- 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:
Please comply with the instructions in the Bid Notice email you were
sent informing you of this opportunity.
Sorcity is
providing you this
Updated 2/10/12, 2/21/12Line 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.
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.
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.
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.
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.
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.
Your Dun &
Bradstreet number should be placed in the Line Item Worksheet, where noted.
REQUIREMENTS:
Here are requirements specific to this purchase:
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.
All Janitorial Services must be conducted outside of business hours and on
weekends from 8:00 p.m. to 6:00 a.m.
Suppliers providing services must supply all cleaning chemicals and
equipment.
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.
Dal-Tile does not normally require any special trips or special cleanings,
so only quote on the scope of services listed here.
You must be able to provide a single point of contact for all locations.
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):
Showrooms, Office Areas, and Break Rooms
Dust all fixtures, office furniture, doorframes and
windowsills.
Properly Position Furniture.
Spot clean doors, doorframes, light switches and
walls.
Empty all trash receptacles and take trash to
designated trash areas.
Sanitize all drinking areas/fountains.
Sanitize all eating areas/table tops.
Dust wall fixtures, doorframes, corners and
baseboards.
Clean and sanitize all phones
Vacuum all carpeted areas including mats and/or rugs.
Remove all spots.
Hard Floor Surfaces
Dust mop all hard surface areas according to
material.
Damp/Wet mop all hard surfaces areas according to
material requirements.
Glass Cleaning
Clean glass outside entrances and store fronts
upon every visit. (Updated 2/20/12)
Interior and Exterior windows on the front of the
store only need to be cleaned once per month. (Updated 2/20/12)
Clean all inside glass and mirrors.
Restrooms
Clean and disinfect hand basins, toilet bowls,
urinals, dispensers and fixtures.
Spot clean tile wall and partitions.
Clean and disinfect floors.
Polish fixtures and mirrors.
Restock paper supplies and toiletry products.
Closing
Clean and organize janitor closet or storage area.
Turn off lights as instructed.
Lock doors and windows as instructed.
Set alarm system as instructed.
Non-Standard
Services Required (After Hours and Weekends):
Showrooms, Office Areas, and Break Rooms
Clean and polish office furniture.
Vacuum fabric furniture.
Dust blinds.
Dust light fixtures.
Vacuum ceiling vents or dust.
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.
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.
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.
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.
All complaints and
performance issues must be addressed within 48 hours of notice.
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.
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.
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!
