Gap Inc. is accepting bids for Pest Control Services on a 3-year term for their U.S. locations. 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.
 

The Buyer would like to establish a long-term relationship with one Supplier who is able to provide the quality and service-levels outlined in this bid document.  Suppliers should have experience in handling both routine visits and on-demand events that require immediate response in a retail setting either in malls or at stand alone locations.
 

Any additional services provided in this category will be treated as increased volume under this ebid award, and governed under the same terms as this Event.

Although price is an important element of this award, this is not a price-only decision. Other factors to be considered include; responsiveness, terms and conditions, and relationship.  After the bidding ends, the Buyer may contact several low bidders so they have an opportunity to discuss their 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, prior to, during, or after the Online Bid Event, 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).

The number of scheduled visits and total hours included in the Line Item Worksheet for the services listed are expected to be the minimum purchasing requirements during the next 3-years, based on the last 12-months of actual usage.  Current suppliers should know that the Buyer does not intend to award a price higher than what they are currently paying, so bid aggressively.

BID STRUCTURE:

If you are able to provide and bid on all services 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.  

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 comply with the instructions in the Bid Notice email you were sent informing you of this opportunity.

2. Sorcity is providing you this Line Item Worksheet to list 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.

3. 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.

4. YOUR COMPLETED LINE ITEM WORKSHEET IS A REQUIREMENT AND MUST BE RETURNED TO SORCITY WITHIN (1) HOUR AFTER THE BID ENDS. Failure to do so may render your bid unacceptable and invoke penalties.

5. 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 instead 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.

6. Your Dun & Bradstreet number should be placed in the Line Item Worksheet, where noted.  

Questionnaire: Gap asks you to submit a thoughtful, complete, and accurate response to this questionnaire so that you realize every opportunity to participate, and so they can make a timely and informed decision. Your answers must be sufficiently detailed to facilitate an informed and accurate assessment of your offering without undue need for clarification. Clarity and sufficient details are important.  Completed Questionnaires should be emailed to Sorcity by no later than Tuesday, March 1, 2011.

REQUIREMENTS:

Here are requirements specific to this purchase:

1. Must be able to provide Pest Control Services to all U.S. locations for Gap, Old Navy, and Banana Republic stores

2. Provide Routine Preventative Maintenance Service for weekly / monthly / quarterly inspections/treatments. 

   1. This is to be priced as a fixed price per visit

   2. Actual schedules are facilitated by each location

   3. Average store size across the entire fleet is 12,920 sq ft. Actual square footage varies by brand and can be found at gapinc.com

   4. Average time spent at each location is slightly over a half hour

3. Provide Non-Routine Service for On-Demand events that require a quick response, such as bed bugs or other infestation

   1. This to be priced as an hourly rate

   2. Rate is to include time and materials

   3. On-Demand events shall have a "Not To Exceed" value $500.00 on the initial visit.  If the supplier determines that the NTE value will be exceeded, then approval must be obtained from Gap facilities. If a return visit is required, then a proposal must be provided to Gap describing the labor and material involved.

   4. For On-Demand events, the store will open a work order in ServiceChannel and it will be emailed to the pest control company. The severity / priority of the issue is defined based on how the store describes the problem and that will dictate the expected response time.

4. Gap is most concerned with their repair supplier adequately meeting Service Level Agreements (SLAs) and being efficient in first visit resolution of service calls. Services are directed through ServiceChannel, who will assign a call a priority level as follows: (90% means that the technician must be onsite within the specified timeframe 90% of the time)

   1. Priority 1 - [90%] Tech on site within 2 hours

   2. Priority 2 - [90%] Tech on site within 24 hours

   3. Priority 3 - [90%] Tech on site within 48 hours (2 business days)

5. Gap will release a batch of work orders for the year to the winning bidder for the scheduled service / inspection. The pest control company will manage the completion through ServiceChannel including invoicing, updating the work order, etc.

   1. Must be able to invoice within 60-days utilizing ServiceChannel interface

   2. Technicians must use store phone to check in and out of ServiceChannel’s work order system

 KEY DATES:   Anticipated for Award (U.S. Central Time) 

We appreciate your participation in this ebid opportunity!