INFORMAL QUOTES - Oils and Lubricants for Fleet Department (November 2026)

The City of University Park ("City") is seeking informal quotes for motor oils and lubricants for its Fleet Department.

Based on recent history, the City does not anticipate that annual expenses for these products will exceed the state defined threshold for formal/sealed bids ($100,000/year). Therefore, this is NOT a formal/sealed bid and the requirements set forth in Texas Local Government Code, chapter 252 related to sealed solicitations do not apply here.

This request is for a single purchase.

The City's Fleet and Warehouse operations are located at 4420 Worcola Street, Dallas, TX 75206. Fleet personnel maintain the City’s motorized assets, totaling about 200 vehicles and 300 pieces of equipment. [...]

Specifications

• Please supply your current pricing for one (1) or more of the products listed in the "Pricing" section.
• Prices will remain firm for ten (10) calendar days after the quote deadline.
• Quotes must include delivery to the City's warehouse. Freight terms are FOB Destination unless approved in writing by the Purchasing Manager.
• Upon the City's acceptance of quote, the vendor must deliver the product to the City's warehouse within three business (3) days.
• The City will inspect deliveries and reject anything that appears damaged. City staff will take photos of any damaged goods and send those to the vendor. The vendor will then either replace the damaged items or remove the damaged quantities from the invoice.
• The vendor will not make product substitutions after a quote is accepted unless expressly authorized in writing by the City.

Deliveries

• The vendor will deliver product to the City's warehouse at 4420 Worcola Street, Dallas, TX 75206.
• Deliveries are accepted Monday through Friday between 7:00 am and 3:00 pm. Vendors must call 214-987-5475 to schedule a delivery.
• If delivering bulk products, the vendor will provide all necessary equipment and labor to pump the fluids into the City's 400 gal above-ground storage tanks.
• The vendor will follow all applicable laws and regulations regarding the safe delivery, handling, and disposal of motor oils & lubricants.

Quotes will be accepted through **OpenGov** or via email to Elizabeth Anderson at eanderson@uptexas.org.

Please submit responses to the following sections:

• Pricing section
• Vendor Questionnaire (5 questions)

The City will select the quote(s) that represents the best value to the City. "Best value" purchases consider factors such as price, product availability, vendor reputation, product quality, and any of the City's past business dealings with vendor. The lowest offer may not be the one selected.

The City has the right to reject all offers and request new quotes at a later date if such action is determined to be in the City's best interest.

The City requires vendor(s) to carry the minimum insurance as required by state laws. Additional insurance may be required in the solicitation packet.

The City's payment terms are Net 30 invoice date.