22-0004RRR RFQ Laminates~1.docx

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

RFQ# 22-0004RRR / Laminates

BIDBUY BID # B-29853

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

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 and deliver its estimated requirements of assorted laminates for tabletops, cabinets, and counter top use. Vendors shall bid on all items to be considered responsive.All laminates supplied under this contract shall be horizontal grade with the following dimensions:

1.1.1. Brand Name or Equal: All/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. Materials 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 one (1) year; 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. Catalog Line Items: The percent discount bid in Group 2 Catalog Pricing shall remain in effect for the entire term of the contract and any subsequent renewals. The successful bidder shall supply the Tollway with two (2) Manufacturer’s Parts Price Lists within seven (7) business days after the notification of award. Copies shall be current and effective as of the contract start date. In the event the catalog is not available in paper format, the Vendor may provide this information in CD-ROM form compatible with any current Windows platform or a website accessible by Tollway personnel. During the initial term of the Contract and any subsequent renewals, the Tollway shall accept supplements to the manufacturer’s list price catalog. It shall remain the sole responsibility of the Vendor to provide price supplements to the Tollway. These prices shall be effective as of the date the price supplements are received by the Tollway’s Purchasing Department and shall be applied only to subsequent orders placed by the Tollway and not to pending orders already placed but not received by the Tollway. Price supplements shall be sent to:

Illinois Tollway Attn: Procurement Department / Contract Administrator 2700 Ogden Avenue Downers Grove, Illinois 60515

1.1.4. 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.

1.1.5. Backorders: Electronic or written notification of backordered items shall be sent immediately to the Tollway. For any backorders 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.

1.1.6. Mis-shipments and Defective Merchandise: 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 at the time of payment.

The Tollway shall not be subject to restocking charges due to Vendor error. The Illinois 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: The Vendor shall present itemized invoices within fifteen (15) days of each delivery to the Tollway. Deliveries shall be made within ten (10) working days after receipt of an order. 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 FinanceInvoices@getipass.com .

1.3. VENDOR/STAFF SPECIFICATIONS: The Vendor shall be the manufacturer or an authorized dealer/distributor of the proposed items or be capable of providing genuine parts, assemblies and/or accessories as supplied by the original equipment manufacturer (OEM). Further, the Vendor shall be capable of furnishing original product warranty and manufacturer’s related services such as product information, product recall notices, etc. The Tollway may require the bidder to submit a letter from the manufacturer which authorizes their distribution of this product

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) between the hours of 7:00 am through 2:00 pm Monday through Friday, except State holidays to the following location: Illinois Tollway Carpenter Shop, 3460 Finley Road, Downers Grove, IL 60515.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The estimated duration of this contract shall be for the period of one (1) year from October 14, 2022 through October 13, 2023. 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 Zero (0) 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.

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

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”.

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: FinanceInvoices@getipass.com

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 price.

Vendors shall bid on all groups to be considered responsive.

METHOD AND RATE OF COMPENSATION: Vendor shall be compensated by the following method:

Initial 1 Year term Group 1

Manufacturer: Pionte Product: # ST655 Or equal substitute.

each

Manufacturer: Pionte Product: # SP409 Or equal substitute.

each

Manufacturer: Pionte Product: # SW806 Or equal substitute.

each

Manufacturer: Pionte Product: # WO951-S Or equal substitute.

each

Manufacturer: Pionte Product: # WM791-S Or equal substitute.

Manufacturer: Pionte Product: # SG204 Or equal substitute.

each

Manufacturer: Pionte Product: # ST655 Or equal substitute.

each

Manufacturer: Pionte Product: # WM791-S Or equal substitute.

each

Manufacturer: Pionte Product: # SG204 Or equal substitute.

Manufacturer: Pionte Product: # WM791-S Or equal substitute.

Manufacturer: Pionte Product: # SE101 Or equal substitute.

Manufacturer: Pionte Product: # HP336 Or equal substitute.

Manufacturer: Helmibond Product: #776-WB Or equal substitute.

Gallons

Initial 1 Year Term GROUP 2: MANUFACTURER’S CATALOG PRICING The Illinois Tollway is also seeking a percent discount from manufacturer’s list price for all other items that the Tollway may purchase throughout the contract term. Bidder shall enter the discount from manufacturer’s list price in the pricing table below. Bidder shall determine the amount of discount from the manufacturer’s published list price they are willing to provide the Tollway. This price shall be applied to all items and parts other than those detailed in Group(s) 1a and 2 purchased utilizing this contract. To complete the Pricing Table below the Bidder shall multiply the “Estimated Usage” by “Percent Discount from Manufacturer’s List Price” to obtain the “Dollar Value of Percent Discount from Manufacturer’s List Price.” To obtain the “Extension,” subtract the “Dollar Value of Percent Discount” from the “Estimated Usage.” For example; $60,000.00 (“Estimated Usage”) x 1% (“Percent Discount”) = $600.00 (“Dollar Value of Percent Discount”). To obtain the “Extension,” $60,000.00 (“Estimated Usage”) - $600.00 (“Dollar Value of Percent Discount”) = $59,400.00 (“Extension”).

When bidder is not able to provide a discount in the “Percent Discount from Manufacturer’s List Price” column, bidder shall enter “0%” for “Percent Discount from Manufacturer’s List Price,” “$0.00” for “Dollar Value of Percent Discount,” and enter the “Estimated Usage” amount in the “Extension” column.

(Percent Discount x Estimated Usage) Extension (Estimated Usage – Dollar Value of Percent Discount)

IPG Registration Number:

Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

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