21-0215R RFQ for Al Extrusions SP Final.pdf

RFQ# 21-0215R Aluminum Extrusions Page 1

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

RFQ# 21-0215R / Aluminum Extrusions

BIDBUY BID #22-557THA-PROCU-B-27030

*Quotes must be submitted no later than as published on the Bid in BidBuy.

AGENCY: Illinois Tollway ADDRESS: 2700 Ogden Avenue CITY: Downers Grove, Illinois 60515 CONTACT: Emina Hukic-Hamzic, Senior Contract Negotiator PHONE: 630-241-6800 ext. 4664 EMAIL: EHukic-Hamzic@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 furnish and deliver various lengths of aluminum extrusions, 12” wide, Type B for Illinois Tollway Sign Shop

(at the Naperville Warehouse), 4 S. 496 Naperville Road, in Naperville, IL 60563.. The lengths, quantity, and total linear feet are listed below in section 1.1.1.

The resulting contract with the awarded Bidder shall be for a one (1) time purchase. The term of 3 months will be for administrative purposes.

1.1.1 Material Requirements: All materials shall conform to the requirements of the specifications listed herein and shall be subject to random inspection and testing for compliance.

Aluminum sign panel extrusions Type B shown on Attachment A, Drawing shall conform to the requirements of American Society for Testing and Materials (ASTM) Designation: B-221, latest issue, Alloy 6063T-5.

Aluminum sign panels shall be flat and straight, and within commercial tolerances established by the aluminum association in their “Standards for wrought aluminum mill products.”

The purchase of these 12” extrusions shall be made in the following estimated lengths and quantities throughout the initial term of the contract:

Length Quantity Total Linear Feet

41’ 0” 55 Each 2,255LF mailto:EHukic-Hamzic@getipass.com

RFQ# 21-0215R Aluminum Extrusions Page 2

Length Quantity Total Linear Feet

29’ 0” 100 Each 2,900 LF

24’ 0” 100 Each 2,400 LF

20’ 0” 100 Each 2,000 LF

Total: 9,555 LF

1.1.2 Preparation of Aluminum Extrusions:The Aluminum Extrusions shall be prepared in accordance with American Society for Testing and Materials (ASTM) B449-93, Class 2.

Handling of the extrusions shall be done in such manner as to prevent any oil, grease, foreign agents, and contaminants from coming into contact with the metal. Gloves are to be used in the handling process to prevent possible contamination.

1.1.3 Drawings – Aluminum Extrusions: Please refer to Attachment A, Drawings, for the specification reference for this solicitation.

1.1.4 Backorders: Electronic or written notification of backordered Aluminum Extrusions shall be sent immediately to the Tollway. For any back orders for materials manufactured prior to ordering that cannot be filled within ten (10) business days, the Tollway shall have the option of accepting or canceling the backorder or the Tollway may submit a request for a substitute.

1.1.5 Return of Goods: The Illinois Tollway may find it necessary to return materials purchased under the contract if they become unusable due to a change in requirement. The Vendor shall agree to credit the purchase price to the Illinois Tollway for any returned items obtained through the contract. It is understood and agreed that such returned items shall be clean, undamaged, and in a saleable condition. This return agreement shall be in effect for a period of ninety (90) days from the termination date of the contract even though the vendor does not hold the contract at the time the return is made.

1.1.6 Mis-Shipments: The Vendor shall be responsible for any incorrect or damaged shipments and defective merchandise. The Vendor shall make arrangements with their common carrier or company personnel to pick-up any unacceptable materials within forty-eight (48) hours of notification. The Vendor shall replace the incorrect, damaged or defective merchandise or issue a credit within ten (10) business days of the return. If the replacement merchandise or a credit is not received within ten (10) business days, the Tollway shall deduct the amount of the return from any outstanding invoice(s) at the time of payment.

The Tollway shall not be subject to restocking charges due to Vendor error. The Tollway shall not pay any restocking charges for incorrect, damaged, or defective items returned under the contract.

1.2. MILESTONES AND DELIVERABLES:

1.2.1. INVOICES: Deliveries shall be made within thirty (30) working days after receipt of an order. The

Vendor shall present itemized invoices within fifteen (15) days of of each delivery to the Tollway.

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 emailed to FinanceInvoices@getipass.com .

mailto:FinanceInvoices@getipass.com

RFQ# 21-0215R Aluminum Extrusions 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: Delivery shall be freight on board (FOB) to the following location: Illinois

Tollway Sign Shop (at the Naperville Warehouse), 4 S. 496 Naperville Road, in Naperville, IL 60563, Monday through Friday, 7:00 a.m. to 1:00 p.m. CDT, except State holidays.

1.4.1. Packaging: The panels shall be blocked and banded for ease of the site unloading. In bundles of 12 or 24 according to size and weight of panels.

1.4.2. Notifications:. The Illinois Tollway Sign Shop shall be notified three (3) business days prior to the actual date of delivery at (630) 241-6800, extension 4630 or 4646. No deliveries shall be made without this advance notice.

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 February 1, 2022 through April 30, 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.

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

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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

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.

Invoices shall be sent to the following address:

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

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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 will be made to the Responsive/Responsible bidder who submits the lowest Grand

Total price.

METHOD AND RATE OF COMPENSATION: The Tollway is providing the vendor information in the table below for the purpose of determining a low bidder. Bidders shall bid on allitems to be considered responsive. The quantities of this contract shall be based on a period of three (3) months; one time order - delivery.

Line Description:

Estimated Quantities

Unit Of

Measure

Unit Price

(Unit Price must include shipping)

Total Amount

(Estimated

Quantity X

Unit Price)

Extrusion, Aluminum 12” Wide, Type B

Length 41’ 0” (Refer to Section 1.1.1. for details)

2,255

Linear Feet $ $

Extrusion, Aluminum 12” Wide, Type B

Length 29’ 0” (Refer to Section 1.1.1. for details)

2,900

Linear Feet $ $

Extrusion, Aluminum 12” Wide, Type B

Length 24’ 0” (Refer to Section 1.1.1. for details)

2,400

Linear Feet $ $

Extrusion, Aluminum 12” Wide, Type B

Length 20’ 0” (Refer to Section 1.1.1. for details)

2,000

Linear Feet $ $

Grand Total: $

IPG Registration Number:

Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: