CUE OIL, ANTIFREEZE, FLUIDS, LUBRICANTS AND RECYCLING SERVICES PROPOSAL 2006
Proposals are due at 12:00 p.m., noon, November 7, 2006, Delivery address – 100 Lincoln St., Akron, OH 44325-9001
Mailing Address – 302 Buchtel Common, Akron, OH 44325-9001
Section 2 Page #9
REQUEST FOR PROPOSAL
FOR THE
COMMUNITY, UNIVERSITY AND EDUCATIONAL PURCHASING ASSOCIATION
OIL, ANTIFREEZE, FLUIDS, LUBRICANTS AND RECYCLING SERVICES
STEERING COMMITTEE REPRESENTATIVE:
SUE MORGAN
CONTRACT ADMINISTRATOR:
ANDY ROTH
1. Purpose & Intent: This price inquiry is for Oil, Anti-freeze, Fluids, Lubricants and Recycling Services for the COMMUNITY, UNIVERSITY AND EDUCATIONAL PURCHASING ASSOCIATION MEMBERS (CUE) as listed on the attached Roster. The term of the resultant price agreement shall commence on the day following award decision and terminate one year later. The CUE Members reserve the right to renew the resultant price agreement for (2) one additional years, one year at a time, subject to mutual agreement of both parties. The CUE Members also reserve the right to extend the resultant price agreement a maximum of thirty (30) days beyond the normal expiration date.
The members of CUE have similar requirements for a wide range of OIL, ANTIFREEZE, FLUIDS, LUBRICANTS AND RECYCLING SERVICES. These products are now acquired from a variety of sources including many different distributors. In order to realize substantial economics in both pricing and administration of these purchases, CUE is requesting quotations from candidates that can supply all of the OIL, ANTIFREEZE, FLUIDS, LUBRICANTS AND RECYCLING SERVICES needed by CUE members.
2. Estimated Dollar Volume: The estimated annual volume of this contract is in excess of $100,000 (more or less).
3. Price and Commitment: The CUE Members do not obligate themselves to purchase the estimated quantities indicated, but the full discount offered must be allowed should the purchases be more or less. The requirements may exceed the quantities shown and the successful bidder(s) will be required to furnish all requirements as shown on purchase orders from the various institutions that are dated during the life of the agreement (by the mailing date). The buyer reserves the right to negotiate a greater discount or seek competitive bids on any requirements during the term of the contract based upon significant increases in aggregate volume of projected activity.
4. Price: All discounts are to remain firm for the life of the price agreement or until such time as the manufacturer makes adjustments in the pricing sources listed and CUE members will receive at least 30 days prior notice of a pending price adjustment together with the new applicable manufacturer’s price publications. New related product lines may be added during the course of this agreement by the supplier of record at like discounts.
It is understood that all orders under this agreement will equal the minimum package quantity required by the successful distributor or will be in multiples thereof. Further, for orders calling for products not normally stocked by the supplier, with a value of less than $500.00 the supplier will be allowed to hold those orders to combine them with other orders from CUE members until such time as the total value exceeds $500.00. In those cases where the supplier is required to pay incoming freight charges on “special orders” from the manufacturer, such charges will be added to the invoice without a mark-up.
5. Special note: Included in this package is a current roster of CUE Members. This roster changes as new members are accepted or as current members opt not to renew their membership with CUE. Will you extend the prices and terms offered to new members as they are accepted.
______Yes, prices and terms will be extended.
______No, prices and terms will not be extended.
CUE OIL, ANTIFREEZE, FLUIDS, LUBRICANTS AND RECYCLING SERVICES PROPOSAL 2006
Proposals are due at 12:00 p.m., noon, November 7, 2006, Delivery address – 100 Lincoln St., Akron, OH 44325-9001
Mailing Address – 302 Buchtel Common, Akron, OH 44325-9001
Section 2 Page #9
6. Catalogs: Please DO NOT include descriptive product literature with your response. The successful bidder will be expected to supply each CUE member with a comprehensive literature binder that includes the catalogs of all OIL, ANTIFREEZE, FLUIDS, LUBRICANTS AND RECYCLING SERVICES that are the subject of this contract together with the means for the CUE member to identify their Net Cost under the program. Nothing in the terms of this agreement shall be deemed to be a guarantee that the CUE members will purchase all or any of their OIL, ANTIFREEZE, FLUIDS, LUBRICANTS AND RECYCLING SERVICES requirements from the supplier, however, they will be encouraged to do so and information concerning the individual member decision makers will be made available to the supplier.
7. Quality: Bidders are to recognize that only first quality products are acceptable.
8. F.O.B. Point: All bids must be F.O.B. Destination. Any freight, shipping and delivery charges must be included in your price discount structure, except for “special orders” as described above. Any other exceptions should be clearly defined below.
______.
9. Buy Ohio: The CUE Members will apply domestic Ohio bid preference as outlined in Amended Ohio H.B. 1984.
10. Order Editing: The successful supplier(s) will be responsible for editing orders received. Orders are to be edited within ten (10) working days for:
a. Correct Catalog Number
b. Unit and Amount Costs
c. Estimated Delivery Date
d. Remit to Information
Supplier is to promptly notify the individual member in writing of any discrepancy in the order. Any supplier failing to notify the individual member of any discrepancy on a purchase order will be responsible for any costs incurred in correcting the item or items on the particular order.
11. Billing: You are required to state any special billing format that will be reflected on your invoice.
i.e. Supplier/Manufacturer
Manufacturer/Supplier
Manufacturer
c/o Supplier
These special cases must be stated in the bid document to aid all CUE members in writing future purchase orders.
12. Order Cancellation: Please indicate if you have a "CANCELLATION PENALTY" and explain in detail what the days and percentage penalty would be, if any.
______
______
13. Special Discounts: If any special discounts are given during the period of this price agreement it must be fully documented as an additional offering to your price agreement.
______
14. Discontinued Products: If a line or product is discontinued during the term of this price agreement, sufficient notice must be given in order that members have an opportunity to purchase for their institution.
______
15. Awards: The most responsible and responsive bid will be the supplier that has the ability, capacity, and skill to execute the price agreement or provide the service required. The CUE reserves the right to judge whether total low award or multiple awards is in the best interest of the CUE Members and to make awards accordingly. Bidders should take note that the CUE believes suppliers offering a proposal should be in a position to supply all of the products requested as a “single, One-Stop Shopping” source. Proposals offering a “single, One-Stop Shopping” source will provide CUE members with currently recognized economic objectives. Some of these economic objectives currently recognized by purchasing professionals include (but are not limited to): reduction of supplier base; reduced deliveries; reduction of purchase orders; reduction of invoices; etc. Additional weight will be given in the selection process to suppliers offering “single, One-Stop Shopping.”
General Terms & Conditions:
The General Terms & Conditions that apply to CUE bids (Section1) are available at the following internet address:
http://www3.uakron.edu/purchasing/cue/Conditions.PDF
If you are unable to access the internet a paper copy will be supplied upon request by contacting the CUE Contract Administrator, Andy Roth (330-972-7340). Additionally, a copy of the ORIGINAL SPECIFICATIONS may be available at the WEB site provided above.
Membership:
See list at http://www3.uakron.edu/purchasing/cue/
ORIGINAL SPECIFICATIONS:
The C.U.E. may provide an electronic version of the specifications/RFP as a convenience to interested companies. Electronic copies are made from a master, print copy of an original document (Original) resident with the C.U.E. Contract Administrator. Availability and distribution of electronic copies is conditioned on bidder's acknowledging the fact that the Original shall be the controlling document in the event of any inconsistencies, irregularities, changes or alterations that may occur as a result of electronic transmission, copying or other form or electronic editing. Any prospective bidder using any electronic copy of this RFP accepts the obligation and duty to compare the electronic copy with the Original and verify accuracy and consistency of the documents. In the event of any inconsistency or variation in any terms, phrases or clauses whatsoever, bidders using electronic copies understand that the Original shall prevail and be the controlling document used to govern and resolve any such inconsistency or variation. Each vendor may be required to submit an "ORIGINAL SPECIFICATIONS" affidavit.
The C.U.E. encourages bidders to provide an electronic copy of their bid/proposal; however any such electronic copy must be accompanied by a hard copy of the bid/proposal. C.U.E. will only accept the hard copy version as the official bid/proposal, the electronic copy being deemed as submitted for informational purposes only.
WORK FOR HIRE
VENDORS work under this RFP and any resultant agreement is a "work for hire" for purposes of the copyright laws of the United States and any foreign countries, and title to any subject copyright will vest with the C.U.E..
If anyone should have a question in regards to this proposal should contact Mr. Andy Roth, Contract Administrator, at the following address and phone number: C.U.E.
c/o The University of Akron
Purchasing Department
100 Lincoln Street
Akron, Ohio 44325-9001
ATTN: Andy Roth
(330) 9727340
CUE OIL, ANTIFREEZE, FLUIDS, LUBRICANTS AND RECYCLING SERVICES PROPOSAL 2006
Proposals are due at 12:00 p.m., noon, November 7, 2006, Delivery address – 100 Lincoln St., Akron, OH 44325-9001
Mailing Address – 302 Buchtel Common, Akron, OH 44325-9001
Section 2 Page #9
Exhibit “A”
Bid Reply Form
Return this sheet with your bid response:
Company Name ______
Address ______
City ______State ______Zip ______
Phone ______Fax ______
Delivery ______ARO
Federal Tax ID # ______
Signature of Company Official ______
Type or Print Name and Title ______Date ______
Supplier must have one individual with one alternate assigned specifically for personal contact for the CUE member account. These individuals must be able to assess the needs of the member institutions.
Primary ______
Alternate ______
This sheet must be completed and submitted with your response.
CUE OIL, ANTIFREEZE, FLUIDS, LUBRICANTS AND RECYCLING SERVICES PROPOSAL 2006
Proposals are due at 12:00 p.m., noon, November 7, 2006, Delivery address – 100 Lincoln St., Akron, OH 44325-9001
Mailing Address – 302 Buchtel Common, Akron, OH 44325-9001
Section 2 Page #9
Quotation Sheet
Oil and Lubricants
15w40 Fleet motor oil must meet performance requirements of MACK EOK & EOK2, Caterpillar TO-2, Allison C-4, API CE. CD/SH, CF4 and CDII for 2-cycle Detroit Diesel Engines.
Category / Minimum size Offered / CostBulk
Drum
Gallon/Case
12 QT./Case
10w30 Motor oil must meet performance requirements of API SJ/CD, Energy Conserving II and ILSAL GF-1.
Category / Minimum size Offered / CostBulk
Drum
Gallon/Case
12 QT./Case
Dexron III/Mercon must meet performance requirements of both General Motors IIIE and Ford Mercon specifications. Allison C-4 and Caterpillar TO-2.
Category / Minimum size Offered / CostBulk
Drum
Gallon/Case
12 QT./Case
CUE OIL, ANTIFREEZE, FLUIDS, LUBRICANTS AND RECYCLING SERVICES PROPOSAL 2006
Proposals are due at 12:00 p.m., noon, November 7, 2006, Delivery address – 100 Lincoln St., Akron, OH 44325-9001
Mailing Address – 302 Buchtel Common, Akron, OH 44325-9001
Section 2 Page #9
Hydraulic Oil (viscosity ?) Must meet performance requirements of Denison HF-O, Vickers M-29505 and I-286-5, Cincinnati Milacron P-68, 69 & 70. Covering anti-wear hydraulic oils.
Category / Minimum size Offered / CostBulk
Drum
Pail
Universal tractor hydraulic oil must meet performance requirements for equipment having a common sump for transmissions, final drive & hydraulic oil. Allison C-4, Case TFGII, CAT. TO2, Ford New Holland M2C134C & D and Hytran Plus.
Category / Minimum size Offered / CostBulk
Drum
Pail
80w90 & 85 w140 Gear Oil must meet performance requirements for API GL5.
Category / Minimum size Offered / Cost460#
120#
35#
12 QT./Case
Wheel Bearing Grease must meet the performance requirements for NLGI No. 2 Lithium Complex EP Grease, GC/LB.
Category / Minimum size Offered / Cost120#
35#
14 oz. Tube
CUE OIL, ANTIFREEZE, FLUIDS, LUBRICANTS AND RECYCLING SERVICES PROPOSAL 2006
Proposals are due at 12:00 p.m., noon, November 7, 2006, Delivery address – 100 Lincoln St., Akron, OH 44325-9001
Mailing Address – 302 Buchtel Common, Akron, OH 44325-9001
Section 2 Page #9
Multi-purpose chassis grease must meet the performance requirements for NLGI No.2 Lithium that meets the MACK MG-C specification.
Category / Minimum size Offered / Cost460#
120#
35#
14 oz. Tube
Brake Fluid must meet the performance requirements of DOT 3.
Category / Minimum size Offered / CostGal.
QT.
PT.
Antifreeze must meet the performance requirements for universal formula for both automotive and heavy duty diesel engines, ASTM D-3306 & ASTM D-4985. Low silicate.
Category / Minimum size Offered / Cost55 Gal. Drum
Gallon/Case
Recycling Services (Please detail the services you offer and costs associated with these services.)
CUE OIL, ANTIFREEZE, FLUIDS, LUBRICANTS AND RECYCLING SERVICES PROPOSAL 2006
Proposals are due at 12:00 p.m., noon, November 7, 2006, Delivery address – 100 Lincoln St., Akron, OH 44325-9001
Mailing Address – 302 Buchtel Common, Akron, OH 44325-9001
Section 2 Page #9
Vehicle Maintenance Cleaning Products (degreasers, vehicle wash cleaners/detergents, Please detail each product you wish to offer and associated costs.)
Miscellaneous Related Products and/or Services (i.e., windshield washer fluid, parts cleaner & equipment, recycling equipment, etc., Please detail each product you are offering and associated costs.)