17-0125RR Automotive Spring Repair RFQ 3.pdf

RFQ # 17-0125RR / Automotive Spring Repair Services and Parts Page 1

R E Q U E S T F O R Q U O T E

RFQ # 17-0125RR / Automotive Spring Repair Services and Parts

*Quotes must be submitted no later than January 10, 2020 by 10:30 a.m. Central Daylight Time (CDT)

AGENCY: Illinois Tollway ADDRESS: 2700 Ogden Avenue CITY: Downers Grove, Illinois 60515 CONTACT: Mary Hart, Senior Buyer PHONE: 630-241-6800 ext. 4620

FAX: 630-795-7908

EMAIL: mhart@getipass.com

Specifications and Requirements

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. SUPPLIES AND/OR SERVICES REQUIRED: The Illinois State Toll Highway Authority (ISTHA) is seeking a vendor(s) to provide automotive spring repair services and related parts for the Tollway’s fleet of vehicles and equipment for each of the four (4) outlined geographical areas in Attachment A, Tollway Locations and Area Zone Map.

The Vendor shall have an established full service automotive spring repair facility located within the specified area(s) in Attachment A, for each line item bid. The Tollway shall deliver vehicles requiring spring repair or replacement to the vendor’s facility for “in-shop” service. In addition to automotive spring repair work and parts, the Tollway shall deliver new Original Equipment Manufacturer (OEM) springs to the vendor to have additional spring leafs added, in order to increase the existing spring’s capacity. In some circumstances, if needed, the Vendor may be required to pick-up and deliver at no additional charge to the Tollway.

Award shall be made by line item (Area). Bidders may bid on one, all, or any variation of Areas provided that they operate a full service automotive spring repair facility within the designated area. Bidders must bid on both tables for each Area bid in order to be considered responsive. Failure to bid on both tables for each Area being bid shall result in disqualification.

Note: All repairs shall meet or exceed OEM (Original Equipment Manufacturer) specifications.

VENDOR QUESTIONS AND TOLLWAY RESPONSE: All questions pertaining to this RFQ shall be submitted in writing to the RFQ Contact no later than 1:00 p.m. Central Daylight Time (CDT) on December 31, 2019. Questions received and the Tollway responses shall be sent as an Addendum in BidBuy; only these posted answers to questions shall be binding on the State.

mailto:mhart@getipass.com

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1.1.1. Number of Repairs Required: As this contract is reactive to unexpected repairs, it is not possible to determine the absolute number of repairs that will be performed by the vendor annually.

1.1.2. Quantities: It shall be expressly understood by the bidder that the estimated bid quantities specified in the contract documents are for the purpose of determining the lowest bid and to establish unit prices. The Tollway may, over the term of the Contract, place orders for more or fewer than the estimated quantities stated. The Tollway does not guarantee that any minimum number of quantities shall be ordered from the Vendor. Services furnished under this contract shall be delivered in multiple deliveries as determined by the needs of the Illinois Tollway. The estimated quantities of this contract shall be based on a period of two (2) years; prices shall remain firm for the term of the contract. The decision to pre-order and hold any inventory rests solely with the Vendor.

1.1.3. Standards of Performance: The Vendor shall perform, or cause to be performed, all work required of it under the terms and conditions of the Contract with that degree of skill, care, and diligence normally exercised by an experienced vendor performing work in projects of a scope and magnitude comparable to this project. The Vendor shall use reasonable efforts to assure timely and satisfactory completion of the work. The Vendor shall at all times act in the best interest of the Tollway. The Vendor shall perform or cause to be performed, all work in accordance with the terms and conditions of this Contract and to the reasonable satisfaction of the Tollway.

1.1.4. Warranty: If a spring proves to be defective with ninety (90) days from the date the repaired or replaced part was placed into service, the spring shall be replaced by the Vendor at no cost to the Tollway. All defective parts shall be returned to the Tollway at the Vendor’s expense.

1.1.5. Insurance: The Vendor shall procure and maintain for the duration of the contract, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work by the Vendor, his agents, representatives, employees or subcontractors. Work shall not commence until all insurance required by this section has been obtained, and documentation has been submitted to and accepted by the Illinois Tollway. The insurance companies providing coverage shall be rated by A.M. Best Company with a Financial Strength Rating of A- or better and a financial size category of not less than VII Insurance coverage shall not limit Vendor’s obligation to indemnify, defend or settle any claims.

A. Minimum Scope of Insurance Coverage shall be at least as broad as:

1. Garage Keepers Liability/General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury, and property damage and the general aggregate shall be twice the required occurrence limit.

2. Automobile Liability on an unmodified, Insurance Service Office form, current edition or an alternative form providing equivalent protection.

3. Workers Compensation insurance as required by the State of Illinois including Employers’ Liability.

B. Minimum Limits of Insurance Contractor or vendor shall maintain no less than:

1. Commercial General Liability: limits of liability of not less than $1,000,000 each occurrence for bodily injury, personal injury, and property damage and $2,000,000 general aggregate, and $2,000,000 products/completed operations aggregate.

2. Automobile Liability: limit of liability of not less than $1,000,000 combined single limit per accident for bodily injury and property damage each accident.

3. Workers Compensation and Employers’ Liability: Workers Compensation providing statutory benefits, and Employers’ Liability of not less than $1,000,000 each accident, $1,000,000 disease each employee, and $1,000,000 disease policy limit, including voluntary compensation.

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The Illinois State Toll Highway Authority together with its officials, directors, and employees, shall be named “Additional Insured” as part of the commercial general liability and automobile liability coverage. These policies shall be primary for the Additional Insured and not contributing with any other insurance or similar protection available to the Additional Insured, whether said other coverage be primary, contributing or excess. Policies shall contain a waiver of subrogation waiving any rights of recovery that the insurer(s) may have against the Illinois Tollway and its officials, directors, and employees.

All deductibles or self-insured retentions must be declared and accepted by the Illinois Tollway. Proof of insurance shall include copies of the applicable “additional insured” endorsements for the review of and approval by the Illinois Tollway. Any failure by the Illinois Tollway to request proof of insurance will not waive the requirement for procuring and maintaining the minimum insurance coverages specified.

1.2. MILESTONES AND DELIVERABLES:

1.2.1. Repair Estimates and Repair Approval: Upon receipt of an automotive spring for repair, the Vendor shall determine the extent of the damage incurred and the feasibility of the repair. All work shall require an estimate before a repair is initiated. The estimate shall be provided at no charge to the Illinois Tollway within twenty-four

(24) hours of receipt of the spring. The Vendor shall receive approval from the Illinois Tollway’s Fleet Manager (or authorized designee) before any repairs are initiated.

The Vendor shall inform the Tollway’s Fleet Manager (or designee) if the cost of repairing a spring is estimated to exceed 50% of the cost of a new automotive spring.

Should additional unforeseen repairs arise related to the initial repair, the Vendor shall contact the Fleet

Manager (or authorized designee) and provide an updated estimate and receive the Illinois Tollway’s approval before any repairs continue. Upon completion of the repairs, the unit shall be released to the Illinois Tollway.

The awarded Vendor shall provide proof of their cost for any necessary parts, upon request of the Illinois

Tollway. All invoices shall indicate the list price from a manufacturer, the vendor’s cost, and the shared discount.

1.2.2. Parts:

• All old parts from automotive springs that are repaired or replaced shall be returned to the Illinois Tollway for inspection of work performed by the vendor.

• All repair services, springs and related hardware furnished under this Contract are subject to inspection by the Illinois Tollway.

1.2.3. Deliveries: On occasion, the Tollway may have a need for the Vendor to pick-up automotive springs for repair.

If pick-up calls are made for automotive spring repairs by an Illinois Tollway’s Maintenance facility before 12:00 p.m. during the weekday, the Vendor shall pick-up the spring(s) before 4:00 p.m. of that same day. Calls for repairs made after 12:00 p.m. during the weekday will be addressed on the following business day. All springs shall be returned/delivered to the Illinois Tollway no later than twenty-four (24) hours after being received at the repair facility. Delivery shall be F.O.B. destination to a designated Tollway Maintenance site within the awarded area, Monday through Friday, except State holidays, between the hours of 8:00 a.m. and 2:00 p.m.

CDT.

1.3. VENDOR/STAFF SPECIFICATIONS:

• The Vendor shall be a recognized automotive/truck spring repair facility, maintaining sufficient tools, personnel, equipment and test apparatuses to perform automotive spring repair services for the Tollway’s fleet of vehicles and equipment as required by this Contract.

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• The Vendor’s repair service facility shall be located within the specified area on the attached Area Zone Map for the line item bid. The Vendor shall, upon request of the Tollway, provide evidence to show that all of the above requirements have been complied with.

• Upon request, the Vendor shall make available to the Tollway, copies of invoices from their suppliers for audit verification of the Vendor’s discount percent (used to determine the Discount Sharing Program pricing as described in the Pricing section below).

• As the awarded contract shall be a time and materials contract, the Vendor shall provide a shared discount on parts and supplies with a set labor hourly rate for the necessary repairs on Tollway’s automotive springs (reference Pricing Section).

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The estimated duration of this contract shall be for the period of two (2) years from March 15, 2020 through March 14, 2022. Unless otherwise specified, this Contract shall commence upon the last dated signature of the Parties.

2.2 RENEWAL: This Contract may not be renewed unless the renewal period(s) and any applicable conditions are shown below. The renewal shall be subject to the same terms and conditions as the original Contract unless otherwise stated below. Renewal pricing is shown below. However, the Contract may not renew automatically, nor may the contract renew solely at the Vendor’s option.

The State reserves the right to renew for a total of two (2) years in one of the following manners:

a) One renewal covering the entire renewal allowance,

b) Individual one-year renewals up to and including the entire renewal allowance, or

c) Any combination of full or partial-year renewals up to and including the entire renewal allowance.

The prices quoted for the intitial term shall apply to any renewal term(s).

2.3 TERMINATION FOR CAUSE: The State may terminate this Contract, in whole or in part, immediately upon notice to the Vendor if it is determined that the actions, or failure to act, of the Vendor, its agents, employees or subcontractors have caused, or reasonably could cause jeopardy to health, safety, or property. The Contract may be terminated if the State determines that the Vendor lacks the financial resources to perform under the Contract. If Vendor fails to perform to the State’s satisfaction any material requirement of this Contract or is in violation of a material provision of this Contract, the State shall provide written notice to the Vendor requesting that the breach or noncompliance be remedied within the period of time specified in the State’s written notice. If the breach or noncompliance is not remedied by that date the State may either:

a. immediately terminate the Contract without additional written notice or

b. enforce the terms and conditions of the Contract, and in either event seek any available legal or equitable remedies and damages.

2.4 TERMINATION FOR CONVENIENCE: Following thirty (30) days written notice, the State may terminate this Contract in whole or in part without the payment of any penalty or incurring any further obligation to the Vendor. Following any such termination for convenience, the Vendor shall be entitled to compensation upon submission of invoices and proof of claim for services provided under this Contract up to and including the date of termination.

This contract is contingent upon and subject to the availability of funds. The State, at its sole option, may terminate or suspend this contract, in whole or in part, without penalty or further payment being required, if the Illinois General Assembly or the federal funding source fails to make an appropriation sufficient to pay such obligation, or if funds needed are insufficient for any reason. 30 ILCS 500/20-60.

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The Vendor shall be entitled to compensation upon submission of invoices and proof of claim for supplies and services provided in compliance with this contract up to and including the date of termination.

3. STANDARD TERMS AND CONDITIONS

3.1 CONTRACT DOCUMENTS

Upon award, vendors will be required to complete a contract along with applicable forms and disclosures. The required forms are as follows, and are not required at the time of bid submission:

FORMS A SECTION

Complete this section if you are not using an Illinois Procurement Gateway (IPG) Registration # https://www2.illinois.gov/cpo/general/Documents/Forms%20A%20Section%20V.18.1.doc

OR

FORMS B SECTION

Complete this section only if you are using an IPG Registration # https://www2.illinois.gov/cpo/general/Documents/Forms%20B%20Section%20V.18.1.doc

3.2 INVOICING INFORMATION

Vendor(s) are required to attest to the standards set forth in this contract and must include the following statement on every one of their invoices delivered to the Tollway pursuant to statute 605 ILCS 10/16.1.

This statement must be imprinted on the invoice or an attachment attesting to the following statement:

INVOICE#_____________ INVOICE DATE_____________

“The Seller, _______________________________ hereby certifies that the goods, merchandise and wares shipped in accordance with the attached delivery invoice have met all the required standards set forth in the purchasing contract”.

Authorized Representative

If the Vendor does not comply with attesting to the statute 605 ILCS 10/16.1 this will cause delay in payment.

All invoices must include original order date to ensure accurate and timely payment processing.

Invoices shall be sent to the following address:

Illinois Tollway

Attention: Procurement P.O. Box 3094

Lisle, Illinois 60532-8094 Email: ProInvoices@getipass.com https://www2.illinois.gov/cpo/general/Documents/Forms%20A%20Section%20V.18.1.doc https://www2.illinois.gov/cpo/general/Documents/Forms%20B%20Section%20V.18.1.doc mailto:ProInvoices@getipass.com

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Pricing

*Notes to Vendor: All Quoted prices must be valid for 180 days from date of submission.

No price increases shall be accepted.

In the event of a price decrease, the Agency is guaranteed to receive the lowest price.

If the Tollway issues an award, the award shall be made to the Responsive/Responsible bidder who submits the lowest price per Area. The bidder’s service facility shall be located within the specified area on the enclosed map for each Area bid.

METHOD AND RATE OF COMPENSATION: Vendor shall be compensated by the following method: Bidders shall provide pricing for the line items listed in the two (2) tables below. Estimated quantities provided below are for the initial two (2) year term of the contract. Bidders are required to bid on all line items within each Area. Bidders may bid on one, all, or any variation of Areas provided that they operate a full service facility within the designated area. It should be expressly understood by the bidders that the estimated bid quantities specified in each Area are for the purpose of determining the lowest bid. The Illinois Tollway reserves the right to order more or less spring repair services and parts than the estimated quantities over the term of the contract.

Nothing herein shall be considered as intent on the part of the Tollway to schedule any automotive spring repair services or related parts purchase other than those determined by the Illinois Tollway to be necessary to meet the current needs. The bid price shall be the delivered price.

Table 1 - Labor Pricing The Bidder’s hourly shop labor rate shall not be higher than the advertised price to the public or higher than what is offered to similar agencies or private companies. The Vendor’s hourly rate, as listed in the Pricing Table below, shall remain firm throughout the two (2) year initial term and any renewal terms.

Table 1 - Labor Pricing

Area Maintenance Site Location

Vendor’s

Hourly Shop Labor Rate

(A)

Estimated

Hours

(B)

Total Labor

Cost

(C)

1 M-1 127th Street, Alsip, IL - Milepost 12.5 I-294

M-2 22nd Street, Hillside, IL - Milepost 30.0 I-294 $ 50 $

(C)

2 M-3 Touhy Avenue, Park Ridge, IL - Milepost 42.0 I-294

M-4 Route 132 (Grand Ave) Gurnee, IL - Milepost 69.5 I-94 $ 50 $

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(C)

M-5 Route 53, Schaumburg, IL - Milepost 10.7 I-90

M-8 Naperville Road, Naperville, IL - Milepost 127.5 I-88

M-14 Finley Road, Downers Grove, IL - Milepost 21.9 I-355

CAP Finley Road, Downers Grove, IL - Milepost 21.9 I-355

$ 100 $

(C)

M-6 Rt. 20, Hampshire, IL - Milepost 36.5 I-90

M-7 Rt. 20, Rockford, IL - Milepost 63.5 I-90

M-11 Annie Glidden Road, DeKalb, IL - Milepost 91.5 I-88

M-12 Route 26, Dixon, IL - Milepost 54 I-88

$ 75 $

Table 2 - Parts Pricing The resulting contract shall have different manufacturer’s automotive springs repaired, or rebuilt by the Vendor. The Tollway understands that the Vendor may receive different discounts from different manufacturers dependent on which replacement parts are required to rebuild the automotive springs. To implement a fair pricing structure for replacement parts for both the Vendor and the Tollway, the Tollway has developed a method for the Vendor to provide pricing regardless of the manufacturer of the automotive springs or the replacement parts needed. The method of pricing the parts is a “Discount Sharing Program.”

This method allows the Vendor to determine the percentage of discount from a manufacturer’s list price that they are willing to share with the Tollway.

The Discount Sharing Program encourages Vendors to obtain the greatest discount whenever possible which offers the Vendor the highest return and at the same time provides the lowest cost of the part to the Tollway. The Vendor’s discount sharing percent indicated in the official pricing table shall be applied to all purchases made under this contract and shall remain in effect for the initial two (2) year term, and if implemented, the two (2) year renewal term.

To help Vendors understand this pricing method, an example of the Discount Sharing Program is provided below. These are only examples and the Vendor is not obligated in any way to use the discount sharing percentages provided in the examples.

Bid Pricing Calculation Steps:

Bidders shall provide a price quotation by completing the Pricing Table(s) below for the line items they are bidding on. Complete the Pricing Table(s) as follows:

Parts Pricing Table

1) Enter the Discount Sharing Percentage in box “(C)”.

2) Multiply the Estimated Dollar Amount of Replacement Parts, box “(A)”, the Hypothetical Manufacturer’s Discount “(B)”, and the Bidder’s Discount Sharing Percentage “(C)” to arrive at Tollway Discount Amount “(D)”.

3) To obtain the Total Parts Cost, box “(E)”, subtract the Tollway Discount Amount, box “(D)” from the Estimated Dollar Amount of Replacement Parts, box “(A)”.

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Note: Box (B) in the Parts Pricing Tables includes a hypothetical discount. This discount percentage is added to the tables by the Tollway for the sole purpose of completing the calculation in the bid document. The awarded Vendor shall determine these figures with each replacement parts manufacturer when completing the invoices for all Tollway work.

Please note any dollar amounts and the hypothetical manufacturer’s discount indicated in the tables are solely for the purposes of determining low bid.

In this example, the vendor is able to achieve a larger discount of 50% from manufacturer’s list price for the $1.00 part. The vendor receives a 50% discount from list price and would pay $0.50 for the part. The vendor would then share the discount amount of $0.50 with the Tollway. The percentage of the discount amount the vendor has decided to share is also 50% which would be $0.25 for the vendor and $0.25 for the Tollway. The vendor would be compensated the cost of the part ($0.50) plus the discount sharing amount ($0.25) for total of $0.75 for the part.

EXAMPLE - SAMPLE PRICING TABLE

Line #

Estimated Dollar Amount of New Replacement Parts at Manufacturer’s List Price

(A)

Hypothetical Manufacturer’s

Discount

(B)

Bidder's Discount Sharing

Percentage

(C)

Tollway Discount

Amount (D)

(A x B x C)

Total New Parts Cost (E)

(A - D)

$1.00 50% 50% $0.25* $0.75**

TOTAL BID $0.75

* Calculation: $1 x 50% = $0.50 then $0.50 x 50% = $0.25 ** Calculation: $1.00 - $0.25 = $0.75

Table 2 - Parts Pricing

Area Tollway’s Estimated Amount of Replacement

Parts for the Initial Two (2) year term of the Contract

(A)

Hypothetical Manufacturer’s

Discount

(B)

Bidder's Discount Sharing

Percentage

(C)

Tollway Discount Amount (D)

(A x B x C)

Total New Parts Cost (E)

1 $12,000 1% $ $

Amount of Replacement

Parts for the Initial Two (2) year term of the Contract

(A)

Hypothetical Manufacturer’s

Discount

(B)

Bidder's Discount Sharing

Percentage

(C)

Tollway Discount Amount (D)

(A x B x C)

Total New Parts Cost (E)

2 $10,000 1% $ $

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Amount of Replacement

Parts for the Initial Two (2) year term of the Contract

(A)

Hypothetical Manufacturer’s

Discount

(B)

Bidder's Discount Sharing

Percentage

(C)

Tollway Discount Amount (D)

(A x B x C)

Total New Parts Cost (E)

3 $20,000 1% $ $

Amount of Replacement

Parts for the Initial Two (2) year term of the Contract

(A)

Hypothetical Manufacturer’s

Discount

(B)

Bidder's Discount Sharing

Percentage

(C)

Tollway Discount Amount (D)

(A x B x C)

Total New Parts Cost (E)

4 $12,000 1% $ $

TOTAL BID SUMMARY

Area 1

Table 1 – Total Estimated Labor Cost $ Table 2 – Total Estimated Parts Cost $

Area 1 - Total Bid $

Vendor’s Service Facility Address:

Area 2

Table 2 – Total Estimated Parts Cost $

Area 3

Table 2 – Total Estimated Parts Cost $

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Area 4

Table 2 – Total Estimated Parts Cost $

IPG Registration Number: Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

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ATTACHMENT A

TOLLWAY LOCATIONS AND AREA ZONE MAP

The Vendor’s service facility shall be located within the specified area on the enclosed map in order to be awarded a contract for that particular Area.

Area Maintenance Site Location

Area 1

M-1 127th Street Milepost 12.5 I-294 Alsip, IL

M-2 22nd Street Milepost 30.0 I-294 Hillside, IL

Area 2

M-3 Touhy Avenue Milepost 42.0 I-294 Park Ridge, IL

M-4 Route 132 (Grand Avenue) Milepost 69.5 I-94 Gurnee, IL

M-16 I-390 and Rt 53/I-290 (final location will be within a few miles of this location.) I-390 Bensenville IL

Area 3

M-5 Route 53 Milepost 10.7 I-90 Schaumburg, IL

M-8 Naperville Road Milepost 127.5 I-88 Naperville, IL

M-14 Finley Road Milepost 21.9 I-355 Downers Grove, IL

CAP Finley Road Milepost 21.9 I-355 Downers Grove, IL

Area 4

M-6 Route 20 Milepost 36.5 I-90 Hampshire, IL

M-7 Route 20 Milepost 63.5 I-90 Rockford, IL

M-11 Annie Glidden Road Milepost 91.5 I-88 DeKalb, IL

M-12 Route 26 Milepost 54 I-88 Dixon, IL

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