Janitorial Services - National
Final Bid: $1,141,279.28
Bid Number 66: $1,142,279.28
Bid Number 65: $1,171,000.00
Bid Number 64: $1,172,000.00
  
Bid Number 2: $1,698,000.00
 First Bid:$1,700,000.00
 
Reverse-Auction ID:   4687
Date Ended: February 22, 2012
Duration:   22 days   5 hr  
Start:   Tue Jan 31, 2012 at 8:30 am CT
End:     Wed Feb 22, 2012 at 2:15 pm CT
Category:   Janitorial

Qty: 3   Unit: Year

 

ebid Summary  (read full details below)

Need:

Janitorial Services for 132 locations (Updated 2/21/12)

Term:

3-Year

Price:

2-Year lock with Price Fluctuation review after 24-months

Audio Files:

Sorcity Welcome  

Contact:

Sorcity at 972-661-3265

 

Change Log

Date

Change Made

5/4 - Award Extended (See Key Dates Below):  New Award Date is now 5/7
4/20 - Award Extended (See Key Dates Below):  New Award Date is now 4/27
4/12 - Award Extended (See Key Dates Below):  New Award Date is now 4/18
2/21

- Line Item #128 has been removed. 

2/20

- Bullet #C under Standard Services Required has been updated.  #1 Store front and outside

  entrance glass are required to be cleaned upon every visit.  The interior and exterior windows

  on the front of the store only need to be cleaned once a month.

2/14

- Bullet #C under Standard Services Required has been updated.  Store front and outside

  entrance glass only requires cleaning only 1x per week maximum.

2/10

- Regional ebids #013112-4684 - 86 removed.  Bids will now only be accepted on this National ebid

  #013112-4687, which includes all three Regions.

2/10

- Line Item #30 has been removed.  The square footage has been combined with Line Item #27,

  as these locations share the same space.

2/10

- National Bid End time changed (See Key Dates Below): new End time is now 2:00 p.m.

2/7 - Example of Dal-Tile Standard Cleaning Agreement attached to bullet #3 of the Terms and Conditions.

 

Dal-Tile Corporation is interested in consolidating under a 3-year agreement for Janitorial Services. It is expected that this action will achieve a more efficient and economical utilization of Dal-Tile’s procurement resources. Under the agreement to be awarded, the successful supplier(s) will be asked to supply services as may be ordered by any Dal-Tile Location. You are hereby requested to submit, in accordance with the following instructions, a proposal under which your company would provide such services.

 

The Buyer would like to establish a long-term relationship with Suppliers who are able to provide the Janitorial Services quality and service-levels outlined in this bid document. The anticipated start date for this award is April 2012.

 

Although price is an important element of this award, this is not a price-only decision. Other factors to be considered include responsiveness, as well as Buyer's standard terms and conditions and relationship. After the bidding ends, the Buyer may contact several low bidders so they have an opportunity to review the bidder's proposal, 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 frequencies listed in the Line Item Worksheet for each location are the anticipated purchasing requirements during the next 3-years, based on the last 12-months of actual usage, however, fulfillment of award is measured on category dollar value you bid and not based on specific locations, cleaning frequencies, or add-on services, as it is anticipated that locations listed in this bid will largely participate, with a possible change in some locations and/or service levels over time. Additionally, approximately 30% of all Dal-Tile locations are not included in this bid, however, if they find pricing favorable, or as existing contracts expire, then locations may be added to the current award, which could mean an increased award value.

 

Any additional business added must be priced at equivalent prices as those bid and will be governed under this award.

 

Suppliers should know that the Buyer does not intend to award at a price higher than what they are currently paying, so bid aggressively. Preference may be given to suppliers who can bid more than one region.

 

BID STRUCTURE:

Each location has the option in determining the frequencies of the service, and if any non-standard services are required. Therefore Dal-Tile has provided a menu (Price Request Form) of frequencies of service visits and square footage for standard and non-standard services. 

 

In addition the Buyer needs to allow suppliers to bid equally, so have come up with the last 12-months of usage extrapolated from the last 2-months of data. This would be the anticipated case given a variance, therefore included on the 1st tab of the Line Item Worksheet is last year’s standard scenario from which you will enter your bid online.

 

You must also fill out the Price Request Form on the 2nd tab of the Line Item Worksheet in order to be considered, so the Buyer can see all pricing for service levels given a varied frequency of visits. 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 3-year term.

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 perform honorably.  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


Additional bid guidelines:

  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 Updated 2/10/12, 2/21/12 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, regardless of bid position. Failure to do so may render your bid unacceptable and invoke penalties.

  5. Please note that this is not a commitment that all locations will be fulfilled, but a good faith effort to meet or exceed the overall dollar amount awarded for services in this general category.

  6. 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.

  7. If you are bidding on more than 1 region, work up your pricing as if you be awarded all of the regions in which you bid. This does not guarantee that you will be awarded all regions bid, but will provide the Buyer with the most competitive pricing should they award you all groups bid. In the event that the Buyer is unable or elects not to award you all groups bid, there is a place on the Line Item Worksheet to enter a Partial Award Adjustment (Percent Markup), should it be needed, if you are awarded less than the value of all groups bid.

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

REQUIREMENTS:

Here are requirements specific to this purchase:

  1. Sub-contracting of services is allowed in areas where a supplier does not have a local presence. Sub-contracted company must meet all Requirements and Terms and Conditions stated in this bid and operate through the awarded supplier and not bid separately

  2. All Janitorial Services must be conducted outside of business hours and on weekends from 8:00 p.m. to 6:00 a.m.

  3. Suppliers providing services must supply all cleaning chemicals and equipment.

  4. Prior to bidding, although site visits to all locations are encouraged, in order to ensure you fully understand the scope of work for any specific location, do know that supplier visits are required for all locations that do not have the square footage listed in the Line Item Worksheet.

  5. Dal-Tile does not normally require any special trips or special cleanings, so only quote on the scope of services listed here.

  6. You must be able to provide a single point of contact for all locations.

  7. A meeting for low bid suppliers is required per the Key Dates below.  You must email Sorcity at EbidSuppor09a@sorcity.com with your preference of date and time by no later than February 14, 2012.  The available times are 9:00 a.m. 1:00 p.m. and 3:00 p.m. CST on February 28th and 29th.

Standard Services Required (After Hours and Weekends):

  1. Showrooms, Office Areas, and Break Rooms

    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. Sanitize all eating areas/table tops.

    7. Dust wall fixtures, doorframes, corners and baseboards.

    8. Clean and sanitize all phones

    9. Vacuum all carpeted areas including mats and/or rugs.

    10. 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 glass outside entrances and store fronts upon every visit. (Updated 2/20/12)

    2. Interior and Exterior windows on the front of the store only need to be cleaned once per month. (Updated 2/20/12)

    3. Clean all inside glass and mirrors.

  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.

  5. Closing

    1. Clean and organize janitor closet or storage area.

    2. Turn off lights as instructed.

    3. Lock doors and windows as instructed.

    4. Set alarm system as instructed.

Non-Standard Services Required (After Hours and Weekends):

  1. Showrooms, Office Areas, and Break Rooms

    1. Clean and polish office furniture.

    2. Vacuum fabric furniture.

    3. Dust blinds.

    4. Dust light fixtures.

    5. Vacuum ceiling vents or dust.

    6. Steam clean carpets (upon request).


Map of Locations (a specific address for each location is also listed in the Line Item Worksheet):

 

                      

 

     

KEY DATES: Anticipated for Award (U.S. Time) Modified 5/4/12, 4/20/12, 4/12/12, 2/10/12

Date West Coast Central Eastern Action

2/3 by

8:00 a.m. 10:00 a.m. 11:00 a.m. I confirm I have read and meet all terms and Will-Bid Event #4687
2/9 by 8:00 a.m. 10:00 a.m. 11:00 a.m. Suppliers must be registered with Sorcity (no cost)
2/13 by 8:00 a.m. 10:00 a.m. 11:00 a.m. All clarifying questions should be entered online
2/14 by 8:00 a.m. 10:00 a.m. 11:00 a.m. Supplier must email preferential meeting times to Sorcity 
2/21 by 12:00 p.m. 2:00 p.m. 3:00 p.m. Receive Access Code and place opening bid
2/22 by 12:00 p.m. 2:00 p.m. 3:00 p.m. Final bids due for Event #4687
2/22 by 1:00 p.m. 3:00 p.m. 4:00 p.m. Supplier to send Line Item Worksheet to Sorcity
2/23 by 1:00 p.m. 3:00 p.m. 4:00 p.m. Buyer will contact low bid Suppliers
2/28 & 2/29       Buyer will meet with low bid Suppliers
5/7 4/27 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 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 [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. 



Online Bid Procedures:

Other criteria:

  1. You must bid on all items listed in this Event. 

  2. Buyer’s Payment Terms are Net 30.

  3. Services resulting from this request for quote will be confirmed via a formal written agreement between Buyer and Supplier. Here is an example of the Standard Agreement. There may be some modifications based on mutual agreement. 

  4. Pricing must be fixed for an initial period of 24-months, at which time rates may be adjusted up or down based on verifiable documentation as to the reason for change, such as an increase in federal minimum wage. Notice is required in writing at least 60-days prior to end of the current price period.

  5. Buyer may terminate this contract, or any part thereof, 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 (15) days from the occurrence.

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

  7. Insurance: Seller shall maintain the following levels of insurance coverage with a reputable and financially sound insurance carrier: (a) Commercial General Liability, including contractual liability coverage, with limits of at least $1,000,000 Per Occurrence Bodily Injury and Property Damage / $1,000,000 Personal & Advertising Injury / $1,000,000 Products / Completed Operations / $2,000,000 General Aggregate; (b) Commercial Automobile Liability with a combined single limit of at least $1,000,000 per occurrence; (c) Employer’s Liability with limits of at least $1,000,000 each accident / $1,000,000 each employee by disease / $1,000,000 policy limit by disease; d) Excess Umbrella Liability, with limits of at least $4 million Per Occurrence Bodily Injury and Property Damage; (e) Workers’ Compensation, with limits of at least $1,000,000 Per Occurrence Bodily Injury; and (f) All Risks Property insurance (if applicable) on a replacement cost basis insuring the Contractor’s real and personal property. Purchaser and its affiliates shall be named as additional insured under such policies to the extent its interests may appear. Seller will provide Purchaser an insurance certificate from its insurance carriers for each of the required foregoing insurance coverages. In the event that Purchasers property is in the possession of Seller, Seller assumes full responsibility for such property while it is in Seller’s possession and shall insure such property accordingly.

  8. Monthly invoices must consolidate all locations on one invoice with separate line items detailing: Store Location, Frequency of Services, and Costs. Buyer prefers the acceptance of American Express and that invoices be sent by email.

  9. Awarded Seller must honor bid price until February 2015 in accordance with the Price Fluctuation Clause stated above.

We appreciate your participation in this ebid opportunity!


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