End Time changed to later (See Key Dates below or Time Remaining above)
2/14
End Time changed to later (See Key Dates below or Time Remaining above)
2/14
Key Dates/Times changed (See Key Dates below)
2/14
Line Item Worksheet updated. Item 59 & 119 removed due to lack of detail in the description
Arkema Inc. is an international company with 37 U.S. locations and is
currently accepting bids on Rental Equipment for 22 of these locations, of which
12 are actively renting a variety of equipment including; general, aerial, and
temporary utilities equipment.
The first term of this award covers an initial 3-year period including
additional 1-year extensions on this term, as
approved by the Buyer, 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.
Approximately 90% of all Arkema Rental Equipment spend is in the gulf coast
region, primarily Houston through Alabama (see map below). The remaining
locations are primarily in the Northeast and Midwest with one on the West Coast.
All active locations that rent equipment are included in this ebid. Additional
quantities, or locations added, will be treated as increased volume under this
online ebid award, and governed under the same terms as this Event.
It is understood that one Supplier may not be able to service all locations or
equipment categories, so this has been broken down by area and category so that
Suppliers can bid on all areas they service. Arkema prefers to award to the
fewest number of Suppliers, so bid aggressively in all groups you service.
In addition to the average annual spend included in this bid, this award also
includes business from natural disasters and other special projects that occur
on an annual basis for which rental equipment will be needed, estimated at
$200,000 - $300,000 annually. Two significant projects have already been
identified for 2018: a turnaround at the Beaumont, TX plant, and rebuild effort
at the Crosby, TX plant.
Although price is an important element of this award, this is
not a price-only decision. Other factors to be considered include: availability
of equipment, quality,
maintenance & repair capabilities, service-levels, responsiveness, acceptance of
Buyer's Equipment Rental Contract, and relationship.
After the bidding ends, the
Buyer may contact several low bidders to further understand their 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.
The anticipated Start Date for this award is April, 2018.
PLEASE NOTE:
To ensure the bid process remains fair, 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 (see Sorcity
Member Agreement).
BID STRUCTURE:
The Houston Texas area includes 4 locations which are grouped
into 3 equipment categories (separate biddable ebid sub-groups) to be bid
online. The remaining locations are not to be bid online but are simply to be
priced in the same Line Item Worksheet as the Houston area.
A link to each sub-group is included below. You may ONLY bid on the sub-groups
for which you are able to supply ALL rental equipment and locations listed in
that sub-group, and meet all the terms stated. Preference may be given to
suppliers who can bid in multiple sub-groups.
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 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. Here are the sub-groups to bid:
Please follow the instructions in the Bid Notice email you were
sent and any reminders and updates
provided.
Please note that this is not a commitment
to rent all specified line items for the number of rental hours listed, but
a good faith effort to meet or exceed the dollar amount awarded for goods in
these general
categories, including other similar items not listed.
Buyer is requesting the 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 a best-price bid. This eliminates tracking and auditing of these
ancillary programs and provides straightforward pricing.
Rental Equipment Contract:
We have provided an advanced look at the Arkema equipment contract that is to be signed by the awarded
Supplier. Review this in advance so that you are aware of the general terms
& conditions, and requirements of Arkema before bidding.
Line Item Worksheet:
(Schedule of Listed Equipment)
Sorcity is providing you this
Line Item
Worksheet as one of the bid documents, to list your 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.
The estimated rental days listed in the Line
Item Worksheet are three (3) year totals, not annual quantities, and are
expected to be the minimum rental requirements during the next 3-years,
based on forecasted market demand.
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.
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.
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).
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.
Per unit prices must not be higher than the price a
bidder has represented either in their catalog or their online site. This
requirement does not apply to special promotions.
The
Category Discount Percentage is an
important part of the decision criteria, and applies to all other Rental
Equipment
items that may be rented but not listed in this bid,
and must match
the percent discount provided on all like items listed in this bid,
so you must factor this into your pricing
structure.
In addition to listing your
equipment rates, also enter (in miles) the distances between your facility(s)
and the Arkema locations, along with the Delivery Fee (each way), if any.
Keep in mind that Arkema currently receives free delivery for any location
that is less than 20 miles, except for over-sized items that require special
transportation or for delivery of re-rent items.
For Additional Equipment that
you do not normally stock and must be sourced from a third party, provide
your cost plus percentage for those items where noted.
Enter in all details and pricing for
any additional Arkema locations and equipment categories you can service,
where noted below the biddable sub-groups.
If you
are bidding on more than 1 sub-group, work up your pricing as if you be
awarded all of the sub-groups in which you bid. This does not guarantee that
you will be awarded all sub-groups bid, but will provide the Buyer with the
most competitive pricing should they award you all sub-groups you bid. In
the event that the Buyer is unable or elects not to award you all sub-groups
you bid, you may enter a Percent Markup where noted, if needed. A Percent
Markup value can be entered for each of these award scenarios: if the total
awarded dollar value (whether it consists of 1 or more sub-groups) is less
than 75%, or 50%, or 25% of the total value of all sub-groups you bid.
Prices bid may not change if the award is 75-100% of the dollar value bid,
so bid accordingly.
REQUIREMENTS specific to this award:
Equipment for
all locations will be rented as needed.
Delivery fees, where applicable, are to be billed
separately from the equipment and are not to be included in your equipment
rental rates.
Fuel surcharges
related to transportation of equipment are to be waived.
Written
installation instructions are to be provided upon delivery for any equipment
requiring installation.
Provide all
preventative and corrective maintenance and repairs for equipment in Buyer’s
possession. This does not include standard wear items or damage arising out
of misuse, abuse, or neglect by Buyer.
No rent shall
be charged for days in which the equipment is out of operation for
preventative and corrective maintenance and repairs, unless repairs are due
to misuse or neglect by buyer.
Rental Rates are to be based on a 28-day month, however Buyer’s current
contract includes a 30-day month. Therefore, Buyer has a preference for a
30-day month, but is open to discussion.
The lesser of
Rental Rates should apply. For example, if 4 days is more than one
week, then the lesser, Weekly Rate would apply.
KEY DATES: Anticipated for Award (U.S. Central Time)
You may view this in your
time zone from your Supplier Steps page.
Date
By
Action
1/31
10:00 a.m.
Confirm your intent to bid
2/2
10:00 a.m.
Provide Approval Contacts
2/2
10:00 a.m.
Register with Sorcity (no cost to join)
2/5
10:00 a.m.
Enter questions or request exceptions online
2/12
10:00 a.m.
Send Sorcity Initial Line Item Worksheet Pricing
2/14
2/22
2:00 p.m.
Wait for Access to Bid
2/15
2/23
12:00 p.m.
Final bid due for Event #4866 - 1 - Aerial Equipment
2/15
2/23
1:00 p.m.
Final bid due for Event #4867 - 2 - Temporary Utilities
2/15
2/23
2:00 p.m.
Final bid due for Event #4868 - 3 - General Equipment
2/15
2/23
3:00 p.m.
Return final Line Item Worksheet
2/16
2/26
3:00 p.m.
Buyer will contact low bidders
3/22
3/29
10:00 a.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 questions or exceptions
should be entered above through the [View & Ask Questions] button. 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 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 notify
Sorcity immediately. Please read the Sorcity Member Agreement regarding not honoring your
bid and related penalties.
You must quote on all items
listed in any sub-group you bid.
Do Not include delivery costs
in your rental rates.
Due to
market demand and possible supply constrictions, if the supplier is unable
to fulfill an order within the normal timeframe, then the Buyer may secure
that portion of the order from an alternate supplier, and in which case that
unfulfilled order still counts towards the total award fulfillment to the
awarded supplier. Supplier must track all unfulfilled orders and be
able to report upon request.
Buyer
prefers payment terms of Net 60 Days, although if you cannot provide this,
or it raises your prices (hedging), then 45-day payment terms will be
considered and may be bid in this ebid.
All invoices are to be sent to one corporate office. Invoices must
include only one Arkema site per invoice. Do not list multiple sites
on one invoice. A Purchase Order number is required on all invoices.
Preference is to receive invoices electronically and payment made via ACH.
Given Arkema's continued growth and need to track purchases and program conformance, the
Supplier will need to provide Arkema and
Sorcity, quarterly sales reports, within 30-days
following the end of each quarter, upon request, in an
electronic Excel format, a summary total and by location, including, but not
limited to; location of sale, items purchased, transaction date, total by
product type, per unit and total dollar amount, and discount. Online
reporting is preferred, if available.
For product/service changes that are needed, the Buyer has the right to conduct
a market comparison to confirm price changes and discounts are consistent. If a change is
found to be inconsistent, or is not in line with the market comparison, it can be grounds
for award termination based on supplier performance.
Buyer may terminate this contract for Supplier’s breach of contract or
failure to perform any material provision of the contract.
Rent rates must be fixed for the initial 12-month period, and then may be
adjusted only once at each subsequent 12-month period. Price increases will
only be valid for increases on factors outside of a Supplier's control (such
as a federal tax increase) and must be accompanied with verifiable
documentation justifying an increase per the terms agreed-to. If a price
adjustment is needed, notice should be given at least 60-days prior to the
end of the current price period. Rental rates may be decreased at any time.
Failure to provide price decreases on time will result
in such decreases being retroactive to the beginning of the perspective term
where those reductions should have taken effect. Sorcity performance
penalties may apply if this delay is unreasonable.
Awarded Seller must honor their bid prices, per the
terms stated including price-fluctuation clause, until May 2021.
We appreciate your
participation in this ebid opportunity!
Remember to read any associated emails and updates related to this ebid.
PLACE YOUR BID BELOW:
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.
