Project Details
Tractor Supply Co. - HVAC PM
RFP
Lessons Learned
Won
Green
90%
03-14-2023
12-04-2023
Project Log Items
 
Date
Type of Note
Type of Service
Due Date
Status
Note
Resolution
 
12-04-2023 General Note     Open HVAC - We won 84 sites in California and approximately $840,000 in revenue which was all new business. We were hoping for a bigger win but Tractor Supply gave us an opportunity to get our foot in the door to show what we can do since Lennox used to handle all their HVAC services across the country the last three years.  
05-25-2023 General Note     Open Chresten reached out about advice for volume based discounts after a meeting with Tractor Supply this week. Let him know the margins we went in at, told him that typically a 5% discount is a 4% hit on margin.  
03-31-2023 Pricing Strategy     Open Pricing Decisions:
     - Half the Spring and Fall Biannual PM Pricing for Quarterly PM Pricing 
     - 20% Margins on Hourly Rates in AR, FL, IL, KY, LA, MI, NC, NY, OH, OK, PA, TN, TX, and VA
     - 30% Margins on Remaining States
     - 1.5x the Hourly Rate for Overtime and 2x the Hourly Rate for Holiday
     - $98 Trip Charge

  
03-31-2023 General Note     Open Nick had us divide biannual spring and fall PM by 2 for quarterly PM listed on bid forms. Chresten said to put $0 for sites  Nick did not provide PMs for.  
03-30-2023 Meeting     Open Final Strategy Review
- Going to bid all states
- Unsure how they are going to award.
- DECISION: Trip charge- $98
- Areas were strongest: Midwest, southeast, NY
- struggle out west with providers		  
03-28-2023 Meeting     Open Nick went very aggressive on his PM rates- customer. 
OT- 1.5 Holiday 2X the original PM rate
Chresten- discuss with his team about any volume discount- rates are already low		  
03-17-2023 General Note     Open 2028 Tractor locations 183 Petsense locations  
Awards include:  PM and Reactive WO’s for all locations 
Contract Term:  NegotiablePM’s – 2X annually (Spring/Fall) + 1 annual coil cleaningNo Filter Change included in PM pricing Stand-alone Filter Change price is requested
Meeting Notes:2 week turnaround – submit by 3/31Multiple rounds/negotiation after submission. 
Awards will be price driven, followed by performance/KPI’s.  
We are seen as incumbent since we are a vendor on FM side. 
We were coached to bid all states.RFP spreadsheet - Only need pricing in Green cells Volume Discounting is negotiable
 Jeff Risden will step into interim role until a replacement for Lynn Black is announced. 
How to Win: We have no contracted materials/equipment markup – lever
We do not have an MSA on file with Tractor.  
Currently charge $40 trip for all service lines.
Do we Give away PM’s to earn reactive WO’s with healthy margins.
 Do we submit low rates with minimums?		  
03-17-2023 Meeting     Open Nick- $80 hour labor rates for PMs- Will have formula's and rates by Monday. 
Historical Data- bid sheet provides service calls- extrapolate those out to run analysis on RM vs PM
More clarification on how they are awarding.		  
03-14-2023 Meeting     Open     - Submit through logic source
    - Plumbing, electrical, handyman work done already-$3m worth of business 
    - SCOPE:
        - PM and RM service
        - Spring and fall PM
        - Chresten clarify quarterly PM pricing option
        - Labor and travel rates
        - Equipment list for each location- Lennox and trane
    - 1-3 years contract
    - $1 mill in PM another mill in RM
    - 2200 stores
    - Includes pet sense stores that they just recently acquired
    - Coaching- think we can get it/ don’t like current vendor base
        - What areas they need the most help in
    - 7 fm that manage up keep of most stores
    - KY, TN, TX, OH, MI, GA, SC, FL, AL, MS, LA
        - Have done work all over the country
        - 350 wo's a month 
Award: not sure yet		  
Postmortems
 
Date Modified
Question
Answer
Action to What We Learned
 
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