18-0084 RFQ Contract Template Final Doc.docx

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

RFQ# 18-0084 / Concrete Terrazzo Sealer

*Quotes must be submitted no later than 10/3/2018 by 1:30 PM Central Daylight Time (CDT)

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 to supply Buckeye Cirene Concrete Terrazzo Sealer, or Equal, per the specifications below:

· Manufacturer’s ID #5410-5000 or equal

· Meets ASTM C309

· Liquid, water emulsion sealer / finish

· Packaging: 5 gallon containers

· Color: cream white

· Mild scent; no fragrance added

· Intended uses include but are not limited to concrete, terrazzo, and masonry floors.

The resulting contract with the awarded vendor is for a one (1) time purchase with an anticipated start date of November 15, 2018 and a completion date of February 14, 2019. The three (3) month timeframe is established for administrative purposes.

1.1.1. Brand Name or Equal: All of the items are specified by manufacturer and manufacturer’s product number. Specifications are to establish standards of quality and performance and not for the purpose of limiting competition. Products of other manufacturers may be substituted where specified if the bidder can establish that they are equal to or better than those specified in quality, performance, design, and suitability for intended use. The Illinois Tollway’s determination thereof shall be final.

The Illinois Tollway recognizes that differences in engineering design and methods may exist among manufacturers that do not significantly alter performance. The Illinois Tollway reserves the right to determine when such differences are acceptable substitutes to the contract specifications and may waive technical differences in the award of the bid when it is in the best interest of the Illinois Tollway to do so.

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. Prices shall remain firm for the term of the contract. The decision to pre-order and hold any inventory rests solely with the Vendor.

1.2. MILESTONES AND DELIVERABLES:

1.2.1. INVOICES: The Vendor shall present itemized invoices within fifteen (15) days of completion of shipment.

1.3. VENDOR/STAFF SPECIFICATIONS: N/A

1.4. TRANSPORTATION AND DELIVERY: Delivery shall be freight on board (FOB) destination between the hours of 8:30 am through 3:00 pm CDT to the following location: Illinois Tollway Central Warehouse, 4 S. 496 Naperville Road, in Naperville, IL 60563.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The estimated duration of this contract shall be for the period of three (3) months from November 15, 2018 through February 14, 2019. 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.

This Contract does not contain any renewal options and therefore cannot be renewed.

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.

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

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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 # http://www.illinois.gov/cpo/general/Documents/Forms%20A%20Section%20V.15.2.docx

OR

FORMS B SECTION

Complete this section only if you are using an IPG Registration # http://www.illinois.gov/cpo/general/Documents/Forms%20B%20Section%20V.15.2.docx

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”.

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

Pricing

*Notes to Vendor: All Quoted prices shall 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.

METHOD AND RATE OF COMPENSATION: Pricing shall be submitted in the following format: The Tollway is providing the vendor information in the table below for the purpose of determining a low bidder. Vendor shall bid on all items in order to be considered responsive. Failure to bid on all items shall result in a disqualified bid. The estimated quantities of this contract shall be based on a period of three (3) months; prices shall remain firm for the term of the contract.

or Equal (5 gallon containers) (per specifications in paragraph 1.1)

IPG Registration Number:

Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

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