Air Conditioners 5000 BTU
Final Bid: $329,500.00
Bid Number 59: $330,000.00
Bid Number 58: $334,500.00
Bid Number 57: $335,000.00
  
Bid Number 2: $549,000.00
 First Bid:$550,000.00
 
Reverse-Auction ID:   2938
Date Ended: November 20, 2003
Duration:     6 hr   7 min  
Start:   Thu Nov 20, 2003 at 8:00 am CT
End:     Thu Nov 20, 2003 at 2:07 pm CT
Category:   Building Interior

Qty: 5,000   Unit: Unit
New Page 1

SPECIFICATIONS/PURCHASE DESCRIPTIONS  

Offeror’s may provide a proposal on any brand (s) provided such is equal to or better than the brand (s) solicited with respect to quality, technical aspects, performance, durability and so forth. Proposals for an alternate brand (s) must be accompanied by complete descriptive data, manufacturer’s brochures, specifications and so forth, and must be received by the contracting officer no later than the time/date established for the receipt of proposals; The burden of providing proof to substantiate the equal or better than is entirely upon the offeror to the satisfaction of the contracting officer.  

Offeror must indicate on Exhibit B, the stock/style number for their items on which a proposal is being offered.  

 

Quantity

Descriptions of BTU Units

Energy Star    YES/NO

5000

5,000 BTU AIR CONDITIONER MANUAL 110V

 

A.  REQUEST PRICING FOR FOB USA ONLY.

 

B.  MAY REQUEST ELECTRONIC SKU AS AN ADDITION AFTER AWARD.

 

C.  SHIPMENTS WILL BE TO 4 CONUS DC IN TWO SHIPMENTS.  60% FIRST AND 40% SECOND.  ADDITIONAL BUYS MAY BE REQUESTED BASED ON DEMAND. AT LEAST TWO VENDORS WILL BE AWARDED.

 

D.  AIR CONDITIONERS ARE REQUIRED TO FOLLOW STANDARD FEDERAL REGULATIONS.  PRICE POINT FEATURES.

 

E.  ALL UNITS MUST HAVE THERMOSTAT CONTROL.

 

Key Dates:  (please mark these down on your calendar - Central time):

 

Date

Central

Action

11/13 by

3:00 p.m.

Initial notification and registration of suppliers.

All suppliers must register with AAFES and Sorcity.com

11/17 by

2:00 p.m.

Last time to submit application to AAFES and to register with Sorcity

11/20 by

8:00 a.m.

Event invitations will be sent to all qualified and registered suppliers.

The reverse auction is a private event by invitation only.

11/20 until

2:00 p.m.

Reverse Auction ends

11/20 by

4:00 p.m.

The most competitive Offerors must submit a line item worksheet

11/25 by

4:00 p.m.

AAFES will determine the most responsive suppliers.

AAFES may include meetings with suppliers.

12/2 by

4:00 p.m.

AAFES will award the contract



Online Bid Procedures:

Other criteria:

EXHIBIT E

DESCRIPTION OF INTERNET-BASED PRICING PROPOSAL EVENT

 

Part 1

 

A. Sorcity.com

 

  1. AAFES has retained Sorcity.com, Inc. to assist in this Internet-based Pricing Proposal Event. Those offerors who wish to submit responses to the solicitation must complete the following:

    1. Register with Sorcity ( www.sorcity.com ) and become a member. There is no cost to the Offeror to register or participate in the AAFES reverse auction events.

    2. Register as a supplier to AAFES by going to Source List Application  and completing the information required of all suppliers  wishing to conduct business with AAFES and indicate their acceptance of the AAFES terms and conditions by executing the contract.

    3. Having completed the contract for terms and conditions, send by facsimile or by regular mail, an original copy of the signature page to the AAFES Contracting Officer referenced.

  2. Registered suppliers who are invited to participate in the Internet-based pricing event will be notified by Sorcity.com prior to the activation of the event and given a code in order to place bids and provide pricing proposals using a secure Internet web site by Sorcity.com.

  3. Offerors can have access to this web site from anywhere in the world as long as they have access to the Internet using Internet Explorer. Offerors will be given a website address, and a secure User ID and a password they select when they register.

  4. For further information or clarification about this event and Sorcity.com, direct all communication should to AAFES@sorcity.com.  In the alternative mail may be sent to:

Sorcity.com

P.O. Box 262404

Plano, Texas 75026-2404

(972) 612-0003  

 

B. Queries Concerning Solicitation:

 

All questions regarding the technical aspects (system software) of the Reverse Auction  must be directed to Sorcity.com using either the above Email address or by posting questions through the Sorcity.com web hosted event. All questions regarding the content of the solicitation will be answered by the AAFES contracting officer and subsequently posted on the web hosted event for all offerors to view.  Any solicitation amendments will be provided electronically to participating offerors and attached to the online reverse auction event.

 

C. Key Dates:

 

INITIAL DATE: Send out the Solicitation posting to offerors via email

 

QUALIFICATION DATE: All offerors must complete the registration process by this date.

 

INVITATION DATE:  All registered and qualified offerors will be sent an email requesting their participation in the reverse auction for this solicitation in this manner both AAFES/Sorcity.com notifies offerors they have been invited to participate in the Internet-Based Reverse Auction Event. Each offeror will be given a specific link and Private Access Code to the event. Only through this invitation may an offeror place a pricing proposal. The offeror agrees to keep this Private Access Code confidential.

 

REVERSE AUCTION EVENT DATE: The listing of the date(s) during which time the offerors may make pricing proposals on Sorcity.com.  Following the ending of the Reverse Auction Event, all qualified offerors must send by electronic media a detailed line item worksheet as included in the online event within 2 hours of the ending of the event. ADDITIONALLY, a written copy of the entire solicitation package as must be completed and returned to AAFES by the date identified.  

 

DETERMINATION OF RESPONSIBILITY: The date(s) in which the offeror and AAFES agree to exchange certain information or samples including but not limited to any normal procedure undertaken by AAFES in determining the best supplier for this solicitation

 

AWARD DATE:  The date by which it is anticipated that the Contracting Officer will make an award to the Offeror who is most responsive to AAFES and provides the best value to AAFES under this solicitation.

   

Part 2

A. Submission of Pricing

  1. Offerors are to submit pricing only through the event at Sorcity.com. Qualified Offerors must submit the completed forms if they are included in the online event by the due date.

B. Price Proposal Formulation

1. To formulate your price proposal for, you should use the following steps:

Step 1: Open the Microsoft Excel spreadsheet entitled Solicitation Worksheet”.

 Step 2: Type in the FOB Origin and FOB Destination Price Per Unit for each line item in the designated columns of the spreadsheet.

 Step 3: The program will automatically multiply the FOB Origin and FOB Destination Price Per Unit by the "Estimated Annual Quantity", to give "FOB Origin and FOB Destination Totals". 

 Step 4: Your price proposal will be automatically formulated in the Excel spreadsheet, The total cost highlighted in blue will be the price you place online.  

 Step 5: To adjust your price proposal, change the FOB Origin and FOB Destination price for one or more items. Your new price proposal will be automatically formulated in the Excel spreadsheet and the new price proposal can be placed online.

2. At the completion of the Internet-based Pricing Proposal Event, you must submit this worksheet with individual line item pricing. The “Total Estimated Annual Cost” in your completed worksheet should match the lowest pricing proposal you  have shown during the online pricing proposal event.

3. Your completed worksheet is due via email WITHIN TWO HOURS after the Internet-based Pricing Proposal Event Date to the AAFES Contracting Officer and must be sent to AAFES@sorcity.com  You are also required to print out and sign the first page of the completed worksheet and fax a hard copy of the entire worksheet to the AAFES Contracting Officer.  The faxed hard copy of the worksheet is also due on the day after the Internet-based Pricing Proposal Event Date. Finally, a hard copy of the entire worksheet with an original signature on the first page is due to the AAFES contracting officer by the date stated.

Part 3

In order to participate in the Internet-Based Pricing Proposal Event for AAFES (“Buyer”), the offeror must agree to the following terms and conditions:

 

A. Internet-Based Pricing Proposal Event Rules - General:

 

1. Sorcity.com as an Independent Contractor.   Sorcity.com is an independent contractor with respect to Buying Organization, Offeror and any other participant in the Internet-Based Pricing Proposal Event Sorcity.com has final responsibility for all decisions regarding the operation of the Internet-Based Pricing Proposal Event.  Sorcity.com may suspend or cancel online Internet-Based Pricing Proposal Event at any time and without prior notification.  Sorcity.com shall not hold title to, handle the physical distribution of, nor be held liable for failures of any components, materials, services or offerors.

 

2. Solicitation. Offeror acknowledges that it has received, read and understood these terms and conditions with respect to the Internet-Based Pricing Proposal Event held by the Buying Organization and conducted by Sorcity.com.  

3. Limited Liability. Offeror hereby releases Sorcity.com from any liability with respect to the Internet-Based Pricing Proposal Event, including any conduct of Sorcity.com or any participant in the Internet-Based Pricing Proposal Event, regardless of whether such liability arises under contract, tort or any other theory.  

4. Confidentiality. Offeror shall keep the passwords and other confidential materials provided by Sorcity.com and/or Buying Organization, and all pricing proposals provided by itself or another Offeror in confidence and shall not disclose the foregoing to any third party.

 

B. Internet-Based Pricing Proposal Event Rules - Offeror Rules:

 

1. Offeror agrees to submit pricing proposals only through the online web page provided by Sorcity.com, and Offeror shall not submit pricing proposals via any other mechanism, including but not limited to mail, courier, fax, E-mail, or orally, unless specifically requested by the Buying Organization.  

2. Pricing proposals that an Offeror submits through Sorcity.com are legally valid quotations without qualification.  

3. Offeror must notify Sorcity.com immediately if it is experiencing difficulties during the Internet-Based Pricing Proposal Event. “Difficulties” include any event or problem which interferes with the Offeror’s ability to participate in the Internet-Based Pricing Proposal Event and may include, but is not limited to: data entry errors, software problems, or hardware problems. Offeror will have thirty (30) minutes after a lot is “closed” to notify Sorcity.com of any problems. If Sorcity.com judges that any offeror has been disadvantaged by a problem, Sorcity.com, in coordination with the Contracting Officer, may elect in its discretion to correct the problem and may return the lot to “Open” status. Sorcity.com shall not be subject to liability due to its election not to return a lot to “Open” status.  

4. All offerors will prohibit unethical behavior and are expected to notify Sorcity.com if they witness practices that are counterproductive to the fair operation of the online marketplace.  

5. Offers received in the Internet-Based Pricing Proposal Event will be used in the evaluation for award subject to the basis for award identified in the AAFES solicitation.

 

C. Buying Organization Rules:

 

1. Buying Organization has the right to approve the list of offerors invited to participate in the Internet-Based Pricing Proposal Event.  

2. Buying Organization intends to award the business to participating offerors, and Buying Organization is not going to award the business to non-participating offerors. Buying Organization is not going to negotiate with non-participating offerors for the business in the Internet-Based Pricing Proposal Event.  

3. The Buying Organization is not going to conduct additional pricing negotiations outside of the online tool, except to clarify final details as are typically reserved until after the online event.  

4. Buyer has option to cancel the procurement at anytime for any reason, without penalty.

 

Part 4  

A. Using the Sorcity.com Web Site – Quick Start:

1. Go to www.sorcity.com using Internet Explorer.  

2. Once on the Sorcity.com web site, click on the word “Sellers Area.”

3. Click on the “All Activity” Button, then the “Active” button to view a list of events.

4. Click on the number next to the appropriate description in the center of the screen.

5.  Review the details of the purchase event in full.  To place a bid, you must then:

6. Click on the “My Activity” button at the top of the screen, then enter the Sorcity provided security access code in the field

7. Click the “My Activity” button again which will allow you to view the event inside your account.

8. Click on the number next to the appropriate description in the center of the screen.

9.  Scroll TO the bottom of the screen.

10. Type in your pricing proposal in the “Your Lowest Bid Is field—be sure that it is a numeric proposal rounded to the nearest decrement and below the value of the starting price and any previous pricing proposal you have already placed online.

11. Click on the “Place My Bid” button. On the Confirmation screen, confirm your bid placed by entering your username and password and pressing the button. You will be notified if your pricing proposal submission is successful.

12. Click on text “Click here to continue” and you will return to the pricing proposal submission screen.

13. Continue to submit pricing proposals by repeating the previous three steps.

 

B. Access to Internet-Based Pricing Proposal Event:

Each offeror will select a unique and secure User ID and Password when they register for a Sorcity account.  Offerors must keep their User IDs and Passwords confidential. If you lose or forget your User ID or Password, please call Sorcity Supplier Support at 972-612-0003 for help.

 

C. Scheduled Opening and Closing Times:

 

The Internet-Based Pricing Proposal Event is scheduled to open and close on the posted times.

 (Please note that the time shown on the website will be in Central Time.)

 

D. Internet-Based Pricing Proposal Event Extension Times:

1. In order to avoid any panic in the last few seconds of the Online Pricing Proposal Event, the tool is designed to extend the closing time of the event, if there are any pricing proposals submitted in the final ten (10) minutes.

 

2. If there is a pricing proposal submitted in the last ten minutes before the Internet-Based Pricing Proposal Event scheduled closing time, the closing time will then be extended by an additional ten minutes from the point at which the last pricing proposal was placed. For instance, should someone submit a pricing proposal with only 1 (one) minute remaining, the Internet-Based Pricing Proposal Event will automatically extend for another 10 (ten) minutes. Therefore, there will now be 10 (ten)) minutes left to submit proposals.

3. The number of ten-minute extensions is unlimited on the Sorcity.com service.  

4. The “Time Remaining ” field in the tool shows time left in the Internet-Based Pricing Proposal Event. The“ Time Remaining” time will be displayed with accuracy to the second. You may continue to submit pricing proposals as long as the Time Remaining field displays time remaining in the auction. The tool will not accept any pricing proposals once the Time Remaining field displays no time left.  

5. Although the tool captures all the pricing proposals submitted before the closing time, we suggest that you do not wait until the last few seconds to submit your pricing proposal. Depending on your geographic location, the speed of your Internet connection, and the Internet traffic at the time of your pricing proposal submission, it may take anywhere between a fraction of a second to a few seconds for your pricing proposal to be successfully recorded on the Sorcity.com tool. Therefore, we recommend that all participants submit their pricing proposals at least 1 minute before the closing time of the Internet-Based Pricing Proposal Event.

 

E. Sorcity.com Support:

 

The Sorcity.com support team is available to assist you at anytime before, during, or after  the event. You can reach us via phone, fax or e-mail:  

Fax:  (972)-612-1555

 

E-mail:  AAFES@sorcity.com

 

Part 5  

A. Worksheet to Formulate Pricing Proposal – Your completed worksheet is due via email within 2 hours after the event closes (Dallas Local Time) on the day of the Internet-based Pricing Proposal Event to the AAFES Contracting Officer and the Sorcity.com contact  AAFES@sorcity.com . You are also required to print out and sign the first page of the completed worksheet and fax a hard copy of the entire worksheet to the AAFES Contracting Officer. The faxed hard copy of the worksheet is also due by 2:00 p.m. (Dallas Local Time) on the day after the Internet-based Pricing Proposal Event.  Finally, a hard copy of the entire Solicitation Bid Information with an original signature on the first page is due to the AAFES Contracting Officer by the posted date.

 

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Buy American Act

 

 

 


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