19-0074RRRR RFQ - Vehicle Window Tinting Services~1.pdf

RFQ # 19-0074RRRR / Vehicle Window Tinting Services Page 1

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

RFQ # 19-0074RRRR/ Vehicle Window Tinting Services BIDBUY Bid 22-557THA-ADMIN-B-28856

* Quotes due at date and time as published in BidBuy

AGENCY: Illinois Tollway ADDRESS: 2700 Ogden Avenue CITY: Downers Grove, Illinois 60515 CONTACT: Connie Ponce, Sr. Buyer PHONE: 630-241-6800 ext. 4614 EMAIL: cponce@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 to provide window tint and installation services on State Police vehicles which include, but are not limited to; K-9 vehicles, investigator vehicles, and command vehicles as per the following requirements:

• Windshield band on top of front windshield shall be between 4” and 8” depending on the vehicle and need

• Tint front driver and passenger side windows

• Tint rear driver and passenger side windows

• Tint back window and hatch

• Front tint of full windshield at a 50% tint for seven (7) investigation vehicles

• Window film specifications shall:

o Be equal to or better than 3M Window Film FX-ST, www.3M.com o Be safe for mobile devices o Block 99% of UV light o Contain sun protection factor up to 1000 o Be warrantied a minimum of 3 years workmanship and a limited lifetime warranty on materials o Have a tint level within the State of Illinois Vehicle Code 625 ILCS 5/12-503

• Cars that shall be tinted include, but are not limited to; Ford Taurus, Ford Explorer, Ford Expedition and Dodge Charger.

mailto:cponce@getipass.com http://www.3m.com/

RFQ # 19-0074RRRR / Vehicle Window Tinting Services Page 2

• The Vendor’s location must be located within 25 miles of the Tollway’s Central Garage which is located at 3460 Finley Road in Downers Grove, Illinois 60515. This shall be verified via an online map such as MapQuest or Google Maps. This is not intended to limit or restrict competition but is needed to minimize the time a State Police vehicle is out of service due to drive time to the vendor’s location in addition to the actual tint and installation service time.

1.1.1. BRAND NAME OR EQUAL: Some of the items are specified by manufacturer and manufacturer’s product number. Specifications are to establish standards of quality and performance and not to 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 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. The estimated quantities of this contract shall be based on a period of four (4) 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 always 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.

1.2. MILESTONES AND DELIVERABLES:

1.2.1. INVOICES: The Vendor shall present itemized invoices within fifteen (15) days of completion of work. Invoices shall be marked to the attention of the Contract Invoice Administrator and delivered to the Illinois Tollway, P.O. Box 3094, in Lisle, IL 60532 or email to Financeinvoices@getipass.com.

mailto:Financeinvoices@getipass.com

RFQ # 19-0074RRRR / Vehicle Window Tinting Services Page 3

1.3. VENDOR/STAFF SPECIFICATIONS:

1.3.1. COVID-19 PROTECTIONS: In response to the COVID-19 pandemic, Governor J.B. Pritzker issued Executive Order 2021-22 and 2021-23. These Executive Orders mandate certain contractors shall use face coverings, have COVID-19 vaccinations, or undergo testing for COVID-19 when in indoor public places, Health Care Facilities, Schools, Institutions of Higher Education, and State-owned and operated congregate facilities. Vendor shall adhere to the requirements of these Executive Orders as applied by the Agency. The Agency may also implement vaccination or testing requirements that exceed those in the Executive Orders.

1.4. TRANSPORTATION AND DELIVERY: Vehicles shall be delivered to the vendor for service with the drivers remaining at the location until the work is completed. Scheduled work shall be performed between the hours of 8:30 am through 3:00 pm CDT.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The estimated duration of this contract shall be for the period of three

(3) years commencing upon June 1, 2022 or upon the last dated signature of the parties, whichever is later.

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

RFQ # 19-0074RRRR / Vehicle Window Tinting Services Page 4 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

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. They may be located on the CPO’s website at:

https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx

FORMS A

Complete this section if you are not using an Illinois Procurement Gateway (IPG) Registration #

OR

FORMS B

Complete this section only if you are using an IPG Registration #

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.

https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx

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Invoices shall be sent to the following address:

Illinois Tollway Attention: Procurement

P.O. Box 3094 Lisle, Illinois 60532-8094

Email: FinanceInvoices@getipass.com mailto:FinanceInvoices@getipass.com

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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 Tollway 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) years; prices shall remain the same for the term of the contract.

Term - Year One (1)

Line

Description

Unit of Measure

Estimated Quantities (Per Year)

Term

Unit Cost

Extension (Estimated

Quantities x Term x Unit

Cost)

Windshield band on top of front windshield shall be 4 inches on autos

Each 25 One Year $ $

Windshield band on top of front windshield shall be 8 inches on SUV’s

Each 25 One Year $ $

Tint front driver and passenger side window on autos

Each 25 One Year $ $

Tint front driver and passenger side window on SUV’s

Each 25 One Year $ $

Tint rear driver and passenger side window on autos

Each 25 One Year $ $

Tint rear driver and passenger side window on SUV’s

Each 25 One Year $ $

7 Tint back window on autos Each 25 One Year $ $

8 Tint back window hatch on SUV’s Each 25 One Year $ $

Front tint of full windshield at a 50% tint for seven (7) investigation vehicles

Each 7 One Year $ $

Year One (1) Total Bid $

RFQ # 19-0074RRRR / Vehicle Window Tinting Services Page 7

Term - Year Two (2)

Measure

Estimated

(Estimated

Quantities x Term x Unit

Cost)

Windshield band on top of front windshield shall be 4 inches on autos

Each 25 One Year $ $

Windshield band on top of front windshield shall be 8 inches on SUV’s

Each 25 One Year $ $

Tint front driver and passenger side window on autos

Each 25 One Year $ $

Tint front driver and passenger side window on SUV’s

Each 25 One Year $ $

Tint rear driver and passenger side window on autos

Each 25 One Year $ $

Tint rear driver and passenger side window on SUV’s

Each 25 One Year $ $

7 Tint back window on autos Each 25 One Year $ $

8 Tint back window hatch on SUV’s Each 25 One Year $ $

Front tint of full windshield at a 50% tint for seven (7) investigation vehicles

Year Two (2) Total Bid $

Term - Year Three (3)

Measure

Estimated

(Estimated

Quantities x Term x Unit

Cost)

Windshield band on top of front windshield shall be 4 inches on autos

Each 25 One Year $ $

Windshield band on top of front windshield shall be 8 inches on SUV’s

Each 25 One Year $ $

Tint front driver and passenger side window on autos

Each 25 One Year $ $

Tint front driver and passenger side window on SUV’s

Each 25 One Year $ $

RFQ # 19-0074RRRR / Vehicle Window Tinting Services Page 8

Tint rear driver and passenger side window on autos

Each 25 One Year $ $

Tint rear driver and passenger side window on SUV’s

Each 25 One Year $ $

7 Tint back window on autos Each 25 One Year $ $

8 Tint back window hatch on SUV’s Each 25 One Year $ $

Front tint of full windshield at a 50% tint for seven (7) investigation vehicles

Year Three (3) Total Bid $

Year One (1) Total Bid: $

Year Two (2) Total Bid: $

Year Three (3) Total Bid: $

Grand Total Bid (Years 1-3): $

IPG Registration Number:

Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: