall prevail.
The terms and conditions provided herein are the imal terms agreed upon by the parties, and any
prior conflicting terms shall be of no force or effect.
16. The Contractor (i) does not engage in business with Iran, Sudan or any foreign terrorist
organization and (ii) it is not listed by the Texas Comptroller under Section 2252.153, Texas
Government Code, as a company known to have contracts with or provide supplies or services
to a foreign terrorist organization. As used in the immediately preceding sentence, "foreign
terrorist organization" shall have the meaning given such term in Section 2252.151, Texas
Government Code.
17. The requirements of Subchapter J, Chapter 552, Government Code, may apply to this
contract and the contractor or vendor agrees that the contract can be terminated if the
contractor or vendor knowingly or intentionally fails to comply with a requirement of that
subchapter.
To the extent Subchapter J, Chapter 552, Government Code applies to this agreement, Contractor
agrees to: (1) preserve all contracting information related to the contact as provided by the
records retention requirements applicable to the governmental body for the duration of the
contract; (2) promptly provide to the governmental body any contracting information related to
the contract that is in the custody or possession of the entity on request of the governmental body;
and (3) on completion of the contract, either: (A) provide at no cost to the governmental body all
contracting information related to the contract that is in the custody or possession of the entity; or
(B) preserve the contracting information related to the contract as provided by the records
retention requirements applicable to the governmental body.
18. Pursuant to Section 2271.002 of the Texas Government Code, a) This section applies only to a
contract that: (1) is between a governmental entity and a company with 10 or more full-time
employees; and (2) has a value of $100,000 or more that is to be paid wholly or partly from
public funds of the governmental entity. (b) A governmental entity may not enter into a contract
with a company for goods or services unless the contract contains a written verification from the
company that it: (1) does not boycott Israel; and (2) will not boycott Israel during the term of the
contract.
19. By entering into this Agreement, Contractor verifies that: (1) it does not, and will not for the
duration of the contract, have a practice, policy, guidance, or directive that discriminates against
a firearm entity or firearm trade association or (2) the verification required by Section 2274.002
of the Texas Government Code does not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a
value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Government Code
Chapter 2274, it does not have a practice, policy, guidance, or directive that discriminates against
a firearm entity or firearm trade association; and will not discriminate during the term of the
contract against a firearm entity or firearm trade association.
Contractor represents and warrants that: (1) it does not, and will not for the duration of the
contract, boycott energy companies or (2) the verification required by Section 2274.002 of the
Texas Government Code does not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a
value of at least $100,000 or more, Contractor verifies that, pursuant to Texas Government Code
Chapter 2274, it does not boycott energy companies; and will not boycott energy companies
during the term of the Agreement. This verification is not required for an agreement where a
governmental entity determines that these requirements are inconsistent with the governmental
entity's constitutional or statutory duties related to the issuance, incurrence, or management of
debt obligations or the deposit, custody, management, borrowing, or investment of funds.
20. The Contractor shall retain all information received from or concerning the City and the City's
business in strictest confidence and shall not reveal such information to third parties without
prior written consent of the City, unless otherwise required by law.
21. The Contractor shall indemnify and save harmless the city of Lubbock and its elected officials,
officers, agents, and employees from all suits, actions, losses, damages, claims, or liability of
any kind, character, type, or description, including without limiting the generality of the
foregoing, all expenses of litigation, court costs, and attorney's fees, for injury or death to any
person, or injury to any property, received or sustained by any person or persons or property, to
the extent arising out of, related to or occasioned by, the negligent acts of the Contractor, its
agents, employees, and/or subcontractors, related to the performance, operations or omissions
under this agreement and/or the use or occupation of city owned properiy. The indemnity
obligation provided herein shall survive the expiration or termination of this agreement.
22. This Contract consists of the following documents set forth herein; Invitation to Bid No. 25-
18701-AE, Specifications, and the Bid Form.
IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed the day and year first
above written. Executed in triplicate.
C OF LUBBOC
Mark cBrayer, Mayor
EST:
Courtney Paz, City Secretary
PROVED AS TO CONTENT:
',
Dominic Esperat, Director of Fl et Operations
CONTRACTOR
Authoriz d Representative
����� �-�a
Print Name
�t 3O� ��c��r� A��
Address
C._.�,,,b�oc.►ti. Tj� �-G� a3
City, State, Zip Code
APPROVED AS TO FO .
Rac ael Foster, Ass tant ity Attorney
City of Lubbock, TX
ITB 25-18701-AE
Fleet Vehicle Oil Change and Consumables
Specifications
INTENT
The City of Lubbock seeks bids for a one-year contract with four additional one-year extension options, to
provide full-service oil change services for the City of Lubbock, servicing sedans, Police and Fire SUVs,
pickups, vans and diesel trucks throughout each calendar year. The bid includes the requests for pricing the
additional optional services for transmission service, air filter replacement, and windshield wiper blade
replacements. These service requirements are based on the manufacturers, and the City of Lubbock Fleet
Services requirements. For purposes of this request, bidders should prepare the quotation with the intent of
providing a minimum of three and a maximum of four oil change services annually per vehicle. Also, include
the cost of providing at least one transmission service annually per city vehicle.
SCOPE OF WORK
1. Multiple Awards: In order to assure adequate coverage for remote locations throughout the City, the
City may make multiple awards, selecting multiple vendors to provide the services desired, if multiple
awards are in the best interest of the City. Cost and location will be used in making this determination.
A decision to make a multiple award of this bid; however, is an option reserved by the City, based on the
needs of the City.
2. Standard Warranty: Any materials and labor provided shall carry standard warranty coverage furnished
by the trade in general.
3. OSHA/WISHA: The Contractor agrees to comply with the conditions of the Federal Occupational Safety
and Health Act of 1970, the Texas Industrial Safety and Health Act of 1970, and the standards and
regulations issued thereunder, and certifies that all items furnished and purchased under the order will
conform to and comply with said standards and regulations. Contractor further agrees to indemnify and
hold harmless Purchaser from damages assessed against Purchaser as a result of Contractor's failure to
comply with the Acts and the standards issued thereunder and for the failure of the items furnished under
this order to so comply.
4. Drug and Alcohol Testing Program: Vendor shall have a Drug and Alcohol Testing Progam in place.
a. Explain how you plan to meet requirements for driver testing and safety sensitive employees.
Include plan for the pre-employment, probable cause, post-accident, and random testing.
b. List name of certified laboratory used for testing and chain of custody procedures.
c. Attach a copy of your company's Drug Free Work Place Policy.
5. Full-Service Oil Change Service:
The following listing includes services and items that shall be included in your bid. These services
shall include the synthetic blend engine oil, oil filter, air cleaner replacement (as needed), chassis
lubrication, vehicle inspection, and preventative maintenance checks:
Drain engine oil and remove engine oil filter. Dispose of these in accordance with Federal and State
requirements. Install new engine oil filter and fill engine with oil. Oil shall meet all O.E.M. warranty,
and viscosity level requirements as required by the vehicle manufacturer's requirements for service.
The service is to include up to six quarts of synthetic blend oil meeting O.E.M warranty requirements.
If less than six quarts are needed, a credit will be noted on the invoice. The service will include an
engine oil filter that meets or exceeds all OEM engine manufacturers warranty requirements.
Additional services required.
a. Check air cleaner, and replace only if dirty or contaminated.
b. Check windshield wiper blades and replace if damaged or worn out.
c. Lubricate chassis as recommended by chassis manufacturer.
d. Perform "under hood visual inspection" for possible mechanical problems.
e. Perform "under chassis visual inspection" for possible mechanical problems.
f. Check and top off oil level of transmission and/or transaxle.
g. Check and top off power steering reservoir oil level.
h. Check and top off oil levels in differentials, rear and front, as equipped.
i. Check and top off windshield washer fluid level.
j. Clean windshield and all windows.
k. Check and adjust tire pressures to requirements as marked on the tire.
6. Other Services Not Required
The Contactor shall advise the operator of any other services needed. The operator shall be required
to take the vehicle to their "Authorized Service Vendor" under contract with the city for assistance
or maintenance in these areas.
The Contractor shall NOT add to or change these items:
a. Check brake master cylinder reservoir and advise operator of need for additional fluid.
b. Check Cooling system and advise operator of need for additional fluid.
c. Check lights and lens and advise operator of any that are malfunctioning or damaged.
7. The Contactor shall utilize products meeting or exceeding vehicle manufacturer specifications for support
of warranty requirements. All components shall be of name brand manufacturer, to include liability
coverage in the event of a failure and dispute over components or products utilized. Vendor shall provide
a list of products, including Manufacturers Brand names that are intended to be used to complete this
bid request and if awarded used to service the vehicles. Product listing shall include all items identified
above.
8. The Contactor shall provide the operator with a copy of the services performed, identifying the City `V'
number, located on the rear of the front fenders of vehicles with the City logo, or from the operator of
un-marked vehicles. The Contactor shall also forward a copy of each ticket to Fleet Services with the
billing statements. The information shall include the current mileage and if equipped, the hour meter
reading. At each service and before the vehicle leaves, the Contactor will install a windshield sticker
reminder on the windshield and it shall have the next oil change required based on miles and date.
9. Light & Medium Duty Vehicle Categories
The following is a current list of City of Lubbock vehicles by category which are included in this oil
change contract:
10. MOBILE SERVICES
The bidder's bid may include a separate price for mobile oil change services of light and medium duty
vehicles. The bidder must indicate on the Bid Form the additional charges, if any, for this mobile service.
The City reserves the right to use this service as needed. Vehicles must be within city limits for services to
be authorized.
City of Lubbock
ITB 25-18701-AE
Fleet Vehicle Oil Change Consumables
Bid Form
#
Item Description
Rapid Oil Change, Inc.
Location Odessa, TX
Total $131,670.40
Quantity Unit Total
Required UOM price Cost
(+/-)
.- -
#1-1 Passenger Cars - Sedans ~ 150
#1-2 Mid-Sized and full sized SUV's - Police & Fire 300
#1-3 Mid-Sized and full sized Vans 55
#1-4 1 Ton Pickups 100
�1-5 1/2 Ton & 3/4 Ton Pickups 450
#1-6 Additional Quarts Price, exceeding 6 Quarts 500
� . . •
#2-1 Chevrolet 9
#2-2 Ram 14
#2-3 Ford 14
#2-4 Additional Quarts price, exceeding 12 Quarts 100
� . . . -�
#3-1 Additional cost for diesel engine oil filter 50
#3-2 Transmission filter meeting O.E.M requirements 100
#3-3 Transmission fluid meeting O.E.M requirements 700
#3-4 Transmission oil pan gasket 100
#3-5 Transmission Flush 100
#3-6 Single wiper blade replacement 2000
#3-7 Gasoline Air Filter 1000
#3-8 Cabin Filter 1000
#3-9 Diesel Air Filter 1000
EA
EA
EA
EA
EA
QT
�
EA
EA
EA
QT
�
EA
EA
4T
EA
EA
EA
EA
EA
EA
tt4-1 Mobile Service 1 Per Mile
38.95 5,842.50
38.95 11,685.00
38.95 2,142.25
38.95 3,895.00
38.95 17,527.50
5.35 2,675.00
�
109.95 989.55
109.95 1,539.30
109.95 1,539.30
5.35 535.00
No Bid
No Bid
No Bid
No Bid
9.10
2135
43.75
No Bid
_
No Bid
No Bid
No Bid
No Bid
No Bid
18,200.00
21,350.00
43,750.00
No Bid
-
No Bid
City of Lubbock, TX
Purchasing and Contract Management
Vendor Acknowledgement Form
In compliance with the Invitation to Bid, the undersigned Bidder having examined the Invita.rion to Bid,
instructions to bidders, General Conditions of the Agreement, Specifications, and being familiar with the
conditions to be met, hereby submits the following bid for furnishing the material, equipment, labor and
everything necessary for providing the items listed and agrees to deliver said items at the locations and for the
prices set forth on the bid form and/or the bid table associated with this bid.
A bid will be subject to being considered irregular and may be rejected if it shows omissions, alterations of
form, conditional alternate bids, additions or alternates in lieu of the items specified, if the unit prices are
obviously unbalanced (either in excess of or below reasonably expected values), or irregularities of any kind.
The Invitation to Bid is by reference incorporated in this contract.
Where applicable, prices are quoted as: F.O.B. Destination, Freight Pre-Paid and Allowed
Where applicable, delivery days are: Days After Receipt of Order (ARO)
Unless otherwise specified herein, the City may award the bid either item-by—item or on an all-or-
none basis for any item or group of items shown on the bid.
The City of Lubbock is seeking a contract for with one or more contractors. In order to assure adequate
coverage, the City may make multiple awards, selecting multiple vendors to provide the products
desired, if multiple awards are in the best interest of the City. A decision to make a multiple award of
this Bid, however, is an option reserved by the City, based on the needs of the City.
PAYMENT TERMS AND DISCOiJNTS - Bidder offers a prompt payment discount of �%, net
_�_calendar days. Discounts will not be considered in determining low bid. Unless otherwise indicated
on the Bid Form, payment terms will be NET THIRTY DAYS. The City will pay the successful bidder within
thirty days after the receipt of a correct invoice or after the date of acceptance, whichever event occurs later.
Discounts for prompt payment requiring payment by the City within a stipulated number of days will be
interpreted as applying within the stipulated number of calendar days after the date of receipt by the City of a
correct invoice or after the date of acceptance that meets contract requirements, whichever event occurs later.
Discounts for payment in less than ten days will not be considered.
MOST FAVORED PRICING: The Bidder certifies that the price quoted is not in excess of the lowest price
charged anyone else, including its most favored customer, for like quality and quantity of the
products/services; does not include an element of profit on the sale in excess of that normally obtained by the
Bidder on the sale of products/services of like quality and quantity; and does not include any provision for
discounts to selling agents. If at any time during the contract period, the supplier should sell or offer for sale
to any other customer, an equal or less quantity of similar contract products of like or better quality, at a lower
net price(s) than provided herein, supplier agrees to norify the City and sell same product(s) at the lower
price(s) on all deliveries made during the period in which such lower price(s) is effective.
INTERLOCAL PURCHASING (optional): The City desires to make available to other local governmental
entities of the State of Texas, by mutual agreement with the successful bidder, and properly authorized
interlocal purchasing agreements as provided for by the Interlocal Cooperation Act (Chapter 791, Govemment
Code), the right to purchase the same services, at the prices quoted, for the period of this contract. Each bidder
shall indicate on the Bid Form in the space provided below if he/she will honor Political Subdivision orders
in addition to orders from the City of Lubbock. Should these other governmental entities decide to participate
in this contract, would you (the bidder) agree that all terms, conditions, specifications, and pricing would
apply?
Other governmental enNties that might have interests in this contract are Frenship Independent School
District, Lubbock Housing Authority, Lubbock County, Lubbock County Hospital District, Lubbock
Independent School District, South Plains Association of Governments, City of Tezarkana, Texas Tech
University, West Texas Municipal Power Agency, Lynn County, and City of Wolfforth.
YES NO
If you (the bidder) checked YES, the following will apply:
Governmental entities utilizing Interlocal Agreements for Cooperative Purchasing with the City of
Lubbock will be eligible, but not obligated, to purchase materials/services under the contract(s)
awarded as a result of this solicitation. All purchases by governmental entities other than the City of
Lubbock will be billed directly to that governmenta.l entity and paid by that governmental entity. City
of Lubbock will not be responsible for another governmental entity's debts. Each governmenta.l entity
will order their own materials/service as needed.
ADDENDA
Bidder acknowledges receipt of addenda issued in regazd to this solicitation:
Addenda No. Date
Addenda No. Date
Addenda No. Date
Addenda No. Date
SUSPENSION AND DEBARMENT CERTIFICATION
Federal Law (A-102 Common Rule and OMB Circular A-110) prohibits non-Federal entities from contracting
with or making sub-awards under covered transactions to parties that aze suspended or debarred or whose
principals are suspended or debarred. Covered transactions include procurement contracts for goods or
services equal to or in excess of $25,000 and all non-procurement transactions (e.g., sub-awards to sub-
recipients).
Contractors receiving individual awards of $25,000 or more and all sub-recipients must certify that their
organization and its principals are not suspended or debarred by a Federal agency.
Before an award of $25,000 or more can be made to your firm, you must certify that your organization
and its principals are not suspended or debarred by a Federal agency.
I, the undersigned agent for the firm named below, certify that neither this firm nor its principals are
suspended or debarred by a Federal agency.
TEXAS GOVERNMENT CODE SECTION 2252.152
The undersigned representative of the undersigned company or business, being an adult over the age of
eighteen (18) years of age, pursuant to Texas Government Code, Chapter 2252, Section 2252.152, certify that
the company named above is not listed on the website of the Comptroller of the State of Texas concerning the
listing of companies that are identified under Section 806.051, Section 807.051 or Section 2253.153. I further
certify that should the above-named company enter into a contract that is on said listing of companies on the
website of the Comptroller of the State of Texas, which do business with Iran, Sudan or any Foreign Terrorist
Organization, I will immediately notify the City of Lubbock Purchasing and Contract Department.
TEXAS GOVERNMENT CODE SECTION 2271.002
Company hereby certifies the following:
1. Company does not boycott Israel; and
2. Company will not boycott Israel during the term of the contract.
The following definitions apply to this state statute:
(1) "Boycott Israel" means refusing to deal with, terminating business activities with, or otherwise taking any
action that is intended to penalize, inflict economic harm on, or limit commercial relations specifically with
Israel, or with a person or entity doing business in Israel or in an Israeli-controlled territory, but does not
include an action made for ordinary business purposes; and
(2) "Company" means an organization, association, corporation, partnership, joint venture, limited
partnership, limited liability partnership, or limited liability company, including a wholly owned subsidiary,
majority-owned subsidiary, parent company, or affiliate of those entities or business associations that exists
to make a profit.
This Certification is required from a Company if the Company has 10 or more full-time employees and
the contract for goods or services (which includes contracts formed through purchase orders) has a
value of $100,000 or more that is to be paid wholly or partly from public funds of the governmental
entity.
TEXAS GOVERNMENT CODE 2274
By entering into this Agreement, Contractor verifies that: (1) it does not, and will not for the duration of the
contract, have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm
trade association or (2) the verification required bySection 2274.002 of the Texas Government Code does not
apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a value of at least
$100,000 or more, Contractor verifies that, pursuant to Texas Government Code Chapter 2274, it does not
have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade
association; and will not discriminate during the term of the contract against a firearm entity or firearm trade
association.
Contractor represents and warrants that: (1) it does not, and will not for the duration of the contract, boycott
energy companies or (2) the verification required by Section 2274.002 of the Texas Government Code does
not apply to the contract.
If Contractor is a company with 10 or more full-time employees and if this Agreement has a value of at least
$100,000 or more, Contractor verifies that, pursuant to Texas Government Code Chapter 2274, it does not
boycott energy companies; and will not boycott energy companies during the term of the Agreement. This
verification is not required for an agreement where a governmental entity determines that these requirements
are inconsistent with the governmental entity's constitutional or statutory duties related to the issuance,
incurrence, or management of debt obligations or the deposit, custody, management, borrowing, or investment
of funds.
INCOMPLETE INFORMATION
Failure to complete or provide any of the information requested in this Request for Proposal, including
references, and/or additional information as information as indicated, may results in disqualification by reason
of "non-responsiveness".
CONTR.ACTOR ACKNOWLEDGEMENT
In compliance with this solicitation, the undersigned bidder, having examined the bid documents,
instructions to bidders, documents associated with the invitation to bid, and being familiar with the
conditions to be met has reviewed the above information regarding:
• Suspension and Debarment Certification
• Texas Government Code Section 2252.152
• Texas Government Code Section 2271.002
• Texas Government Code 2274
SUBMISSION INFORMATION
An individual authorized to bind the company must sign the following section. Failure to execute this
portion may result in bid rejection.
THIS BID IS SUBMITTED BY
a
corporation organized under the laws of the State of �,�,',� , or a parinership consisting of
or individual trading as of
the City of �,F�� _
Tax ID No.: T 5"
� � . - t:� ::ilJ I:�r�J;
/il.�i.l - I. • � ��
M/WBEFirm:� � Woman � � B1ackAmerican � � Narive
can
Please complete the information below.
i
By Date:_�
Au zed R rese tative - mus gn by and
Officer Name and Title: `�j���;���
Business Telephone Number�� 3_,rD������ FAX.
�
E-mail Address:
CERTIFICATE OF INTERESTED PARTIES FORnn 1295
���
Complete Nos, i- 4 and s ff there are interested partles. OFFICE USE ONLY
Complete Nos. i, 2, 3, 5, and s ff there are no irrterested parttes. CERTIFlCATION OF FILING
1 Name of business entlty filing fortn, and the city, state and country of the business errtity's place Certificate Number.
of business. 2025-1310742
Rapid Oil Change Inc.
Odessa, TX Urirted States Date Flled:
2 Name of govemmen en ty or state agency that s a party to the contract or whi the rm is OS/1612025
being Rled.
City of Lubbock Date Aclmow(edged:
3 Provide the identification number used by the govemmeMal et►tity or state agency to t�ack or identify the coMract, and provide a
description of the services, goods, or other property to be provided under the cor►tract
18701
Fleet Vehicle Ofl Change and Consumables
Nature otinterest
4 Name of Interested Party City, State, Cou�y (ptaoe of business) (check appltcable)
Corrtrolling Irrtem'�edtary
Wincheli, Roger Odessa, TX Un'tted States X
S Check only if there is NO lirterested Party. �
6 UNSWORN DECU4RATION
My name is � Q ��C�Gj.�.� , and my date of birth is � � ���
�,�d����� �r��RL .nQ,n�� �.�I
��� c�� � c�U ��� ���
I declare under penalty of perjury that the foregoing is true and corcect.
��� �� County, State of on the da of . 20
(manth) (Yeed
Signature of authorized agent of contracting business entity
(oeda�aM)
Forms provided by Texas Ethics Commission www.ethics.state.bc.us Version V4.I.O.e02d6221