Uniform Services
Final Bid: $1,155,042.00
Bid Number 36: $1,156,042.00
Bid Number 35: $1,157,042.00
Bid Number 34: $1,158,042.00
Bid Number 2: $1,735,000.00
 First Bid:$1,736,000.00
Reverse-Auction ID:   3975
Date Ended: January 04, 2008
Duration:   16 days   23 hr  
Start:   Tue Dec 18, 2007 at 12:30 pm CT
End:     Fri Jan 4, 2008 at 12:15 pm CT
Category:   Cleaners

Qty: 5   Unit: Years



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. 


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.



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.



·         Garment Leasing

·         Laundry Service

·         Weekly servicing of all locations

·         Five day turn times for new orders



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:

  1. 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.

  2. 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.

  3. 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.

  4. Each uniform is to be identified with a tag for inventory control.

  5. 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.

  6. 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.

  7. Inventory levels should be adequate to meet the volumes stated in the Line Item Worksheet.

  8. 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.

  9. 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.

  10. 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.

  11. 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.

  12. 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.

  13. 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



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.

Online Bid Procedures:

The Seller must honor the Bid Price until February 2013.

Payment Terms: 3%15 Net 75

Other criteria:

  1. Garment samples will need to be presented, at the time of presentation, especially if they are different than what the buyer has specified.  PCC Structurals Safety Dept. will be involved in product selection and approval.

  2. The supplier must follow the buyer’s internal protocols for uniform usage compliance.

  3. The buyer will require monthly usage reports.

  4. All fees must be included in this online bid, except for added business that may be provided in addition to what is listed on the Line Item Worksheet.

  5. No environmental or other fees may be charged outside of the bid made online.  

  6. Buyer does not require a logo or personal name on garments and will not pay for such.

  7. Supplier must provide replacement value based on garment grade, depicting age and wear.

  8. Garments must conform to the color specified since some divisions are sensitive to the color chosen.

  9. Clothing not approved for a department may not be provided unless approved by the Contract Administrator and Safety Manager.

  10. Supplier should not try and up-sell or cross-sell to any individuals in the company, but only to the Contract Administrator.  No garment inventories will be changed without permission of the Contract Administrator and/or designated department contact (this contact list is maintained by the Contract Administrator).

  11. Any final contract put in place between the Buyer and awarded supplier must include the terms stated in this online bid, and may not include other terms unless identified as such, prior to signing, and mutually agreed to between the companies.

  12. If supplier can not provide a uniform needed then Buyer may look to an alternate supplier.

  13. Supplier must have insurance covering employees to the levels required by the Buyer, as outlined in the Vendor Packet This packet also details confidentiality & safety requirements. Please review this in advance so that you are aware of the general terms and conditions of PCC Structurals before bidding.

  14. The approved garment list shall be the only garments supplied to the facility.  Exceptions shall be made only with express written approval buy the Contract Administrator and Safety Manager.  It is PCC’s desire to have no specialty garments on contract.  Any specialty garments must be clearly identified in this proposal.

  15. Garment additions shall be made within 5 days or be credited if garments are not available.  Garment deletions shall be made the week of the request and company shall not be charged for additional weeks of service.

  16. Garments that must be replaced due to damage from neglect or abuse will be charged at the amortized value per the negotiated contract terms.

  17. All standard garments shall remain the property of the Seller and may be inventoried from time to time on the premises of the Buyer by Seller personnel and shall be returned to Seller upon termination of this agreement and billed at the negotiated return fee not to exceed the maximum value of the garment based upon the Amortization Schedule.  Any garment not substantiated will be valued as used and not charged.

  18. The Buyer will reserve the right to cancel this agreement by giving thirty (30) days written notice at any time up to thirty (30) days prior to its expiration date for the following reasons:

    • If the service provided is not as agreed upon, provided that the Supplier is given at least thirty days from the notification of service deficiency to address concerns to Buyer's satisfaction.

    • In the unlikely event that the Buyer decides that uniform leasing services will no longer be used by PCC.

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