Janitorial Services
Final Bid: $207,785.00
Bid Number 7: $259,000.00
Bid Number 6: $259,500.00
Bid Number 5: $260,000.00
Bid Number 2: $269,500.00
 First Bid:$270,000.00
Reverse-Auction ID:   4823
Date Ended: November 17, 2016
Duration:   59 days   3 hr  
Start:   Mon Sep 19, 2016 at 8:00 am CT
End:     Thu Nov 17, 2016 at 11:15 am CT
Category:   Janitorial

Qty: 5   Unit: Years


ebid Summary  (read full details below)


Janitorial Services for 1 location in Austin, TX

First Term:

5-year period with 2-Year extensions


2 -Year lock with Price Fluctuation review at each 24-months

Listen To:

Sorcity Welcome


Sorcity at 214-718-6004


Change Log
Date    Change Made
11/16LIW updated to include separate consumables section
10/28End Time changed to later (See Key Dates below or Time Remaining above)
10/28Key Dates/Times changed (See Key Dates below)
10/6End Time changed to later (See Key Dates below or Time Remaining above)


The Range Austin is accepting bids for Janitorial 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 Supplier who is able to provide the quality and service-levels outlined in this bid document.  The anticipated start date for this award is November, 2016.

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 the 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.



To ensure the bid process remains fair, with the exception of the onsite tour, any direct contact with the Buying Organization 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).



A site tour is scheduled, per the Key Dates below, so that you may see the space to be cleaned and accurately quote the required services. 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.  You should also have completed your Sorcity registration which includes signing the Member Agreement provided in the initial emails.  Sorcity will then provide your company name for consideration.



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 e bid.  Bidding in any other manner, or attempting to sell directly to the Buyer in any other manner, 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.


Additional bid guidelines:

  1. Please follow the instructions in the Bid Notice email(s) 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 Monthly Rate, which will automatically calculate the “Total” bid price. Only the “Total” from the Worksheet may be entered as your bid in the online Event.

  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. 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 must supply all cleaning chemicals and equipment and supplies needed.  (Vacuum cleaners, Window cleaner, Toilet paper, paper products, soap, etc.).  Paper towel dispensers are the Bradley 1981 model.
  2. The Range at Austin does not normally require any special trips or special cleanings, so only quote on the scope of services listed here and as described during the tour.  If any special cleanings are needed, those will be handled separately.
  3. All cleaning needed for the kitchen, restaurant and gun range areas will be provided for separately and is not to be included in your bid.

  4. Any overtime work or extra charges for special cleaning must be pre- approved by The Range at Austin or it may not be billed. 

  5. The following cleaning is to be performed 3 times weekly (unless noted otherwise):  Monday, Wednesday and Friday, outside of business hours from 9:00 p.m. - 11:00 p.m.
  1. Main Areas, Classroom & Office Areas, and Break Room
    1. Dust all fixtures, office furniture, doorframes and windowsills.
    2. Properly Position Furniture.
    3. Spot clean doors, doorframes, light switches and walls.
    4. Empty all trash receptacles and take trash to designated trash areas.
    5. Sanitize all drinking areas/fountains.
    6. Dust wall fixtures, doorframes, corners and baseboards.
    7. Vacuum all carpeted areas including mats and/or rugs.
    8. Remove all spots.
  2. Hard Floor Surfaces
    1. Dust mop all hard surface areas according to material.
    2. Damp/Wet mop all hard surfaces areas according to material requirements.
  3. Glass Cleaning
    1. Clean inside glass and mirrors.
    2. Clean windows interior & exterior for entrances and store front.
    3. Clean all other windows interior & exterior, including 2nd floor, only once per month.
  4. Restrooms
    1. Clean and disinfect hand basins, toilet bowls, urinals, dispensers and fixtures.
    2. Spot clean tile wall and partitions.
    3. Clean and disinfect floors.
    4. Polish fixtures and mirrors.
    5. Restock paper supplies and toiletry products.

Additional Requirements: This section will be filled in after the onsite tour and will contain any added clarity or requirements identified during the tour that are not already defined in this ebid. You should also receive an email informing you of these additions, if any, so that you can incorporate them into your bid:

  1. No additional requirements were discovered post Site Tour.  (10/5/2016)


Cleaning Areas with square footage: (click to enlarge)


First Floor                                                       Second Floor



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

You may view this in your time zone from your Supplier Steps page.

 9/22 10:00 a.m. Confirm your intent to bid
 9/26 10:00 a.m. Provide Approval Contacts
 9/28 10:00 a.m. Register with Sorcity (no cost to join)
 10/5 1:00 p.m. Tour the Buyer's site to prepare for bid
 10/6 10:00 a.m. Enter questions or request exceptions online
 10/7 10:00 a.m. Send Sorcity Initial Line Item Worksheet Pricing
 10/11 11/17 2:00 p.m. 9:00 a.m. Wait for Access to Bid
 10/12 11/17 1:00 p.m. 11:00 a.m. Final bid due for Event #4823 - Janitorial Services
 10/12 11/17 2:00 p.m. 12:00 p.m. Return final Line Item Worksheet
 10/14 11/18 4:00 p.m. Buyer will contact low bidders
 10/18 11/22 4:00 p.m. Buyer will award to best qualified Supplier



Sorcity is committed to following the Institute for Supply Management’s (ISM) 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. 

  • Except for questions asked during the tour, all other questions or exceptions should be entered above through the [View & Ask Questions] button above.  Questions & Answers will be posted for all Suppliers to view. 

  • If you need to speak directly to a representative, please call Sorcity at the number listed in the ebid Summary above.

  • 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 that 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 e bid. If you are unable to honor this bid at any time, you MUST notify Sorcity immediately. Please read the Sorcity Member Agreement regarding not honoring your bid and related penalties. 

Online Bid Procedures:

Other criteria:

  1. Payment Terms are Net 30 Days.

  2. Service Provider must provide proof that criminal background checks, which must be acceptable to The Range at Austin, have been conducted for all employees that will be working on the property before they will be allowed to work. 

  3. All complaints and performance issues must be addressed within 48 hours of notice.

  4. Buyer may terminate this contract, or any part thereof, based on Supplier performance issues, by written notice (30) days in advance, provided the issues identified by the Buyer are not corrected to the satisfaction of the Buyer within (15) days from the occurrence.

  5. Performance problems such as fraud, theft, or a demonstration of lack of business integrity or honesty, may result in immediate termination.

  6. Price Fluctuation: Your monthly rate must be fixed for an initial period of 24-months, and then for each subsequent 24-month period, at which times your monthly rate may be adjusted up or down based on verifiable documentation supporting an acceptable change, which would include things like an increase in federal minimum wage. Notice of any price change is required in writing at least 60-days prior to end of the current price period.

  7. Awarded Service Provider must honor their bid prices, per the terms stated including price-fluctuation clause, until any ongoing business under this award has been terminated.

We appreciate your participation in this ebid opportunity!

Bid Box appears here on Opening Bid Day for members once you log into your account, unless:

• Following opening bids, the Event has been paused until Bid-End day
• The Event is momentarily suspended due to a bid error or technical issue
• Your account has been locked due to an unresolved issue (contact Sorcity)

If this is a Master Bid that is not being bid, you will need to scroll up to the table above to access sub-groups for bidding.


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