Change Log
Date	Change Made
5/19	Clarified #11 under Requirements
5/19	Key Dates/Times changed (See Key Dates below)
5/19	LIW modified to accommodate for sub-group break-out of Toluene

Trelleborg is accepting bids for 5 Chemicals:  MEK, M-Pyrol, THF, DMF, & Toluene for their Morristown, TN, Rutherfordton, NC, and New Haven, CT locations. The term of this award covers an initial 3-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 for this bid if your company qualifies and would like to participate.

The Buyer would like to establish a long-term relationship with Suppliers who are able to provide the products and quality and service-levels outlined in this bid document. The anticipated start date for this award is July, 2017.

Although price is an important element of this award, this is not a price-only decision. Other factors to be considered include responsiveness and relationship. After the bidding ends, the Buyer may contact several low bidders to further understand the bidder's capabilities and additional benefits before an award is made (see Key Dates below).

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).

The quantities listed in the Line Item Worksheet for each product are expected to be the minimum purchasing requirements during this new term, based on the last 12-months of actual usage, but fulfillment of award is measured on category dollar value you bid and not specific line item quantities. 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 multiple products.

BID STRUCTURE:

This ebid is divided into separate biddable sub-groups that align with specific products and locations. A link to each sub-group is included in the table below which you can use to bid later per the Key Dates. You may ONLY bid on the sub-groups for which you are able to supply ALL products listed, and meet all the terms stated.

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: (modified 5/19/17)
 

1. 5680 Commerce Blvd, Morristown, TN 37814

2. 30 Lenox street, New Haven, CT 06513

3. 715 Railroad Avenue, Rutherfordton, NC 28139

Additional bid guidelines:

1. Please comply with the instructions in the Bid Notice email you were sent informing you of this opportunity including any reminders and updates provided.

2. The Supplier should factor in accommodating typical/common changes during the term without the change impacting price. If the change is not typical or common, then the price increase or decrease must fall within the discounts provided in this bid and not marked up more. Supplier will provide transparent analysis to support the new price.

3. 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 the price bid. This eliminates tracking and auditing of these ancillary programs and provides straightforward pricing.

Line Item Worksheet: (LIW)

1. 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.

2. Please 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 this worksheet once the bidding ends.

3. Please follow the instructions including filling in all items highlighted in green such as your Dun & Bradstreet number and Unit Prices where noted, as it is part of this bid package.

4. In order to avoid mistakes and ensure that the Opening Bid value accommodates your pricing, you must email your initial pricing in the Line Item Worksheet to Sorcity at least 2 days in advance of placing your opening bids online per the Key Dates below.

5. YOUR COMPLETED 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.

6. If you are bidding on more than 1 sub-group, work up your pricing as if you will be awarded all 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 subgroups) is less than 75%, or 50%, or 25% of the total value of all subgroups you bid. Prices bid may not change if the award is 75-100% of the dollar value bid, so bid accordingly.

REQUIREMENTS:

These are requirements specific to this purchase:

1. See the Line Item Worksheet for detailed specifications and logistics for each chemical by location.

2. All delivery costs must be included in your per unit pricing

3. A 2-day lead time is required for all orders, although most orders are provided at least 3-4 days in advance.

4. Deliveries times should be between 7:00 a.m. and 10:00 a.m. ET, although there may be some flexibility pending pricing.

5. If using identical drums for different chemicals, must provide clear markings on the surface of the drum (such as a different colored lid) so they are easily identifiable.

6. A Certificate of Analysis from the original manufacturer is required for each shipment received.

7. For each shipment, where drums are used, all drums delivered must be from the same lot from the manufacturer.

8. The Morristown and Rutherfordton locations both have loading docks available for delivery.  For the New Haven location, which does not have a dock, Trelleborg will come out to the truck to unload deliveries.

9. For the Morristown location only, must guarantee to have a tanker of Toluene on hand.

10. For the Rutherfordton location only, see this document for Tanker Truck Procedure for deliveries.

11. For the New Haven location only, the N-methyl Pyrrolidone and Tetrahydrofuran products must be contained in factory sealed drums. The other 2 products (MEK, THF Toluene) do NOT have to be factory sealed.  (Clarified 5/19/17)

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

1. You must quote on all items listed in any sub-group you bid.

2. You must include all delivery costs in your per unit prices. Do not enter a bid without including all delivery costs in your per unit prices. For example, if your per unit price is $1.00 and your shipping cost is $.10 cents, then the per unit price in your bid would be $1.10.

3. Payment terms are Net 60 Days.

4. Buyer's standard Purchase Order Terms and Conditions apply. 

5. Awarded supplier must be able to handle invoicing by location.

6. There can be no fees charged other than what is disclosed in your bid, represented on the Line Item Worksheet, for the duration of this award, unless otherwise agreed to in writing.

7. Given Trelleborg’s continued growth and need to track purchases and program conformance, the Supplier will need to provide the Buyer and Sorcity, quarterly sales reports, within 30-days following the end of each quarter, in an electronic Excel format if possible, a summary total by location, including, but not limited to; location of sale, items purchased, transaction date, total by product type, per unit and total dollar amount.

8. For changes that are needed, market comparisons may be made by the Buyer to confirm price changes and discounts. If the awarded supplier's price for changes is not in line with this market comparison, it can be grounds for award termination based on supplier performance.

9. Samples, (5-10 LBS) per chemical, may be required at the end of this Event for quality assurance, per the Key Dates above (Requested and Received), if you are not currently providing these products to the Buyer.

10. 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 (30) days from the occurrence.

11. Price Fluctuation: Due to the potential for price change in some pure commodities used in items listed, pricing must be fixed for each 30-day interval, at which times it may be adjusted up or down, based on verifiable documentation, provided by the Supplier, to the Buyer and Sorcity, documenting on which products pricing should change (up or down). Written notice should be provided 30-days in advance.  Failure to provide price decreases on time will result in such decreases being retroactive to the beginning of the perspective period where those reductions should have taken effect. 

12. Awarded Supplier must honor their bid price until July, 2020 for all products awarded, in accordance with the Price Fluctuation Clause stated above.