HVAC Filter Replacement Svc
Final Bid: $635,284.00
Bid Number 16: $635,284.00
Bid Number 15: $636,284.00
Bid Number 14: $637,284.00
Bid Number 2: $899,000.00
 First Bid:$900,000.00
Reverse-Auction ID:   4825
Date Ended: October 13, 2016
Duration:   24 days   5 hr  
Start:   Mon Sep 19, 2016 at 8:00 am CT
End:     Thu Oct 13, 2016 at 1:16 pm CT
Category:   Filters

Qty: 5   Unit: Years


ebid Summary  (read full details below)


 HVAC Filter Replacement Services for 1 location in Austin, TX

First Term:

 5-year period with 2-Year extensions


 9,160 Filters across 3 Filter Styles


 3-Year lock with Price Fluctuation review at each 36-months

Listen To:

 Sorcity Welcome


 Sorcity at 214-718-6004


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 complete ebid, 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 Provider who 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 and relationship. 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 Member Agreement).



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 bid process.


Additional Bid Guidelines:
  1. Please follow the instructions in the Bid Notice email you were sent and any reminders and updates provided.

  2. 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:

  1. Sorcity is providing you this Line Item 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 inaccurate.

  2. 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.

  3. 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.

  4. 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).

  5. 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.

  6. YOUR 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:

  1. Service Provider shall provide and regularly replace all HVAC filters. 

  2. All Bag Filters and Pleated Filters are to be replaced on a monthly basis.

  3. All HEPA Filters are to be replaced on a quarterly basis.

  4. Buyer prefers all filters to be replaced by 9:30 a.m., before doors open for business.

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 your bid:

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.

 9/23 10:00 a.m. Confirm your intent to bid
 9/27 10:00 a.m. Provide Approval Contacts
 9/29 10:00 a.m. Register with Sorcity (no cost to join)
 10/5 2:30 p.m. Tour the Buyer's site to prepare for bid
 10/6 10:00 a.m. Enter questions or request exceptions online
 10/7 10:00 a.m. Send Sorcity Initial Line Item Worksheet Pricing
 10/12 2:00 p.m. Wait for Access to Bid
 10/13 1:00 p.m. Final bid due for Event #4825 - HVAC Filter Replacement Svc
 10/13 2:00 p.m. Return final Line Item Worksheet
 10/14 4:00 p.m. Buyer will contact low bidders
 10/18 4:00 p.m. 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 view. 

  • 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.

  • The Supplier 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. 

Online Bid Procedures:

Other criteria:

  1. You must bid on all items listed in this Event. 

  2. If an item is discontinued then it must be replaced by a Buyer-accepted substitute at the same or lower price.

  3. Payment Terms are Net 30 Days.

  4. 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 Supplier performance.

  5. Buyer 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.

  6. Price Fluctuation: Due to the potential for price change in some pure commodities used in these filter products, 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.

  7. Awarded Seller must honor their bid prices, per the terms stated including price-fluctuation clause, until any ongoing business under this award has been terminated.


We appreciate your participation in this ebid opportunity!

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.


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