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.

PLEASE NOTE:

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).

SITE TOUR:

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.

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.

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.