- Award Date Extended (See Key
Dates Below): Award date TBD in the next week
5/1
- Award Date Extended (See Key
Dates Below): Award date is now May 16th
5/1
- Meeting Date Extended (See Key
Dates Below): Meeting date is now May 8th
4/26
- Line Item Worksheet
updated: Line Items #112, 136, 140, 142-144, 175-176 have been
removed
4/26
- Line Item Worksheet
updated: Line Items #199-223 have been added
4/26
- Added content under
Please Note regarding inventory lease terms and models
4/26
- Revised copier leases
end date percentages
4/25
- Staples are not to be
included in your bid price: See bullet #6d under Additional bid
guidelines
4/25
- Line Item Worksheet
updated: Average Monthly Volumes for each copier added (Column I)
4/25
- Line Item Worksheet
updated: 2nd tab added to allow submittal of pricing for accessories.
4/25
- Line Item Worksheet
updated: Box to enter color cost per copy
4/24
- Bid Extended (See Key
Dates Below): New End Date is now 5/2/12
4/24
- Clarification added to
T&C's Bullet #8: Only the service portion of the contract may be
terminated for performance issues.
4/23
- Bid Extended (See Key
Dates Below): New End Date is now 4/27/12
AccentCare (the Buyer) is accepting bids on a
five (5) year volume for their Copier Lease and Service Program. 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 for this
bid if your company qualifies and would like to participate.
Currently, the Buyer has lease and service contracts that have either ended or
that will be ending over the next 5 years from now as follows: (All end dates
are provided in the Line Item Worksheet) (Updated 4/26)
Currently Ended:
18%
Within 1 year:
38%
Between 1-2 years:
35%
Between 2-3 years:
9%
The Buyer would like to establish a long-term
relationship with a Supplier who is able to provide the Copier Lease and
Service, with the quality and service-levels outlined in this bid document. The
anticipated start date for this award is June, 2012.
Over the past 5 years, the Buyer has essentially doubled in size through two
primary acquisitions and anticipates continued growth, so factor this into your
bidding. Additional quantities, or
locations added, will be treated as increased volume under this ebid award, and
governed under the same terms as this Event.
They would like to establish an account where upon all AccentCare locations are
part of a company-wide program with a single point of contact. All locations
will purchase through this award, which should provide assurance to the awarded
bidder that the dollar value awarded is intended to be met.
Although price is an important element of this award, this is not a price-only
decision. Other factors to be considered include fulfillment and responsiveness
as well as the Buyer's standard terms and conditions, and relationship. After
the bidding ends the Buyer may contact several low bidders to further understand
the bidder's capabilities, and additional benefits, before an award is made (see
Key Dates below).
PLEASE NOTE:
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, to ensure the bid process remains fair (see Sorcity Member Agreement).
The
service levels and quantities listed in the
Line Item Worksheet are expected to be the minimum purchasing requirements during the next
5-years, based on the last 12-months of actual usage,
but fulfillment of award is measured on category dollar value you bid and not
specific line item quantities.
Suppliers should know that the Buyer does not intend to
award at a price higher than what they are currently paying, so bid aggressively.
Lease terms, usage and copier models
listed are based on the best available inventory report the Buyer had at the
time of the bid. If there are any discrepancies, the Buyer and awarded
Supplier will work in good faith to resolve. It is expected that
discrepancies would occur less than 15% of the time regarding the usage, models
and lease end dates provided. (Added 4/26)
BID STRUCTURE:
If you are able to provide and bid on all
items listed and meet all terms and conditions stated, then you are invited
to bid in this Online Bid Event (ebid). You may not bid otherwise.
Please fill out Accessory Pricing Request
form on the 2nd tab of the Line Item Worksheet, so the Buyer can see pricing for
additional accessories on any of the copiers being bid. While this pricing
will not be calculated into your bid totals, the award will consider both tabs,
so we encourage you to bid aggressively, as the pricing sheets will be the basis
for award and pricing over the 5-year term. (Added 4/25)
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.
Please perform honorably. We look forward to your
participation and help in maintaining the integrity of this fair and objective
bid process.
Additional bid guidelines:
Please comply with the instructions in the Bid Notice email you were
sent informing you of this opportunity.
Please follow the
instructions of the Line Item Worksheet, including entering your Dun &
Bradstreet number where noted, as it is part of this bid package
Sorcity is providing you this
Updated 4/25/12 4/26/12Line Item
Worksheet to list per copier 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.
Please be sure to
save the Line Item Worksheet to your desktop first, then use it to work
up your Bid. This will allow you to promptly return this worksheet once the bidding ends.
YOUR
COMPLETED LINE ITEM WORKSHEET IS A REQUIREMENT AND MUST BE RETURNED TO
SORCITY WITHIN (1) HOUR AFTER THE BID ENDS, regardless of bid position. Failure to do so may render your
bid unacceptable and invoke penalties.
Bid price is to include all
of these items and is not to include any additional costs:
Monthly Lease Price
Lease Interest
Service Price
All supplies including
staples and toner (except
copy paper) (Removed 4/25)
Delivery and
installation
Ensure equipment
installed functions properly with the Buyers AS400 network by: recommending
steps for the integration based on the application of the equipment,
providing the network administrator with the drivers required as well as
training, and providing support during installation onsite and/or by phone
until equipment is fully functional within Buyer's AS400 Network.
All associated costs for
freight of copier pick up upon lease end
In addition to the lease
pricing, please list your cost per copy for black and white copies, where
indicated. The cost per copy is to be included in your total bid placed
online.
Please enter your cost per copy for color copies in
the box provided at the bottom of the Line Item Worksheet. Color usage is
minimal but the Buyer does anticipate increased use in the future.
This price will not factored in to you bid totals, but will be considered in
their final evaluation for the award. (Added 4/25)
You must bid equipment of
equivalent or better specifications as the equipment listed in the Line Item
Worksheet. Equipment you bid must at least
meet the minimum requirements of pages per minute, sheet paper capacity, and
sheet document feeder size for each current model listed.
You must enter your description details in the
"Manufacturer Name and Product Model #" columns in the Line Item
Worksheet, highlighted in yellow, for the equipment you are offering.
As pre-existing leases
end during the new 5-year term, you must provide a new copier in place of
the previous copier for the remainder of the 5-year term, and honor the
monthly price you quoted on the Line Item Worksheet. This copier should be the better
of either the model you bid, or the current most equivalent upgrade at no
price increase.
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 included as part of the price
bid. The intention of this requirement is to eliminate these other programs so
tracking and auditing is not required, but instead, straight forward prices are
provided.
Please be aware that some
locations have multiple copiers. These are not duplicates so please
bid each separately in the Line Item Worksheet.
REQUIREMENTS:
These are requirements specific to this purchase:
All copiers bid must:
be
new equipment.
be
AS400 compatible.
have a scan-to-email feature.
be
able to Fax, Scan, and Print.
All supplies must be covered by the service agreement
except for paper.
You must respond to service requests
within 2 hours and have a technician onsite within 4 hours.
You
must provide a separate contract for the lease
agreement and the service agreement.
You must provide online
(Internet browser-based) reporting
including:
Meter Readings.
Usage reports for specific locations.
Electronic invoices.
Map of Locations (a specific address for each
location is listed in the Line Item Worksheet)
KEY DATES: Anticipated for Award (U.S. Time)
Modified 5/16/12, 4/24/12
Date
Pacific
Central
Eastern
Action
4/12 by
8:00 a.m.
10:00 a.m.
11:00 a.m.
I confirm I meet all terms and
Will-BidEvent #4691
4/16 by
8:00 a.m.
10:00 a.m.
11:00 a.m.
Suppliers must be registered with Sorcity
(no cost)
4/18 by
8:00 a.m.
10:00 a.m.
11:00 a.m.
All clarifying questions should be entered
online
5/1
4/25 by
12:00 p.m.
2:00 p.m.
3:00 p.m.
Receive Access Code and place opening bid
5/2 4/27 by
12:00 p.m.
2:00 p.m.
3:00 p.m.
Final bids due for Event #4691 -
Copier Lease & Service
5/2
4/27 by
1:00 p.m.
3:00 p.m.
4:00 p.m.
Supplier to send Line Item Worksheet to
Sorcity
5/3 4/30
by
2:00 p.m.
4:00 p.m.
5:00 p.m.
Buyer will contact low bid Suppliers
5/8 5/1&5/2
Buyer will meet with low bid suppliers
TBD
5/16 by
2:00 p.m.
4:00 p.m.
5:00
p.m.
Buyer will award to best qualified Supplier
SPECIAL NOTES:
Sorcity is committed to
following the Institute for Supply Managements 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 clarifying
questions or exceptions should be entered above through the [View & Ask Questions] button.
Answers will be posted, shortly thereafter, for all Suppliers to
view.
If you need to speak
directly to a representative, please call Sorcity at (972) 661-3265. Any
direct contact with Buyer, regarding this bid, is prohibited
and may result in immediate disqualification to participate in this ebid.
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 cease discussions with the Buyer and notify
Sorcity. Please read the Sorcity Member Agreement regarding not honoring your
bid and any associated penalty
fees.
You must bid on all items
listed in this Event.
Buyer
payment terms are Net 30 Days.
Awarded Supplier must be able
to provide an option to buyout the Buyers current lease of any copier that
has 1 year or less left in the lease.
Awarded Supplier must
coordinate the delivery and replacement of any copier 30 days in advance of
the Buyers current lease end date. The new copier must be delivered 1
week before current copier lease ends.
At any time during the 5-year
term, the Buyer has the option to upgrade the equipment at any one or more
locations, which will be provided by you at a competitive market fee, if any
fee applies for that upgrade.
Invoicing:
Service invoices must be sent to the individual
branches.
All lease and cost
per copy invoices outside of New York must be sent to the corporate
office: 17885 North Dallas Parkway, Suite 200, Dallas, TX 75287.
All New York copier
lease and cost per copy invoices must be sent to: 105 Court Street, 2nd
Floor, Brooklyn, NY 11201.
Buyer prefers to use one
manufacturer for all locations.
Buyer
may terminate the service and maintenance contract for
any or all locations, based on Supplier
performance issues, by written notice (60) 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. Buyer performance metrics
are based equally on: cost, quality, service, and fulfillment.
(Updated 4/24/12)
If any of the terms in
this bid are not met, it can be considered a supplier performance issue.
If you have not included this
in your price online be prepared to submit a price that includes these terms
if Buyer requests a meeting:
The
ability to provide invoices in an Excel csv format that includes a GL Code
to identify individual locations.
The
option of Payment Terms of Net 45 Days.
An
option for a Buyer to exercise a $1 buyout for any copier they are leasing
from you.
Awarded
Supplier must honor their bid price until May 2017.
We appreciate your
participation in this ebid opportunity!