The purpose of this document is to provide you
with information to enable you to prepare and submit bids on a 5-year agreement
for Uniform Rental and Laundry Services for PCC Structurals, Inc.
The Buyer is looking for a supplier with the
demonstrated expertise, resources, and commitment to perform the comprehensive
scope of the pre-determined services. They would like to establish an account
where upon all PCC Structurals Uniform Rental and Laundry Service needs can be
provided by standardized 1) uniform selections, 2) cost and control, and 3)
performance and service assurances.
PCC Structurals envisions a long-term alliance
with a Uniform Services supplier who will provide for these needs and
accommodate and support the buyer's continuing growth and development.
PLEASE NOTE:
Any direct contact with the Buyer regarding this opportunity, during, or after
the Online Bidding Event, until the Buyer contacts you, will cause you to be in
violation of the buyers' bid process and the Sorcity
Member Agreement and be eligible for a
penalty.
This award is for ten locations within the
Portland area. The service levels and items listed in the Line Item Worksheet
for these locations are expected to be minimum requirements during the next
5-years, based on the last 12-months of actual usage.
The Buyer continues to experience growth and
expansion to its business, and its Uniform Service volume should increase
accordingly. While this growth is not factored into the volume listed, it
should be considered when determining your bid.
In addition to the current growth, any
additional volume of business, or locations added, will be treated as increased
volume under this Online Bid award, and governed under the same terms as stated
in this bid request.
PCC does have many other locations and the
awarded supplier will have the opportunity to be considered for add-on business
units, although this is not a guarantee that this additional business will be
provided.
BID STRUCTURE:
Suppliers who are able
to bid on this complete opportunity are invited to bid in this Online Bid
Event. You may ONLY bid on this request if you are able to supply/service
all garments and meet all the terms stated. No bids will be accepted outside of
the Buyer's Online Bid Event. Bidding, in any other manner, will disqualify you
for this opportunity. We look forward to your participation and ask that you
read ALL specifications before placing your bid.
-
Please comply with the
instructions in the notification email you were sent informing you of this
opportunity.
-
Sorcity is providing the bidder
this
Line Item Worksheet to work
up your per-uniform lease pricing (section 1) for their
nine locations, which
will automatically calculate the “Total” bid price to be placed online. Only
the “Total” from the Worksheet is entered in the Event. Do not attempt to enter
line item prices online or your bid will be inaccurate.
-
Suppliers are also required to list their
uniform replacement pricing
(section 2) in the Line Item Worksheet. The per unit price you list
for each of these items will not be calculated in the Grand Total bid amount
in which you will place online, but they will be closely evaluated to
determine the actual lowest bidder.
-
Suppliers should
understand that there is not a commitment to buy or lease all specified line
items or quantities listed, but a good faith effort to meet or exceed the dollar
amount for goods in this general category. This allows the Buyer to
add or delete specific items if the need arises.
-
Please be sure to save the Line
Item Worksheet to your desktop, and use it to work up your Bid.
-
Your general category discount, in
a percent, and your Dun & Bradstreet number should also be placed in the Line
Item Worksheet where noted.
-
Once the bidding ends, ALL bidders
must send in their completed electronic Line Item Worksheet to
operations@sorcity.com with
all per unit and line item pricing which must equal your final on-line bid,
within one (1) hour after the Online Bidding Event has ended.
Following the RFQ submittal, selected bidders should plan to make a presentation
to the buyer, per the date below. This is an opportunity to present your
services, provide additional information, and answer questions.
Presentation: In addition,
this link provides you with a preview of the topics that you should be prepared
to cover during your presentation. Please review this list of presentation
questions so that you are
well prepared.
Buyer is requesting Bidder's best price in the bid, to include rebates,
allowances, and other incentive programs, and 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.
SCOPE OF WORK
·
Garment Leasing
·
Laundry Service
·
Weekly servicing of all locations
·
Five day turn times for new orders
SERVICE LEVELS REQUIRED:
This
is the current level of service the Buyer is operating under, and is requesting,
as part of this bid and ultimate award. Please review each and include them in
your bid. If you have other services you may present them during the
presentation if you are selected to present. Any additional services may be
included in the final award if agreed-to between the Buyer and your firm. The
awarded Supplier will:
-
Provide a driver dedicated
to the PCC account, anticipated at full time, given the number of
departments and level of deliveries and pick-ups. It is estimated that the
driver will be at buyer’s locations on a daily basis during normal business
hours.
-
Pick-ups will include
uniforms in need of alterations, size changes, and repairs, or uniforms of
employees who are no longer employed. The driver will also take orders and
get sizing information for new hires needing to be added to the program.
-
Garments will be
returned either on hangers or folded and put away by Seller in assigned
lockers, on hanger bars, or on shelves depending upon each department’s
preference and the physical layout of the garment storage area. Some areas
are on mezzanine levels with stair only access.
-
Each uniform is to be
identified with a tag for inventory control.
-
Buyer needs to be able
to tell the age of the garment by looking somewhere on the garment. If date
codes are used, then the how to read date code for each garment entering
service must be disclosed to buyer.
-
Supplier is to have a
replacement and garment repair program to manage and adjust inventories for
all uniforms, based on normal wear and tear and fluctuating employee levels.
-
Inventory levels should be
adequate to meet the volumes stated in the Line Item Worksheet.
-
Supplier will need to
provide each employee with an inventory of uniforms based on the number of
clean sets of uniforms needed in a particular week. The formula to compute
this number is double the weekly need, plus 1 set. Example: 5 sets = 11
shirts and 11 pants.
-
Supplier will need to be
very familiar with the types of jobs the employees have so they can provide
the necessary inventory levels and responsiveness needed.
-
A cost savings program is
requested wherein the supplier will propose cost savings ideas and share in
the savings. This should be provided during the presentation so it may be
considered during the evaluation.
-
Each PCC delivery
location will be designated a separate customer number, route and service
day. An Individual garment check sheet, barcode (or equivalent document)
will provide an on-premise count and documentation of what each employee
receives each week. This system must be able to track and report usages,
loss and damages for each individual department.
-
Normal wear and tear on
garments will be repaired without additional charge to Buyer. Garments that
are damaged beyond repair will be shown to Buyer for substantiation of
damage charges and pro-rated per the life of the garment.
-
Holiday
weeks will require 5-day per week servicing.
KEY DATES: Anticipated for Award (U.S.
Central Time):
·
12/20 by 10:00 a.m. –
Email
Will-Bid@sorcity.com
·
12/27 by 10:00 a.m. –
All clarifying questions should be entered online
·
12/27 by 10:00 a.m. –
Suppliers must be registered with Sorcity (no cost)
·
1/3 by 2:00 p.m.
– Have your opening bid placed to participate
·
1/4 until 12:00 p.m. –
Final bids due
·
1/4 by 4:00p.m.
– Buyer will contact low bid Suppliers
·
1/10
– Selected low bidders to meet with buyer and
present
·
1/18 by 4:00 p.m.
– Buyer will award to best qualified Supplier
SPECIAL NOTES:
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 clarifying questions or
exceptions should be entered above through the [Question] button. Answers will
be posted, shortly thereafter, for all Suppliers to view.
·
If you need to speak directly to a
representative, please contact Sorcity at (972) 661-3265. Any direct contact
with the Buyer, regarding this bid event, is strictly prohibited and may result
in immediate disqualification to participate in this bidding event.
·
By placing a bid in this Event,
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
event 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 Online Bidding Event. 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.
