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Delivery of Lubricating Oil for VRE Locomotives

Active
027-003State & Local

Contract Overview

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Virginia Railway Express (VRE) is seeking a qualified contractor under Invitation for Bids (IFB) No. 027-003 to deliver locomotive lubricating oil and related products to its Maintenance and Storage Facilities in Bristow and Fredericksburg, Virginia. The contract is a firm-fixed unit price agreement for a one-year base period with four optional one-year extensions, totaling up to five years. Required products include Main Engine Lubricating Oil, Locomotive Head End Power (HEP) Engine Lubricating Oil, Traction Motor Support Bearing Oil, and Air Compressor Lubricating Oil. Main Engine and HEP oils must be delivered in bulk into 300-gallon portable tanks, while all other products are delivered in 55-gallon drums. The selected contractor must provide 24/7 emergency availability and typically perform deliveries once to twice per week during standard business hours. Bids are evaluated on a total price basis, with the award going to the lowest responsive and responsible bidder. Submission requirements include a bid form in both PDF and Excel formats, a site-specific safety plan, and various certifications regarding non-collusion, debarment, and conflict of interest. Invoicing is handled monthly via PDF, with payments made on a per gallon or drum basis. Contractors must adhere to strict safety and security guidelines, including PPE and railroad operating environment compliance, and are encouraged to utilize Small, Woman-owned and Minority-owned Business (SWaM) certified entities.

General Info

VRE seeks a contractor for locomotive lubricating oil delivery over five total years.

Agency

Virginia Railway Express

NAICS

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

Place of Performance

VA, USA

Set-Aside

NONE

Documents

(7)

Attachment B - Representations, Certifications and Other Statements of Bidders/Offerors

PDF•reps-and-certs

Attachment D - Site Specific Safety Plan

PDF•specifications

Attachment E - VRE Safety and Security Guidelines

PDF•specifications

IFB 027-003 Attachment C - Bid Form Certification

PDF•6 pages•bid-form

IFB 027-003: Delivery of Lubricating Oil for VRE Locomotives

PDF•ifb

IFB 027-003 - Delivery of Lubricating Oil for VRE Locomotives - Scope of Work

PDF•sow

Virginia Railway Express - Attachment C1 Bid Form (027-003)

XLSX•bid-form

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Timeline

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Organization & Contact Information

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AgencyVirginia Railway Express
Contacts1 person available
OfficeN/A
Organization / AgencyVirginia Railway Express
Office AddressN/A
Contacts
Monica McKenzieProcurement Contact
contact@example.gov
+1 (555) 000-0000

Full Description

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Home>IFB 027-003-Delivery of Lubricating Oil for VRE Locomotives INVITATION FOR BIDS (IFB) No. 027-003 DELIVERY OF LUBRICATING OIL FOR VRE LOCOMOTIVES The purpose of this Invitation for Bids (IFB) is to establish a Contract with one (1) qualified and experienced Contractor to deliver locomotive lubricating oil and other railroad lubricating products to VRE’s Maintenance and Storage Facilities (MSF) located in Bristow, Virginia and Fredericksburg, Virginia. The specific products required by VRE are Main Engine Lubricating Oil, Locomotive Head End Power (HEP) Engine Lubricating Oil, Traction Motor Support Bearing Oil, and Air Compressor Lubricating Oil. Bids will be considered from qualified and experienced companies who are regularly established in the business of providing lubricating oil products and in the judgment of VRE are financially responsible. Please be advised that it is your responsibility to monitor this site for any addenda. Failure to submit signed addenda may be grounds to declare your Bid non-responsive. Bids are due October 8, 2026, at 2:00 P.M. ET. Inquiries regarding this Invitation for Bids should be directed to: Monica McKenzie Contracts Administrator - Construction Virginia Railway Express 1500 King Street, Suite 202 Alexandria, VA 22314-2730 Telephone/Fax: (703) 838-5428 Email: mmckenzie@vre.org Kristin Nutter Director of Purchasing and Contract Administration Virginia Railway Express 1500 King Street, Suite 202 Alexandria, VA 22314-2730 Telephone/Fax: (703) 838-5441 Email: knutter@vre.org Invitation for Bids Posted September 25, 2026 IFB 027-003 Attachments Posted September 25, 2026 Attachment A - Scope of Work Posted September 25, 2026 Attachment B - Representations, Certifications and Other Statements of Bidders/Offerors Posted September 25, 2026 Attachment C - Bid Form Certification Posted September 25, 2026 Attachment C1 - Bid Form Posted September 25, 2026 Attachment D - Site Specific Safety Plan Posted September 25, 2026 Attachment E - VRE Safety and Security Guidelines

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