Line Item Question Response. 45 Do your warranties cover all products, parts, and labor? TACenergy guarantees the fuel products sold will meet or exceed all required federal, state, and local specifications at the time of transfer to the customer's tanks. Each Participating Agency shall be responsible for having the proper fuel fill and transfer vapor recovery system(s) operating on their storage tanks in accordance with participating agency's state and local regulations. TACenergy and our carriers have the responsibility of reporting faulty equipment to the end users and the appropriate regulatory agencies. * 46 Do your warranties impose usage restrictions or other limitations that adversely affect coverage? Yes, exclusions include but not limited to improper use of fuel, equipment malfunction, poor tank maintenance, and forces of nature. * 47 Will you cover warranty service for products produced by others that are part of your proposal, or are warranty issues typically passed on to the producer? No, TACenergy will not cover warranty service for products produced by others. Should fuel delivered by TACenergy not meet quality standards at the time of delivery, TACenergy will rectify the issue with a pump-out and replacement of fuel. Exclusions and restrictions apply. * 48 Describe any service contract options for the items included in your proposal. There are no additional contract service options beyond the scope of Fuel Delivery with Related Services RFP in our proposal. * Table 9B: Performance Standards or Guarantees Describe in detail your performance standards or guarantees, including conditions and requirements to qualify, claims procedure, and overall structure. You may upload representative samples of your performance materials (if applicable) in the document upload section of your response in addition to responding to the questions below. Line Item Question Response * 49 Describe any performance standards or guarantees that apply to your services At TACenergy, we champion a high-performance standard. Strategically managed supply and logistics processes are performed every day to ensure the correct fuel is delivered to the correct place at correct time and invoiced at the correct price. Our delivery, invoicing, and compliance performance is second to none. * 50 Describe any service standards or guarantees that apply to your services (policies, metrics, KPIs, etc.) TACenergy measures customer success with several key metrics. Most importantly, we measure on-time deliveries to each customer. Getting the right fuel to the right location at the right time ensures operations are not interrupted for the end user. Using real-time bill-of-lading (BOL) information and logistical data, we are able to track whether deliveries are completed within the request order window. Additionally, invoice accuracy is important to us and our customers. We maintain an invoice accuracy rate of 98% or better on average across the enterprise. We monitor at the individual customer level to ensure billing errors are mitigated. Invoice accuracy saves the participating agencies time and money when processing payments. We also measure days to bill on the individual account level to ensure customers are not waiting more than two business days for a delivery invoice. Routine pricing audits are conducted to ensure that contract customers are receiving the correct pricing. Invoices are frequently reviewed by Sales Managers and Account Managers before final transmission to the customer. * Table 10: Payment Terms and Financing Options Line Item Question Response * 51 Describe your payment terms and accepted payment methods. TACenergy standard payment terms is Net 10 Days from Invoice Date. Extended terms, but no more than 30 days, may be evaluated but must be approved on case-by-case basis. Payment methods are either buyer-initiated ACH payment or TACenergy-initiated EFT payment. Checks are not accepted. * 52 Describe any financing options available for use by educational or governmental entities. TACenergy does not offer any financing options. * 53 Describe any standard transaction documents that you propose to use in connection with an awarded contract (order forms, terms and conditions, service level agreements, etc.). Upload a sample of each (as applicable) in the document upload section of your response. All Sourcewell orders will be managed by the TACenergy 24/7/365 Supply & Logistics team in Dallas, TX. Orders can be placed online, by phone, or by email to xxxxxx@xxxxxxxxx.xxx. Invoices will be transmitted via email to the agency after fuel delivery has been completed, generally within two business days. An invoice example is provided in the attachments. * 54 Do you accept the P-card procurement and payment process? If so, is there any additional cost to Sourcewell participating entities for using this process? We can accept Government P-cards provided they are Visa, Mastercard, Discover, or American Express. An additional fee of 3% of the total invoice amount will apply to these types of payment transactions. * Table 11: Pricing and Delivery Provide detailed pricing information in the questions that follow below. Keep in mind that reasonable price and product adjustments can be made during the term of an awarded Contract as described in the RFP, the template Contract, and the Sourcewell Price and Product Change Request Form. Line Item Question Response * 55 Describe your pricing model (e.g., quoted adjustment from index or benchmark, line-item, product-category percentage discounts, or a combination of methods). Upload your pricing materials (if applicable) in the document upload section of your response. TACenergy is proposing a pricing model that is a quoted adjustment (+/-) from a third-party index or benchmark. Our standard pricing method for fuel would apply a negotiated adjustment to a daily OPIS Rack benchmark (for example, OPIS Contract Average Gross) for the product delivered (Regular, Premium, ULSD #2, etc.) at the nearest OPIS rack city. Recognizing that there are variations in costs to transport and provide fuel to many regions or markets of the United States, the benchmark index will be established by agency rather than using one index for all participating agencies. Freight charges will be assessed at cost and will be a line item on the invoice. * 56 If your pricing model includes quoted adjustment from index or benchmark, identify the applicable index(es) or benchmark(s) for Sourcewell Participating Entities by region, delivery method, and product type. Detailed pricing data is to be included in Proposer's pricing upload materials (including the stated index or benchmark, adjustment discount or increase, frequency of index or benchmark update [daily, weekly, etc.], delivery method alternative pricing, freight, additional charges, etc.) on all of the items that you want Sourcewell to consider as part of your RFP response. TACenergy proposes an adjustment from the daily OPIS Rack Contract Average Gross for the neared OPIS rack city as standard. Alternative indexes or timing may be evaluated to best serve the needs of the participating agency. TACenergy has the flexibility to utilize DTN Fastracks, Platts, Argus, and OPIS Rack and OPIS Spot indexes. In addition, weekly benchmark updates can be utilized if desired. Freight charges will be an 100% pass through to the participating agency. 57 If your pricing model includes line-item or product-category percentage discounts, quantify the pricing discount represented by the pricing proposal in this response. For example, if the pricing in your response represents a percentage discount from MSRP or list, state the percentage or percentage range. Detailed pricing data is to be included in Proposer's pricing upload materials (including standard or list pricing and the Sourcewell discounted price) on all of the items that you want Sourcewell to consider as part of your RFP response. It is the goal of TACenergy to offer competitive pricing to the participating agencies without the need for additional line-item discounts. * 58 Describe any volume or quantity discounts or rebate programs that you offer. Volume discounts may be evaluated on a case-by-case basis for committed volume from participating agencies. * 59 Propose a method of facilitating “sourced” products or related services, which may be referred to as “open market” items or “nonstandard options”. For example, you may supply such items “at cost” or “at cost plus a percentage,” or you may supply a quote for each such request. Freight charges will be invoiced to participating agencies at cost. Demurrage or delay charges caused by the agency's staff or location will be charged at cost. This is when a carrier is unable to complete the delivery in a timely manner due to site access, issues with site equipment, retaining of product due to tanks being too full, etc. Delay charges caused by TACenergy will not be passed to the agency. * 60 Identify any element of the total cost of acquisition that is NOT included in the pricing submitted with your response. This includes all additional charges associated with a purchase that are not directly identified as freight or shipping charges. For example, list costs for items like set- up, mandatory training, split-load or multiple drop site charges, unscheduled, expedited or emergency delivery fees, dye charges, or taxes. Identify any parties that impose such costs and their relationship to the Proposer. There are no set-up or training fees with TACenergy. Freight costs and demurrage fees will be invoiced to the agency at cost, when applicable. Split-load or multi-drop deliveries will incur a $100 flat fee. Retain fee of $150 will be assessed when all or a portion of the order quantity will not fit in the agency's tank when caused by the agency. ULSD Dyed products will be charged a $0.0075 dye adder fee per gallon. Winter additive will be charged at cost per gallon. Any and all applicable taxes will be charged to the agency. The agency must notify TACenergy of any tax exemptions during the customer onboarding phase. * 61 If freight, delivery, or shipping is an additional cost to the Sourcewell participating entity, describe in detail the complete freight, shipping, and delivery program. At TACenergy, we utilize vetted third-party common carriers to deliver our fuel to our customers. We will charge the Sourcewell participating entity all freight at cost. This includes base rates, fuel surcharge, pump fees, tolls, and entity-caused demurrage charges. Freight is charged at a 7,500 gallon minimum for diesel products and at an 8,500 gallon minimum for gasoline products regardless of requested quantities from the agency in most markets. In some markets where a higher truck load capacity is standard then the prevailing market minimum will be assessed. For example, Boston MA has a higher freight minimum for gasoline deliveries at 12,000 gallons. * 62 Specifically describe freight, shipping, and delivery terms or programs applicable to Sourcewell Participating Entities in Alaska, Hawaii, and Canada. Alaska, Hawaii, and Canada are currently outside of the TACenergy service area. * 63 Describe any unique distribution and/or delivery methods or options offered in your proposal. With committed volume from a participating agency, TACenergy can lock in freight charges for a year at a time for the agency. * Table 12: Pricing Offered Line Item The Pricing Offered in this Proposal is: * Comments
Appears in 1 contract
Samples: files.sourcewell.org
Line Item Question Response. 45 44 Do your warranties cover all products, parts, and labor? TACenergy guarantees the fuel products sold will meet or exceed all required federalAll of our products, state, parts and local specifications at the time of transfer to the customer's tanks. Each Participating Agency shall be responsible for having the proper fuel fill services carry a manufacturer (materials) and transfer vapor recovery system(sworkmanship (labor) operating on their storage tanks in accordance with participating agency's state and local regulations. TACenergy and our carriers have the responsibility of reporting faulty equipment to the end users and the appropriate regulatory agencieswarranty; warranty terms vary by specific products. * 46 45 Do your warranties impose usage restrictions or other limitations that adversely affect coverage? YesPlug Smart has normal "appropriate use and required maintenance requirements" for all equipment installed to prevent abuse of installed equipment and fraudulent warranty claims, exclusions include but not limited no conditions outside of normal business practices. * 46 Do your warranties cover the expense of technicians' travel time and mileage to improper use of fuelperform warranty repairs? For one year, equipment malfunction, poor tank maintenance, Plug Smart's technicians travel and forces of naturemileage is covered for all warranty claims. * 47 Are there any geographic regions of the United States or Canada (as applicable) for which you cannot provide a certified technician to perform warranty repairs? How will Sourcewell participating entities in these regions be provided service for warranty repair? There are no geographic regions that we serve (develop/implement projects) for which we cannot provide a certified technician to perform warranty repairs. * 48 Will you cover warranty service for products produced items made by others other manufacturers that are part of your proposal, or are warranty these warranties issues typically passed on to the produceroriginal equipment manufacturer? NoBecause we are the sole source of responsibility for the equipment, TACenergy products, and services provided under this contract, we will not cover or coordinate all warranty service for products produced by others. Should fuel delivered by TACenergy not meet quality standards at the time of delivery, TACenergy will rectify the issue with a pump-out and replacement of fuel. Exclusions and restrictions applyrequests. * 48 49 What are your proposed exchange and return programs and policies? Plug Smart accepts returns and/or exchanges for any material we sell less shipping and restocking fees. * 50 Describe any service contract options for the items included in your proposal. There Plug Smart's service programs are no additional contract highly flexible and always created in consultation with the Client's key stakeholder team. Plug Smart would not expect a customer would need a service options beyond agreement in year 1 post construction (due to warranty shake out period). Our ""out-of-the-box"" service programs are outlined in the scope of Fuel Delivery with Related Services RFP graphic in our proposalthe supplemental attachment labeled "Service Contract Options - Line Item 50". * Table 9B: Performance Standards or Guarantees Describe in detail your performance standards or guarantees, including conditions and requirements to qualify, claims procedure, and overall structure. You may upload representative samples of your performance materials (if applicable) in the document upload section of your response in addition to responding to the questions below. Line Item Question Response * 49 51 Describe any performance standards or guarantees that apply to your services At TACenergyIn our project methodology, we champion performance standards are defined as the process for ensuring that all project activities necessary to design, plan and implement a project are effective and efficient with respect to the purpose of the objective and its performance. Quality management is not an event - it is a process; a consistently high-performance standardquality product or service cannot be produced by a defective process. Strategically managed supply Quality management is a repetitive cycle of measuring quality, updating processes, measuring, updating processes until the desired quality is achieved. Additionally, on our projects, quality does not mean purchasing the most expensive material or services available on the market. Quality and logistics processes grade are performed every day not the same. A product may be of good quality (no defects) and be of low grade (few or no extra features). With this in mind, our procurement teams are careful when procuring material and equipment as part of and HVAC installation. During the procurement stage, equipment/material providers are required to ensure submit cut sheets, catalogs, references, financial, insurance, warranty, bonding (if required) and other information during the correct fuel selection process. This information is delivered to the correct place at correct time and invoiced at the correct price. Our deliverycollected, invoicinganalyzed, compared, scored, and compliance performance is second in most cases, shared with the client if they have an interest to nonebe involved in the selection process. This level of transparency would be provided to Sourcewell members if awarded a contract. * 50 52 Describe any service standards or guarantees that apply to your services (policies, metrics, KPIs, etc.) TACenergy measures customer success with several key metrics. Most importantlyThe service standards that we use for our material and service selections involve critical items such as past performance, we measure on-time deliveries to each customer. Getting the right fuel to the right location at the right time ensures operations are not interrupted for the end user. Using real-time bill-of-lading (BOL) information financial viability, warranty/service, references, company history, risk management and logistical data, we are able to track whether deliveries are completed within the request order window. Additionally, invoice accuracy is important to us and our customers. We maintain an invoice accuracy rate of 98% or better on average across the enterprise. We monitor at the individual customer level to ensure billing errors are mitigated. Invoice accuracy saves the participating agencies time and money when processing payments. We also measure days to bill other criteria depending on the individual account level to ensure customers are not waiting more than two business days for a delivery invoiceproject. Routine pricing audits are conducted This is the process that we use to ensure that contract customers all equipment/material would conform to quality-based project specifications, and provide the client with the best possible value. Examples of quality-based scoring criteria from past scorecards are receiving provided below: • Functionality – Can this equipment/material perform its intended function on the correct pricingproject and behave as expected. Invoices are frequently reviewed • Performance – Can this equipment/material meet or exceed all the performance specifications as defined by Sales Managers project requirements. • Reliability – Does this equipment/material have the ability to perform as intended under normal conditions without unacceptable failures. • Relevance – Is this equipment/material pertinent, applicable, and Account Managers before final transmission appropriate based on its intended use or application in the project. • Timeliness – Can this equipment/material be delivered in time to meet project schedules and timelines. • Completeness - Is this equipment/material a complete solution and can it address the customerentire scope of services in its entirety. • Warranty/Service - Does this equipment/material come with a warranty/service packages consistent with best practices in the industry. * Table 10: Payment Terms and Financing Options Line Item Question Response * 51 53 Describe your payment terms and accepted payment methods? Plug Smart has a standard net 30 payment terms. TACenergy standard payment terms is Net 10 Days from Invoice Date. Extended termsCheck, but no more than 30 dayscredit card, may be evaluated but must be approved on case-by-case basis. Payment methods are either buyer-initiated ACH payment electronic deposit, or TACenergy-initiated EFT payment. Checks are not acceptedelectronic bank transfer. * 52 54 Describe any leasing or financing options available for use by educational or governmental entities. TACenergy does As part of our partnership with Sourcewell, Plug Smart will help educate and offer Sourcewell members with a variety of financing mechanisms, including financing sources that could be used to finance HVAC improvements and maintenance operations over the term of the contract. We offer a full suite of services for financing for up to 15-years of full financing through our financing arm via our banking network. A few examples of these types of financing options include but are not offer any limited to the following: Systems Services Agreement (SSA) A systems services agreement (SSA) is a creative financing optionsapproach that is unique to Plug Smart and leverages our experience financing large-scale infrastructure projects. In this program, Plug Smart would design, build, own, and operate the HVAC systems being proposed as part of this project. An SSA agreement would allow for Plug Smart to provide HVAC improvements to Sourcewell members at no cost in exchange for Plug Smart holding a title on all HVAC improvements usually in the form of a ground lease. This program can finance up to 100% of all eligible HVAC measures for Sourcewell Members. Department of Energy Grants The US DoE provides program assistance to Ohio K-12 schools that have the desire to implement energy efficient infrastructure projects including HVAC, building automation systems. Since 2016, Plug Smart has been awarded over $4 million in grants to disperse in K-12 and other market segments up to $225,000 for qualifying projects. As part of this Sourcewell partnership, Plug Smart will make these grant funds available to Sourcewell members. These grants are valued up to $225K for Sourcewell Members. Performance Contract (PC) A performance contract (PC) is a method for developing and implementing energy efficiency projects that fund themselves through the utility bill savings they create. Often times, capital intensive HVAC can be financed using this strategy, especially if the system is integrated with building automation and lighting control systems. As part of this Sourcewell partnership, Plug Smart will make performance contracting services available to Sourcewell members. This program can finance up to 100% of all eligible HVAC measures for Sourcewell Members. Commercial - Property Assessed Clean Energy (C-PACE) Property Assessed Clean Energy (C-PACE) financing is a simple and effective way to finance energy efficiency, renewable energy, water conservation, and most HVAC upgrades to buildings. PACE pays for 100% of a project's costs and is repaid for up to 20 years through a special assessment levied against the parcel. State and local governments sponsor PACE financing to create jobs, promote economic development, and protect the environment. Plug Smart is a solution provider in this program and can assist Sourcewell members in securing financing up to 35% of the stabilized appraised value of the facility. This program can finance up to 100% of all eligible security measures for Sourcewell Members. * 53 55 Briefly describe your proposed order process. Include enough detail to support your ability to report quarterly sales to Sourcewell as described in the Contract template. For example, indicate whether your dealer network is included in your response and whether each dealer (or some other entity) will process the Sourcewell participating entities' purchase orders. Each Opportunity record that is executed (deemed Closed Won) in our CRM is automatically converted to a Project in the same system. Sourcewell projects and all compliance checklist items will be carried over to the related Project record. As revenue is invoiced and received, our Project reports automatically initiate payment workflows for our Accounts Payable personnel to execute in accordance with the contract. The quarterly reports will be printed and furnished to Sourcewell as a part of this automated process. * 56 Describe any standard transaction documents that you propose to use in connection with an awarded contract (order forms, terms and conditions, service level agreements, etc.). Upload a sample of each (as applicable) in the document upload section of your response. All Sourcewell orders Plug Smart will be managed by use one of three methods to contract with Sourcewell's members: (i) DBIA 530 standard contract, (ii) AIA A101-2017, or (iii) the TACenergy 24/7/365 Supply & Logistics team in Dallas, TXmost recently published state-specific standard contract. Orders Examples of the two former examples can be placed online, by phone, or by email to xxxxxx@xxxxxxxxx.xxxfound at the links below. Invoices will be transmitted via email to We have also attached the agency after fuel delivery has been completed, generally within two business days. An invoice DBIA 530 example is provided in the attachmentsDocuments section of this response. DBIA: xxxxx://xxxxxxxxxxxxxxx.xxx/198.71.233.179/00x.x00.xxxxxxxxxxx.xxx/wp-content/uploads/2019/08/DBIA-Contracts-530- Sample.pdf AIA: xxxxx://xxxx.xxxxxxxxxxxx.xxx/public/wp-content/uploads/2020/05/Preview_A101-2017.pdf? _ga=2.185980843.327078933.1625085292-2036516647.1625085292 * 54 57 Do you accept the P-card procurement and payment process? If so, is there any additional cost to Sourcewell participating entities for using this process? We can accept Government Plug Smart accepts the P-cards provided they are Visa, Mastercard, Discover, or American Express. An card procurement and payment process; we charge an additional fee of 32.0% of the total invoice amount will apply to these types of payment transactionsfor using this process. * Table 11: Pricing and Delivery Provide detailed pricing information in the questions that follow below. Keep in mind that reasonable price and product adjustments can be made during the term of an awarded Contract as described in the RFP, the template Contract, and the Sourcewell Price and Product Change Request Form. Line Item Question Response * 55 58 Describe your pricing model (e.g., quoted adjustment from index or benchmark, line-item, product-category percentage discounts, or a combination of methods). Upload your pricing materials (if applicable) in the document upload section of your response. TACenergy is proposing a pricing model that is a quoted adjustment (+/-) from a third-party index or benchmark. Our standard pricing method for fuel would apply a negotiated adjustment to a daily OPIS Rack benchmark (for example, OPIS Contract Average Gross) for the product delivered (Regular, Premium, ULSD #2, etc.) at the nearest OPIS rack city. Recognizing that there are variations in costs to transport and provide fuel to many regions or markets of the United States, the benchmark index will be established by agency rather than using one index for all participating agencies. Freight charges will be assessed at cost and will be a line item on the invoice. * 56 If your pricing model includes quoted adjustment from index or benchmark, identify the applicable index(es) or benchmark(s) for Sourcewell Participating Entities by region, delivery method, and product type. Detailed pricing data is to be included in Proposer's pricing upload materials (including the stated index or benchmark, adjustment discount or increase, frequency of index or benchmark update [daily, weekly, etc.], delivery method alternative pricing, freight, additional charges, etc.) on all of the items that you want Sourcewell to consider as part of your RFP response. TACenergy proposes an adjustment from the daily OPIS Rack Contract Average Gross for the neared OPIS rack city as standard. Alternative indexes or timing may be evaluated to best serve the needs of the participating agency. TACenergy has the flexibility to utilize DTN Fastracks, Platts, Argus, and OPIS Rack and OPIS Spot indexes. In addition, weekly benchmark updates can be utilized if desired. Freight charges will be an 100% pass through to the participating agency. 57 If your pricing model includes line-item discounts or product-category percentage discounts, quantify the pricing discount represented by the pricing proposal in this response). For example, if the pricing in your response represents a percentage discount from MSRP or list, state the percentage or percentage range. Detailed Provide detailed pricing data is to be included in Proposer's pricing upload materials (including standard or list pricing and the Sourcewell discounted price) on all of the items that you want Sourcewell to consider as part of your RFP response. It is the goal of TACenergy to offer competitive pricing to the participating agencies without the need for additional line-item discounts. * 58 Describe any volume or quantity discounts or rebate programs that you offer. Volume discounts may be evaluated on If applicable, provide a case-by-case basis for committed volume from participating agencies. * 59 Propose a method of facilitating “sourced” products or related services, which may be referred to as “open market” items or “nonstandard options”. For example, you may supply such items “at cost” or “at cost plus a percentage,” or you may supply a quote SKU for each such request. Freight charges will be invoiced to participating agencies at cost. Demurrage or delay charges caused by the agency's staff or location will be charged at cost. This is when a carrier is unable to complete the delivery in a timely manner due to site access, issues with site equipment, retaining of product due to tanks being too full, etc. Delay charges caused by TACenergy will not be passed to the agency. * 60 Identify any element of the total cost of acquisition that is NOT included in the pricing submitted with your response. This includes all additional charges associated with a purchase that are not directly identified as freight or shipping charges. For example, list costs for items like set- up, mandatory training, split-load or multiple drop site charges, unscheduled, expedited or emergency delivery fees, dye charges, or taxes. Identify any parties that impose such costs and their relationship to the Proposer. There are no set-up or training fees with TACenergy. Freight costs and demurrage fees will be invoiced to the agency at cost, when applicable. Split-load or multi-drop deliveries will incur a $100 flat fee. Retain fee of $150 will be assessed when all or a portion of the order quantity will not fit in the agency's tank when caused by the agency. ULSD Dyed products will be charged a $0.0075 dye adder fee per gallon. Winter additive will be charged at cost per gallon. Any and all applicable taxes will be charged to the agency. The agency must notify TACenergy of any tax exemptions during the customer onboarding phase. * 61 If freight, delivery, or shipping is an additional cost to the Sourcewell participating entity, describe in detail the complete freight, shipping, and delivery program. At TACenergy, we utilize vetted third-party common carriers to deliver our fuel to our customers. We will charge the Sourcewell participating entity all freight at cost. This includes base rates, fuel surcharge, pump fees, tolls, and entity-caused demurrage charges. Freight is charged at a 7,500 gallon minimum for diesel products and at an 8,500 gallon minimum for gasoline products regardless of requested quantities from the agency in most markets. In some markets where a higher truck load capacity is standard then the prevailing market minimum will be assessed. For example, Boston MA has a higher freight minimum for gasoline deliveries at 12,000 gallons. * 62 Specifically describe freight, shipping, and delivery terms or programs applicable to Sourcewell Participating Entities in Alaska, Hawaii, and Canada. Alaska, Hawaii, and Canada are currently outside of the TACenergy service area. * 63 Describe any unique distribution and/or delivery methods or options offered item in your proposal. With committed volume from Upload your pricing materials (if applicable) in the document upload section of your response. We will provide product-category discounts (by manufacturer's catalog). For all non-catalog materials and services, we will offer HVAC services via the most recent RS Means database pricing with a participating agency, TACenergy can lock in freight charges for a year at a time for the agencySourcewell discount. * Table 12: Pricing Offered Line Item The Pricing Offered in this Proposal is: * Comments*
Appears in 1 contract
Samples: files.sourcewell.org
Line Item Question Response. 45 46 Do your warranties cover all products, parts, and labor? TACenergy guarantees the fuel products sold will meet or exceed all required federal, state, and local specifications at the time of transfer to the customer's tanks. Each Participating Agency shall be responsible for having the proper fuel fill and transfer vapor recovery system(s) operating on their storage tanks in accordance with participating agency's state and local regulations. TACenergy and our carriers have the responsibility of reporting faulty equipment to the end users and the appropriate regulatory agencies. Yes * 46 47 Do your warranties impose usage restrictions or other limitations that adversely affect coverage? Yes, exclusions include but Yes * 48 Do your warranties cover the expense of technicians' travel time and mileage to perform warranty repairs? Yes * 49 Are there any geographic regions of the United States or Canada (as applicable) for which you cannot limited provide a certified technician to improper use of fuel, equipment malfunction, poor tank maintenance, and forces of natureperform warranty repairs? How will Sourcewell participating entities in these regions be provided service for warranty repair? No. * 47 50 Will you cover warranty service for products produced items made by others other manufacturers that are part of your proposal, or are warranty these warranties issues typically passed on to the produceroriginal equipment manufacturer? NoWe keep common replacement parts in stock for our 3rd party items, TACenergy will not cover warranty service and work directly with 3rd party technical reps to source less common parts. For questions outside our scope, we provide contact information for products produced by others. Should fuel delivered by TACenergy not meet quality standards at the time of delivery, TACenergy will rectify 3rd party technical support and work closely with the issue with end user to facilitate a pump-out and replacement of fuel. Exclusions and restrictions applysolution. * 48 51 What are your proposed exchange and return programs and policies? Please refer to specific product webpage for warranty information. 15% restocking fee applies to returns accepted within 30 days of purchase. Items must be unused with original parts and packaging materials. Shipping , handling, and customized items are non-refundable. For more information, please visit xxx.xxxxxxxxxxxxxxxxxxx.xxx * 52 Describe any service contract options for the items included in your proposal. There are no additional contract service options beyond the scope Every new product has a 1-3 year automatic warranty. Additional years of Fuel Delivery with Related Services RFP in our proposalwarranty can be purchased. * Table 9B: Performance Standards or Guarantees Describe in detail your performance standards or guarantees, including conditions and requirements to qualify, claims procedure, and overall structure. You may upload representative samples of your performance materials (if applicable) in the document upload section of your response in addition to responding to the questions below. Line Item Question Response * 49 53 Describe any performance standards or guarantees that apply to your services At TACenergyISO 9001, we champion a high-performance standard. Strategically managed supply and logistics processes are performed every day to ensure the correct fuel is delivered to the correct place at correct time and invoiced at the correct price. Our delivery, invoicing, and compliance performance is second to none. employee handbook * 50 54 Describe any service standards or guarantees that apply to your services (policies, metrics, KPIs, etc.) TACenergy measures customer success with several key metrics. Most importantlyKPI, we measure on-time deliveries to each customer. Getting the right fuel to the right location at the right time ensures operations are not interrupted for the end user. Using real-time bill-of-lading (BOL) information and logistical data, we are able to track whether deliveries are completed within the request order window. Additionally, invoice accuracy is important to us and our customers. We maintain an invoice accuracy rate of 98% or better on average across the enterprise. We monitor at the individual customer level to ensure billing errors are mitigated. Invoice accuracy saves the participating agencies time and money when processing payments. We also measure days to bill on the individual account level to ensure customers are not waiting more than two business days for a delivery invoice. Routine pricing audits are conducted to ensure that contract customers are receiving the correct pricing. Invoices are frequently reviewed by Sales Managers and Account Managers before final transmission to the customer. SOP * Table 10: Payment Terms and Financing Options Line Item Question Response * 51 55 Describe your payment terms and accepted payment methods. TACenergy standard payment terms is Net 10 Days from Invoice Date. Extended termsChecks payable to Across International LLC, but no more than 30 daysbank wire transfers ACH/TT, may be evaluated but must be approved on case-by-case basis. Payment methods are either buyer-initiated ACH payment or TACenergy-initiated EFT payment. Checks are not acceptedall major Credit Cards, Paypal. * 52 56 Describe any leasing or financing options available for use by educational or governmental entities. TACenergy does not offer any Customers can apply for equipment financing options. through one of these links: xxxxx://xxx0.xxxxxxxx.xxx/across-international xxxxx://xxx.xxxxxxxxxxxxxxxxxxx.xxx/finance.html * 53 57 Describe any standard transaction documents that you propose to use in connection with an awarded contract (order forms, terms and conditions, service level agreements, etc.). Upload a sample of each (as applicable) in the document upload section of your response. All Sourcewell orders will be managed by the TACenergy 24/7/365 Supply & Logistics team in DallasTerms and conditions, TX. Orders can be placed onlineinvoice, by phonereceipts, or by email to xxxxxx@xxxxxxxxx.xxx. Invoices will be transmitted via email to the agency after fuel delivery has been completed, generally within two business days. An invoice example is provided in the attachmentsPOs. * 54 58 Do you accept the P-card procurement and payment process? If so, is there any additional cost to Sourcewell participating entities for using this process? We can accept Government P-cards provided they are Visa, Mastercard, Discover, or American Express. An additional fee of 3% of the total invoice amount will apply to these types of payment transactionsNo. * Table 11: Pricing and Delivery Provide detailed pricing information in the questions that follow below. Keep in mind that reasonable price and product adjustments can be made during the term of an awarded Contract as described in the RFP, the template Contract, and the Sourcewell Price and Product Change Request Form. Line Item Question Response * 55 59 Describe your pricing model (e.g., quoted adjustment from index or benchmark, line-item, item discounts or product-category percentage discounts, or a combination of methods). Upload your pricing materials (if applicable) in the document upload section of your response. TACenergy is proposing a pricing model that is a quoted adjustment (+/-) from a third-party index or benchmark. Our standard pricing method for fuel would apply a negotiated adjustment to a daily OPIS Rack benchmark (for example, OPIS Contract Average Gross) for the product delivered (Regular, Premium, ULSD #2, etc.) at the nearest OPIS rack city. Recognizing that there are variations in costs to transport and provide fuel to many regions or markets of the United States, the benchmark index will be established by agency rather than using one index for all participating agencies. Freight charges will be assessed at cost and will be a line item on the invoice. * 56 If your pricing model includes quoted adjustment from index or benchmark, identify the applicable index(es) or benchmark(s) for Sourcewell Participating Entities by region, delivery method, and product type. Detailed Provide detailed pricing data is to be included in Proposer's pricing upload materials (including standard or list pricing and the stated index or benchmark, adjustment discount or increase, frequency of index or benchmark update [daily, weekly, etc.], delivery method alternative pricing, freight, additional charges, etc.Sourcewell discounted price) on all of the items that you want Sourcewell to consider as part of your RFP response. TACenergy proposes an adjustment from If applicable, provide a SKU for each item in your proposal. Upload your pricing materials (if applicable) in the daily OPIS Rack Contract Average Gross document upload section of your response. Government and Academic institutions qualify for the neared OPIS rack city 10% academic discount on most items. Additional margins for Sourcewell will be negotiated upon application as standarda distributor of Across International depending on value added (i.e. stocking, consulting services, technical support). Alternative indexes or timing may be evaluated to best serve the needs of the participating agency. TACenergy has the flexibility to utilize DTN Fastracks, Platts, Argus, and OPIS Rack and OPIS Spot indexes. In addition, weekly benchmark updates Margin per order can be utilized if desirednegotiated for each quote/opportunity. Freight charges will be an 100% pass through to the participating agency. 57 If your pricing model includes line-item or product-category percentage discounts, quantify * 60 Quantify the pricing discount represented by the pricing proposal in this response. For example, if the pricing in your response represents a percentage discount from MSRP or list, state the percentage or percentage range. Detailed pricing data is 25% off msrp for AI brand products (some exclusions apply). 5-25% off 3rd party items depending on the item. Refer to be included in Proposer's pricing upload materials (including standard or list pricing and the Sourcewell discounted price) on all of the items that you want Sourcewell to consider as part of your RFP response. It is the goal of TACenergy to offer competitive pricing to the participating agencies without the need for additional line-item discountsprice sheet. * 58 61 Describe any quantity or volume or quantity discounts or rebate programs that you offer. Volume We offer the following quantity discounts may on AI Brand items for direct customers. Distributors can choose to offer their customers similar discounts from their own margin. For larger quantities, distributor margin can be evaluated on a negotiated case by case-by-case basis for committed volume from participating agencies. 3+ = 7% 5+ = 10% 10+ = 15% * 59 62 Propose a method of facilitating “sourced” products or related services, which may be referred to as “open market” items or “nonstandard options”. For example, you may supply such items “at cost” or “at cost plus a percentage,” or you may supply a quote for each such request. Freight charges We will be invoiced to participating agencies at cost. Demurrage or delay charges caused by the agency's staff or location will be charged at cost. This is when supply a carrier is unable to complete the delivery in a timely manner due to site access, issues quote with site equipment, retaining of product due to tanks being too full, etc. Delay charges caused by TACenergy will not be passed to the agencyshipping cost for each request. * 60 63 Identify any element of the total cost of acquisition that is NOT included in the pricing submitted with your response. This includes all additional charges associated with a purchase that are not directly identified as freight or shipping charges. For example, list costs for items like set- pre- delivery inspection, installation, set up, mandatory training, split-load or multiple drop site charges, unscheduled, expedited or emergency delivery fees, dye charges, or taxesinitial inspection. Identify any parties that impose such costs and their relationship to the Proposer. There are no setWhite Glove Delivery services can be sourced and quoted per request, as well as customization fees, pre-up or training fees with TACenergy. Freight costs sale sample testing, and demurrage fees will be invoiced to the agency at cost, when applicable. Splitnon-load or multi-drop deliveries will incur a $100 flat fee. Retain fee of $150 will be assessed when all or a portion of the order quantity will not fit in the agency's tank when caused by the agency. ULSD Dyed products will be charged a $0.0075 dye adder fee per gallon. Winter additive will be charged at cost per gallon. Any and all applicable taxes will be charged to the agency. The agency must notify TACenergy of any tax exemptions during the customer onboarding phasewarranty repairs as necessary. * 61 64 If freight, delivery, or shipping is an additional cost to the Sourcewell participating entity, describe in detail the complete freight, shipping, and delivery program. At TACenergyWe ship via FedEx, we utilize vetted third-party common carriers to deliver our fuel to our customersUPS, SAIA, and DHL, and choose the option that is the best price for the customer. We will charge the Sourcewell participating entity all can also ship via collect account an/or customer's chosen freight at cost. This includes base rates, fuel surcharge, pump fees, tolls, and entity-caused demurrage charges. Freight forwarder if BOL is charged at a 7,500 gallon minimum for diesel products and at an 8,500 gallon minimum for gasoline products regardless of requested quantities from the agency in most markets. In some markets where a higher truck load capacity is standard then the prevailing market minimum will be assessed. For example, Boston MA has a higher freight minimum for gasoline deliveries at 12,000 gallonsprovided to us. * 62 65 Specifically describe freight, shipping, and delivery terms or programs applicable to Sourcewell Participating Entities in available for Alaska, Hawaii, and Canada, or any offshore delivery. AlaskaFedex, HawaiiDHL, and Canada are currently outside of the TACenergy service areaUPS. * 63 66 Describe any unique distribution and/or delivery methods or options offered in your proposal. With committed volume from a participating agencyLiftgate, TACenergy local pickup, White Glove Delivery services can lock in freight charges for a year at a time for the agencybe sourced and quoted per request. * Table 12: Pricing Offered Line Item The Pricing Offered in this Proposal is: * Comments
Appears in 1 contract
Samples: files.sourcewell.org
Line Item Question Response. 45 Do your warranties cover all products, parts, and labor? TACenergy guarantees the fuel products sold will meet or exceed all required federal, state, and local specifications at the time of transfer to the customer's tanks. Each Participating Agency shall be responsible for having the proper fuel fill and transfer vapor recovery system(s) operating on their storage tanks in accordance with participating agency's state and local regulations. TACenergy and our carriers have the responsibility of reporting faulty equipment to the end users and the appropriate regulatory agenciesMansfield offers industry standard warranties. * 46 Do your warranties impose usage restrictions or other limitations that adversely affect coverage? YesMansfield fuel and services are warranted, exclusions include but fuel can become tainted if it sits for too long (for various reasons) or a customer's tank is not properly maintained. Mansfield warrants the fuel will meet specifications upon delivery, but not limited to improper use of fuel, equipment malfunction, poor tank maintenance, and forces of naturethat it will maintain the required specifications in perpetuity. * 47 Will you cover warranty service for products produced by others that are part of your proposal, or are warranty issues typically passed on to the producer? NoMansfield warrants the fuel will meet specifications, TACenergy will not cover warranty service for products produced by others. Should fuel delivered by TACenergy not meet quality standards at regardless of the time of delivery, TACenergy will rectify the issue with a pump-out and replacement of fuel. Exclusions and restrictions applyproducer. * 48 Describe any service contract options for the items included in your proposal. There are no additional Mansfield may contract service options beyond the scope of Fuel Delivery our services with Related Services RFP in our proposallocal commons carriers to deliver fuel products and local vendors to perform equipment services. * Table 9B: Performance Standards or Guarantees Describe in detail your performance standards or guarantees, including conditions and requirements to qualify, claims procedure, and overall structure. You may upload representative samples of your performance materials (if applicable) in the document upload section of your response in addition to responding to the questions below. Line Item Question Response * 49 Describe any performance standards or guarantees that apply to your services At TACenergyMansfield will deliver fuel products that meet federal, we champion a high-performance standard. Strategically managed supply and logistics processes are performed every day to ensure the correct fuel is delivered to the correct place at correct time and invoiced at the correct price. Our delivery, invoicingstate, and compliance performance is second to nonelocal industry standards. Mansfield fuel products meet all ASTM industry and commercial pipeline standards for fuel quality. * 50 Describe any service standards or guarantees that apply to your services (policies, metrics, KPIs, etc.) TACenergy measures Xxxxxxxxx believes that regular communication, transparency, and performance measurement xxxxxx any relationship. Two-way communication allows all parties to be engaged and involved in the decision-making process throughout the contract term. Communication is perhaps the single most vital aspect to developing a successful partnership that eventually enables Mansfield customers to achieve their strategic priorities and avoid critical problems. Accordingly, Xxxxxxxxx has developed a quality control and assurance plan consisting of several metrics: - Invoice Accuracy and Timeliness: Mansfield tracks every invoice for accuracy to ensure the customer success with several key metricsreceives an exact invoice. Most importantlyFuelNet automatically tracks invoice accuracy and timeliness by customer so that Mansfield self-reports its performance in this category. Example metrics tracked are: days to invoice, we measure on-time deliveries invoice credit/rebill %, specific reason code for invoice errors, etc. - Delivery/Operations Metrics: Track every delivery for timeliness to each customer. Getting the right fuel ensure no late deliveries, track loads rolled from one day to the right location at the right time ensures operations are not interrupted next, customer runouts, inventory managed sites <10% inventory levels, etc. - Carrier Scorecard: Mansfield tracks carriers for the end user. Using real-time bill-of-lading (BOL) information delivery window compliance, spills, cross drops, and logistical data, we are able to track whether deliveries are completed within the request order window. Additionally, invoice accuracy is important to us and our customers. We maintain an invoice accuracy rate of 98% or better on average across the enterprise. We monitor at the individual customer level to ensure billing errors are mitigated. Invoice accuracy saves the participating agencies time and money when processing payments. We also measure days to bill on the individual account level to ensure customers are not waiting more than two business days for a delivery invoice. Routine pricing audits are conducted to ensure that contract customers are receiving the correct pricing. Invoices are frequently reviewed by Sales Managers and Account Managers before final transmission to the customerCompliance/Safety/Accountability reviews. * Table 10: Payment Terms and Financing Options Line Item Question Response * 51 Describe your payment terms and accepted payment methods. TACenergy standard Standard payment terms is are Net 10 Days 30 days from Invoice Datethe date of invoice though Mansfield can accommodate other payment terms at the request of the customer. Extended terms, but no more than 30 days, Additional savings or charges may be evaluated but must be approved on case-by-case basisapply. Payment Acceptable payment methods are either buyer-initiated as follows: 1. ACH payment or TACenergy-initiated EFT paymentPayment 2. Checks are not acceptedWire Payment 3. Electronic Funds Transfer (EFT) Authorization Agreement 4. Check 5. Credit Card (Processing Fee will be Assessed) * 52 Describe any financing options available for use by educational or governmental entities. TACenergy does not offer any Financing options are available for all Mansfield customers and are handled on a case-by-case basis to determine what will work best for all parties involved. Xxxxxxxxx will partner with Sourcewell participating entities to understand their needs and will present the best path forward. All financing optionsoptions are contigent upon a credit approval process. In addition to offering financing opportunities, Xxxxxxxxx'x Consigned Fuel Program may be an appealing option for entities looking to free-up cashflow, obtain transaction-level reporting, and provide automatic accruals and cost distribution where necessary. The Consigned Fuel Program is tailored for savings goals and entity- specific requirements. Xxxxxxxxx will help entities design a best- practice program, providing significant bulk fuel savings and accountability enterprise-wide. How the Mansfield Consigned Fuel Program Works: Mansfield owns the fuel inventory in a customer's fuel tanks and only bills the customer once it's pumped into the vehicle. With remote access to card readers and tank gauges, Mansfield inventory specialists track fuel levels to maintain adequate supply and tank compliance. Mansfield bills entities separately as they pump fuel into the vehicle, automatically delivering transaction details to support invoices. Agencies may allow other entities to use their tank or restrict access to just company-owned equipment, Mansfield can accommodate single or multi-agency billing on behalf of the customer. The program is streamlined, automated, and concise to help companies account for usage across multiple entities. * 53 Describe any standard transaction documents that you propose to use in connection with an awarded contract (order forms, terms and conditions, service level agreements, etc.). Upload a sample of each (as applicable) in the document upload section of your response. All Sourcewell orders will be managed by The Mansfield Team provides partners with two important standard transaction documents. The first is the TACenergy 24/7/365 Supply & Logistics team in DallasSite Survey Form, TX. Orders can be placed online, by phone, or by email to xxxxxx@xxxxxxxxx.xxx. Invoices will be transmitted via email to the agency after fuel delivery has been completed, generally within two business days. An invoice example which is provided in to customers to understand as much about their physical fueling sites as possible. Xxxxxxxxx wants to provide all customers with safe service, and a big part of that process is understanding the attachmentsequipment and layout of each location. * 54 Do you accept the P-card procurement and payment process? If so, is there any additional cost to Sourcewell This form enables participating entities for using this process? We can accept Government P-cards provided they are Visato identify site contacts, Mastercardequipment on location, Discover, or American Express. An additional fee of 3% of the total invoice amount will apply to these types of payment transactions. * Table 11: Pricing and Delivery Provide detailed pricing information in the questions that follow below. Keep in mind that reasonable price and product adjustments can be made during the term of an awarded Contract as described in the RFP, the template Contract, and the Sourcewell Price and Product Change Request Form. Line Item Question Response * 55 Describe your pricing model (e.g., quoted adjustment from index or benchmark, line-item, product-category percentage discounts, or a combination of methods). Upload your pricing materials (if applicable) in the document upload section of your response. TACenergy is proposing a pricing model that is a quoted adjustment (+/-) from a third-party index or benchmark. Our standard pricing method for fuel would apply a negotiated adjustment to a daily OPIS Rack benchmark (for example, OPIS Contract Average Gross) for the product delivered (Regular, Premium, ULSD #2preferred delivery times, etc.) at the nearest OPIS rack city. Recognizing that there are variations in costs to transport and provide fuel to many regions or markets of the United States, the benchmark index will be established by agency rather than using one index for all participating agencies. Freight charges will be assessed at cost and will be a line item on the invoice. * 56 If your pricing model includes quoted adjustment from index or benchmark, identify the applicable index(es) or benchmark(s) for Sourcewell Participating Entities by region, delivery method, and product type. Detailed pricing data is to be included in Proposer's pricing upload materials (including the stated index or benchmark, adjustment discount or increase, frequency of index or benchmark update [daily, weekly, etc.], delivery method alternative pricing, freight, additional charges, etc.) on all of the items that you want Sourcewell to consider as part of your RFP response. TACenergy proposes an adjustment from the daily OPIS Rack Contract Average Gross for the neared OPIS rack city as standard. Alternative indexes or timing may be evaluated to best serve the needs of the participating agency. TACenergy has the flexibility to utilize DTN Fastracks, Platts, Argus, and OPIS Rack and OPIS Spot indexes. In addition, weekly benchmark updates Xxxxxxxxx also provides customers with a Mansfield Order Form. While not required, this detailed form can be utilized completed by site personnel when they'd like to schedule deliveries. Mansfield has the capabilities and the experience to remotely monitor fuel tanks and inventory manage locations with ease, however, if desiredcustomers choose to have a more hands-on approach, the Mansfield Order Form provides them with everything they need to request their fuel. Freight charges will be an 100% pass through to Please reference both forms attached in the participating agency. 57 If your pricing model includes line-item or product-category percentage discounts, quantify the pricing discount represented by the pricing proposal in this Documents section of our response. For example, if the pricing in your response represents a percentage discount from MSRP or list, state the percentage or percentage range. Detailed pricing data is to be included in Proposer's pricing upload materials (including standard or list pricing and the Sourcewell discounted price) on all of the items that you want Sourcewell to consider as part of your RFP response. It is the goal of TACenergy to offer competitive pricing to the participating agencies without the need for additional line-item discounts. * 58 Describe any volume or quantity discounts or rebate programs that you offer. Volume discounts may be evaluated on a case-by-case basis for committed volume from participating agencies. * 59 Propose a method of facilitating “sourced” products or related services, which may be referred to as “open market” items or “nonstandard options”. For example, you may supply such items “at cost” or “at cost plus a percentage,” or you may supply a quote for each such request. Freight charges will be invoiced to participating agencies at cost. Demurrage or delay charges caused by the agency's staff or location will be charged at cost. This is when a carrier is unable to complete the delivery in a timely manner due to site access, issues with site equipment, retaining of product due to tanks being too full, etc. Delay charges caused by TACenergy will not be passed to the agency. * 60 Identify any element of the total cost of acquisition that is NOT included in the pricing submitted with your response. This includes all additional charges associated with a purchase that are not directly identified as freight or shipping charges. For example, list costs for items like set- up, mandatory training, split-load or multiple drop site charges, unscheduled, expedited or emergency delivery fees, dye charges, or taxes. Identify any parties that impose such costs and their relationship to the Proposer. There are no set-up or training fees with TACenergy. Freight costs and demurrage fees will be invoiced to the agency at cost, when applicable. Split-load or multi-drop deliveries will incur a $100 flat fee. Retain fee of $150 will be assessed when all or a portion of the order quantity will not fit in the agency's tank when caused by the agency. ULSD Dyed products will be charged a $0.0075 dye adder fee per gallon. Winter additive will be charged at cost per gallon. Any and all applicable taxes will be charged to the agency. The agency must notify TACenergy of any tax exemptions during the customer onboarding phase. * 61 If freight, delivery, or shipping is an additional cost to the Sourcewell participating entity, describe in detail the complete freight, shipping, and delivery program. At TACenergy, we utilize vetted third-party common carriers to deliver our fuel to our customers. We will charge the Sourcewell participating entity all freight at cost. This includes base rates, fuel surcharge, pump fees, tolls, and entity-caused demurrage charges. Freight is charged at a 7,500 gallon minimum for diesel products and at an 8,500 gallon minimum for gasoline products regardless of requested quantities from the agency in most markets. In some markets where a higher truck load capacity is standard then the prevailing market minimum will be assessed. For example, Boston MA has a higher freight minimum for gasoline deliveries at 12,000 gallons. * 62 Specifically describe freight, shipping, and delivery terms or programs applicable to Sourcewell Participating Entities in Alaska, Hawaii, and Canada. Alaska, Hawaii, and Canada are currently outside of the TACenergy service area. * 63 Describe any unique distribution and/or delivery methods or options offered in your proposal. With committed volume from a participating agency, TACenergy can lock in freight charges for a year at a time for the agency. * Table 12: Pricing Offered Line Item The Pricing Offered in this Proposal is: * Comments*
Appears in 1 contract
Samples: files.sourcewell.org
Line Item Question Response. 45 Do your warranties cover all products, parts, and labor? TACenergy guarantees the fuel Fuel supply and commodities in general do not have warranties but are provided industry specifications that are to be met. All products sold provided are new and will meet or exceed all the industry required federal, state, and local specifications at product specification for the time of transfer to the customer's tanks. Each Participating Agency shall be responsible for having the proper fuel fill and transfer vapor recovery system(s) operating on their storage tanks area in accordance with participating agency's state and local regulations. TACenergy and our carriers have the responsibility of reporting faulty equipment to the end users and the appropriate regulatory agencieswhich they are distributed. * 46 Do your warranties impose usage restrictions or other limitations that adversely affect coverage? Yes, exclusions include but not limited to improper use Product warranties or quality controls may be impaired via comingling or usage of fuel, equipment malfunction, poor tank maintenance, and forces of natureadditives introduced into the product. * 47 Will you cover warranty service for products produced by others that are part of your proposal, or are warranty issues typically passed on to the producer? No, TACenergy will not cover warranty service for products produced by others. Should fuel delivered by TACenergy not meet quality standards at the time of delivery, TACenergy will rectify the issue with a pump-out and replacement of fuel. Exclusions and restrictions apply. * 48 Describe any service contract options for the items included in your proposal. There are no additional contract service options beyond Saratoga offers inventory management through existing tank monitors or Saratoga provided monitors to maintain needed fuel levels for COOP members' consistent operations. This too will improve the scope of Fuel Delivery with Related Services RFP in our proposaloverall customer experience for fuel replenishment and operational controls. * Table 9B: Performance Standards or Guarantees Describe in detail your performance standards or guarantees, including conditions and requirements to qualify, claims procedure, and overall structure. You may upload representative samples of your performance materials (if applicable) in the document upload section of your response in addition to responding to the questions below. Line Item Question Response * 49 Describe any performance standards or guarantees that apply to your services At TACenergySaratoga will meet the performance standards in the described scope of work specific to product quality, we champion a high-on time deliveries, financial capability and as the performance standard. Strategically managed supply and logistics processes are performed every day relates to ensure the correct fuel is delivered to the correct place at correct time and invoiced at the correct price. Our delivery, invoicing, and compliance performance is second to noneacceptable industry standards. * 50 Describe any service standards or guarantees that apply to your services (policies, metrics, KPIs, etc.) TACenergy measures customer success with several key metrics. Most importantlySaratoga will meet the performance standards in the described scope of work specific to product quality, we measure on-on time deliveries deliveries, financial capability and as the performance relates to each customer. Getting the right fuel to the right location at the right time ensures operations are not interrupted for the end user. Using real-time bill-of-lading (BOL) information and logistical data, we are able to track whether deliveries are completed within the request order window. Additionally, invoice accuracy is important to us and our customers. We maintain an invoice accuracy rate of 98% or better on average across the enterprise. We monitor at the individual customer level to ensure billing errors are mitigated. Invoice accuracy saves the participating agencies time and money when processing payments. We also measure days to bill on the individual account level to ensure customers are not waiting more than two business days for a delivery invoice. Routine pricing audits are conducted to ensure that contract customers are receiving the correct pricing. Invoices are frequently reviewed by Sales Managers and Account Managers before final transmission to the customeracceptable industry standards. * Table 10: Payment Terms and Financing Options Line Item Question Response * 51 Describe your payment terms and accepted payment methods. TACenergy standard payment terms is Saratoga accepts Wholesale Net 10 Days from Invoice Datedelivered and Net 30. Extended terms, but no more than 30 days, may be evaluated but must be approved on case-by-case basis. Payment methods are either buyer-initiated ACH Saratoga also accepts wire transfer and paper check payment or TACenergy-initiated EFT payment. Checks are not acceptedmethods. * 52 Describe any financing options available for use by educational or governmental entities. TACenergy Saratoga does not offer any financing options. * 53 Describe any standard transaction documents that you propose to use in connection with an awarded contract (order forms, terms and conditions, service level agreements, etc.). Upload a sample of each (as applicable) in the document upload section of your response. All Upon award, Saratoga, in conjunction with Sourcewell orders will be managed by provide industry standard agreements that incorporate the TACenergy 24/7/365 Supply & Logistics team in Dallas, TXstandards and requirements for both Saratoga and Sourcewell. Orders can be placed online, by phone, or by email Saratoga will provide the legal expertise to xxxxxx@xxxxxxxxx.xxxdesign a single and usable agreement. Invoices will be transmitted via email to the agency after fuel delivery has been completed, generally within two business days. An invoice example is provided in the attachments. * 54 Do you accept the P-card procurement and payment process? If so, is there any additional cost to Sourcewell participating entities for using this process? We can accept Government P-cards provided they are Visa, Mastercard, Discover, or American Express. An additional fee of 3% of the total invoice amount will apply to these types of payment transactions. * Table 11: Pricing and Delivery Provide detailed pricing information in the questions that follow below. Keep in mind that reasonable price and product adjustments can be made during the term of an awarded Contract as described in the RFP, the template Contract, and the Sourcewell Price and Product Change Request Form. Line Item Question Response * 55 Describe your pricing model (e.g., quoted adjustment from index or benchmark, line-item, product-category percentage discounts, or a combination of methods). Upload your pricing materials (if applicable) in the document upload section of your response. TACenergy is proposing a pricing model that is a quoted adjustment (+/-) from a third-party index or benchmark. Our standard pricing method for fuel would apply a negotiated adjustment to a daily OPIS Rack benchmark (for example, OPIS Contract Average Gross) for the product delivered (Regular, Premium, ULSD #2, etc.) at the nearest OPIS rack city. Recognizing that there are variations in costs to transport and provide fuel to many regions or markets of the United States, the benchmark index will be established by agency rather than using one index for all participating agencies. Freight charges will be assessed at cost and will be a line item on the invoice. * 56 If your pricing model includes quoted adjustment from index or benchmark, identify the applicable index(es) or benchmark(s) for Sourcewell Participating Entities by region, delivery method, and product type. Detailed pricing data is to be included in Proposer's pricing upload materials (including the stated index or benchmark, adjustment discount or increase, frequency of index or benchmark update [daily, weekly, etc.], delivery method alternative pricing, freight, additional charges, etc.) on all of the items that you want Sourcewell to consider as part of your RFP response. TACenergy proposes an adjustment from the daily OPIS Rack Contract Average Gross for the neared OPIS rack city as standard. Alternative indexes or timing may be evaluated to best serve the needs of the participating agency. TACenergy has the flexibility to utilize DTN Fastracks, Platts, Argus, and OPIS Rack and OPIS Spot indexes. In addition, weekly benchmark updates can be utilized if desired. Freight charges will be an 100% pass through to the participating agency. 57 If your pricing model includes line-item or product-category percentage discounts, quantify the pricing discount represented by the pricing proposal in this response. For example, if the pricing in your response represents a percentage discount from MSRP or list, state the percentage or percentage range. Detailed pricing data is to be included in Proposer's pricing upload materials (including standard or list pricing and the Sourcewell discounted price) on all of the items that you want Sourcewell to consider as part of your RFP response. It is the goal of TACenergy to offer competitive pricing to the participating agencies without the need for additional line-item discounts. * 58 Describe any volume or quantity discounts or rebate programs that you offer. Volume discounts may be evaluated on a case-by-case basis for committed volume from participating agencies. * 59 Propose a method of facilitating “sourced” products or related services, which may be referred to as “open market” items or “nonstandard options”. For example, you may supply such items “at cost” or “at cost plus a percentage,” or you may supply a quote for each such request. Freight charges will be invoiced to participating agencies at cost. Demurrage or delay charges caused by the agency's staff or location will be charged at cost. This is when a carrier is unable to complete the delivery in a timely manner due to site access, issues with site equipment, retaining of product due to tanks being too full, etc. Delay charges caused by TACenergy will not be passed to the agency. * 60 Identify any element of the total cost of acquisition that is NOT included in the pricing submitted with your response. This includes all additional charges associated with a purchase that are not directly identified as freight or shipping charges. For example, list costs for items like set- up, mandatory training, split-load or multiple drop site charges, unscheduled, expedited or emergency delivery fees, dye charges, or taxes. Identify any parties that impose such costs and their relationship to the Proposer. There are no set-up or training fees with TACenergy. Freight costs and demurrage fees will be invoiced to the agency at cost, when applicable. Split-load or multi-drop deliveries will incur a $100 flat fee. Retain fee of $150 will be assessed when all or a portion of the order quantity will not fit in the agency's tank when caused by the agency. ULSD Dyed products will be charged a $0.0075 dye adder fee per gallon. Winter additive will be charged at cost per gallon. Any and all applicable taxes will be charged to the agency. The agency must notify TACenergy of any tax exemptions during the customer onboarding phase. * 61 If freight, delivery, or shipping is an additional cost to the Sourcewell participating entity, describe in detail the complete freight, shipping, and delivery program. At TACenergy, we utilize vetted third-party common carriers to deliver our fuel to our customers. We will charge the Sourcewell participating entity all freight at cost. This includes base rates, fuel surcharge, pump fees, tolls, and entity-caused demurrage charges. Freight is charged at a 7,500 gallon minimum for diesel products and at an 8,500 gallon minimum for gasoline products regardless of requested quantities from the agency in most markets. In some markets where a higher truck load capacity is standard then the prevailing market minimum will be assessed. For example, Boston MA has a higher freight minimum for gasoline deliveries at 12,000 gallons. * 62 Specifically describe freight, shipping, and delivery terms or programs applicable to Sourcewell Participating Entities in Alaska, Hawaii, and Canada. Alaska, Hawaii, and Canada are currently outside of the TACenergy service area. * 63 Describe any unique distribution and/or delivery methods or options offered in your proposal. With committed volume from a participating agency, TACenergy can lock in freight charges for a year at a time for the agency. * Table 12: Pricing Offered Line Item The Pricing Offered in this Proposal is: * Comments*
Appears in 1 contract
Samples: files.sourcewell.org
