The Range Austin is accepting bids for
HVAC Filter Replacement Services for their new location in Austin, TX. The term of this award covers
an initial 5-year period plus subsequent 2-year extensions, as agreed-to between
Buyer and Seller, provided performance and pricing is on track.
Please read this
all email notices, and the Sorcity Member Agreement, in full, so you understand
the bid guidelines and are properly prepared to bid if your company qualifies
and would like to gain this business.
The Buyer would like to establish a long-term relationship with a Service
is able to provide the filters and quality and
service-levels outlined in this bid document. The anticipated start date
for this award is January, 2017.
Although price is an important element of this award, this is not a price-only
decision. Other factors to be considered include: quality, service-levels, responsiveness
After the bidding ends, the Buyer
may contact several low bidders to further understand their capabilities and
additional benefits you might have to offer, before an award is made (see Key
Dates below). This is also an opportunity to begin establishing relationships.
To ensure the bid process remains fair, any direct contact with the Buying Organization regarding this opportunity,
during or after this bid process, until the Buyer contacts
you, will cause you to be in violation of the bid process and be eligible for
penalties (see Sorcity
A site tour is scheduled, per the Key Dates below,
to see equipment location and access. Attendance is mandatory to ensure your
bid is accurate and is by invitation only. If you are able to meet the
terms of this bid, and wish to join the tour, you must contact Sorcity to
discuss you qualifications, interest, and understanding of the bid. Sorcity will
then provide your company name for consideration. (see Key Dates below)
If you are able to provide and bid on all
items listed, and meet all terms and conditions stated (or exceptions
asked and granted), then you are invited to bid in this
ebid. You may not bid otherwise.
Please perform honorably. Bids will only be
accepted through this ebid.
Bidding in any other manner, or attempting to sell directly to one of the
Buyer's locations will
disqualify you for this business for the term of the award and will
remove you from good standing with the Buyer and Sorcity for future business.
We look forward to your
participation and help in maintaining the integrity of this fair and objective
Additional Bid Guidelines:
Please follow the instructions in the Bid Notice email you were sent and any
reminders and updates provided.
Buyer is requesting Bidder's best price in the bid to include: rebates,
allowances, and other incentive programs. The Buyer does not want these
other incentive programs in addition to the price, but rather included as
part of a best-price bid. This eliminates tracking and auditing of these
ancillary programs and provides straightforward pricing.
Line Item Worksheet:
Sorcity is providing you this
Worksheet as one of the bid documents, to list your per unit pricing, which will automatically calculate the
“Total” bid price. Only the “Total” from the Worksheet may be entered as
your bid in the online Event. Do not attempt to enter line item prices online or your bid will be
Be sure to
save the Line Item Worksheet to your desktop first, and then use it to
work up your Bid. This will allow you to promptly return your
completed copy of the
worksheet once the bidding ends.
Follow the instructions,
which include filling in all items highlighted in green such as your Dun &
Bradstreet number and Unit Prices where noted, as it is part of your reply
to this bid package.
In order to avoid mistakes
and ensure that the ebid
Opening Bid value accommodates your pricing, you must email your initial
pricing in the Line Item Worksheet to Sorcity at least 2-days prior to
opening bid day online (see Key Dates below).
The quantity of filter replacements listed in the Line Item Worksheet are
five (5) year totals, not annual quantities, and are expected to be the
minimum purchasing requirements during the next 5-years, based on forecasted
market demand and average consumption rates from other known facilities
similar to this location. However, due to this location being a new
facility, the frequency of replacements needed during the term may change
over time, in which case, price increases or decreases needed to accommodate
for the change must be equivalent in discount to the discount provided in
this bid and not marked up. Service Provider will provide transparent
analysis to support any change.
COMPLETED FINAL LINE ITEM WORKSHEET IS A REQUIREMENT AND MUST BE RETURNED TO
SORCITY WITHIN (1) HOUR AFTER THE BID ENDS, regardless of your bid position. Failure to do so may render your
bid unacceptable and invoke penalties.
REQUIREMENTS specific to this purchase:
Service Provider shall provide and regularly replace all HVAC filters.
All Bag Filters and Pleated Filters are to be replaced on a monthly basis.
All HEPA Filters are to be replaced on a quarterly basis.
Buyer prefers all filters to be replaced by 9:30 a.m., before doors open for
Additional Requirements: This section will be filled in after the onsite
tour and will contain any added clarity or requirements identified during the
tour that are not already defined in this ebid. You should also receive an email
informing you of these additions, if any, so that you can incorporate them into
Roof drawing showing equipment location:
(click to enlarge)
Photos of HVAC Unit:
(click to enlarge)
KEY DATES: Anticipated for Award (U.S. Central Time)
You may view this in your
time zone from your Supplier Steps page.
Confirm your intent to bid
Provide Approval Contacts
Register with Sorcity (no cost to join)
Tour the Buyer's site to prepare for bid
Enter questions or request exceptions online
Send Sorcity Initial Line Item Worksheet Pricing
Wait for Access to Bid
Final bid due for Event #4825 - HVAC Filter Replacement Svc
Return final Line Item Worksheet
Buyer will contact low bidders
Buyer will award to best qualified Supplier
Sorcity is committed to
following the Institute for Supply Management’s Ethics Guidelines for
procurement and has therefore implemented the following bid guidelines to ensure
all suppliers are treated fairly. Please comply with the following or you may be
disqualified from bidding on this opportunity.
All questions or exceptions
should be entered above through the [View & Ask Questions] button. Answers
will be posted for all Suppliers to
If you need to speak
directly to a representative, please call Sorcity at the number listed in
the ebid Summary above.
By placing a bid in
this ebid, you represent that your firm agrees to all terms, stated in the
Sorcity Member Agreement, and all content, terms, and conditions contained in
this document, except for any exception Sorcity, or the Buyer, may grant in
writing, or on the Question & Answer page linked above.
understands that no assumptions are to be made, and that content, or clauses,
not contained in this ebid
do not apply, unless approved in writing by the
Buyer and Sorcity.
This bid must be
honored for the duration of your discussions with the purchasing organization,
per the terms stated in the ebid. If you are unable to honor
this bid at any time, you MUST notify
Sorcity immediately. Please read the Sorcity Member Agreement regarding not honoring your
bid and related penalties.
If an item is discontinued
then it must be replaced by a Buyer-accepted substitute at the same or lower
Payment Terms are Net 30 Days.
For product/service changes that are needed, the Buyer has the right to
conduct a market comparison to confirm price changes and discounts are
consistent. If a change is found to be inconsistent, or is not in line
with the market comparison, it can be grounds for award termination based on
may terminate this contract, or any part thereof, based on Supplier
performance issues, by written notice (30) days in advance, provided the
issues identified by the Buyer are not corrected to the satisfaction of the
Buyer within (30) days from the occurrence.
Price Fluctuation: Due to the
potential for price change in some pure commodities used in these filter
pricing must be fixed for an initial 36-month period, and then for each
subsequent 36-month period, at which times it may be adjusted up or down,
based on verifiable documentation, provided by the Supplier, to the Buyer
and Sorcity, documenting what and how pricing should change. Notice should
be provided, 30-days prior to the end of the then current price period.
Awarded Seller must honor their bid prices, per the terms stated including
price-fluctuation clause, until any ongoing business under this award has
We appreciate your
participation in this ebid opportunity!
PLACE YOUR BID BELOW:
Bid Box appears here on Opening Bid Day for
members once you log into your account, unless:
Following opening bids, the Event has been paused until Bid-End day
The Event is momentarily suspended due to a bid error or technical issue
Your account has been locked due to an unresolved issue (contact Sorcity)
If this is a Master Bid that is not being bid, you will need to scroll up to the
table above to access sub-groups for bidding.