22-0093 RFQ Professional Meteorological Weather Forecasting Services_Final.pdf

RFQ# 22-0093/ Professional Meteorological Weather Forecasting Services Page 1

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

RFQ# 22-0093/Professional Meteorological Weather Forecasting Services BIDBUY BID #Bid 23-557THA-ENGRD-B-31098

*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: Connie Ponce, Senior Buyer PHONE: 630-241-6800 ext. 4614

FAX: 630-795-7908

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 Professional Meteorological Weather Forecasting Services by a Professional Meteorologist. This service shall provide specific details and notifications of any upcoming snow and ice event on a 24 hours per day, 7 days per week basis throughout the traditional Winter Season beginning October 15 through April 15, for each year of the three (3) year contract agreement.

1.2. MILESTONES AND DELIVERABLES:

1.2.1. The Vendor shall present itemized invoices annually. Invoices shall be presented at the start of the season.

1.2.2. All invoices must include original order date and the specific billing period to ensure accurate and timely payment processing.

2. VENDOR/STAFF SPECIFICATIONS: The successful vendor shall allocate a Professional Meteorologist on a 24 hours per day, 7 days per week basis to provide forecasts, weather trends, “Snow Storm Alerts,” and “Snow Storm Warnings” to designated Illinois Tollway personnel as described below via phone call with a follow up via facsimile and electronic mail. The Professional Meteorologist shall also provide phone mailto:cponce@getipass.com

RFQ# 22-0093/ Professional Meteorological Weather Forecasting Services Page 2 conferencing to discuss daily and weekly forecasts on an as-needed basis.

There are currently 12 Maintenance Locations (refer to Attachment A) located throughout the Tollway System, and each shall be considered a forecast location when providing Snow Storm Alerts and Warnings

2.1. SNOW STORM ALERTS: Advance "Snow Storm Alert" notices shall be provided for all upcoming snow and ice events. This Alert shall be sent in advance of any "Snow Storm Warnings" (see below).

• At a minimum, Alerts shall be received before 11 a.m. local time each day in advance of any adverse winter weather expected during the evening and/or overnight hours. All subsequent alerts shall be sent out as soon as the snow or ice event is discovered.

• Alert notifications shall be titled "Snow Storm Alert" and sent directly from a Professional Meteorologist to the Tollways Roadway Maintenance Manager or designated Snow and Ice Operations personnel.

• Once conditions have dissipated, an "All Clear" notification shall be issued on the Alert following the same notification chain used in the initial notifications.

2.2. SNOW STORM WARNING: The vendor shall give a 2-hour advance "Snow Storm Warning” provided for all upcoming snow and ice events.

• This Warning shall be issued by a Professional Meteorologist 2 hours prior to the onset of precipitation. When a "Snow Storm Warning" is issued, a Professional Meteorologist shall directly send notifications first to the Roadway Maintenance Manager and Maintenance Garage Section Managers affected by the incoming storm, either individually or by geographic region as directed by the Tollway.

• This notification shall be determined by the variance in weather conditions from location to location. Subsequent notifications shall be made to the designated Snow and Ice Operations Personnel.

• The first "Snow Storm Warning" for any event shall be numbered "1", and any amendments shall be labeled 1A, 1B, etc.

• Once storm conditions have dissipated, an "All Clear" notification shall be issued on the "Snow Storm Warning" following the same notification chain used in the initial notifications.

2.3. "Snow Storm Alerts" and ''Snow Storm Warnings" shall contain all of the necessary meteorological information pertinent to the forecasted event. All Alerts and Warnings shall include the following:

• Beginning time of the storm

• Duration of the storm

• Direction of storm travel

• Type of precipitation (including percentage of probability)

• Anticipated snowfall accumulation (including range of forecast totals and percentage of probability)

• Temperature (including anticipated highs and lows for the date)

• Wind direction and speed (as well as any anticipated changes during storm)

• Ending time of the storm

• General comments specific to each storm

RFQ# 22-0093/ Professional Meteorological Weather Forecasting Services Page 3

• Anticipated weather information following the storm.

A Snow/Ice report shall be issued 48-72 hours after each snow/ice event. This report shall show cumulative snow/ice totals, start and end times for each event, and maximum and minimum temperatures during each event for the areas specified by the Tollway.

3. 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.

4. TERM AND TERMINATION

4.1 TERM OF THIS CONTRACT: The estimated duration of this contract shall be for the period of three (3) years commencing upon October 15,2022 or upon the last dated signature of the Parties, whichever is later.

4.2 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.

5. 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.

6. 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.

RFQ# 22-0093/ Professional Meteorological Weather Forecasting Services Page 4

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.

7. STANDARD TERMS AND CONDITIONS

7.1 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 #

7.2 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.

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

RFQ# 22-0093/ Professional Meteorological Weather Forecasting Services Page 5

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 mailto:FinanceInvoices@getipass.com

RFQ# 22-0093/ Professional Meteorological Weather Forecasting Services Page 6

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.

METHOD AND RATE OF COMPENSATION: Vendors shall bid on all line items to be considered responsive. Award shall be based on the lowest total bid. The Tollway is providing the vendor information in the table below for the purpose of determining a low bidder. The pricing of this contract shall be based on a period of three (3) years; prices shall remain firm for the term of the contract.

Pricing for Initial Term:

Description of Services Cost Per Year

October 15, 2022– October 14, 2023 Meteorological Services

October 15, 2023 – October 14, 2024 Meteorological Services

October 15, 2024 – October 14, 2025 Meteorological Services

Grand Total for Three year (3) Initial Term Total $

IPG Registration Number: Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

RFQ# 22-0093/ Professional Meteorological Weather Forecasting Services Page 7

Attachment A:

ILLINOIS STATE TOLL HIGHWAY AUTHORITY

MAINTENANCE LOCATIONS

Maintenance Building # 1 - Alsip Tri-State Tollway, I-294 Milepost 12.0 - Northbound Nearest Intersection: Cicero Avenue and I-294 No Official Address; however, use 127th and Cicero Ave., Alsip 60803 Telephone: 331-328-4501

Maintenance Building # 2 – Hillside 22nd Street and I-294, I-294 Milepost 29.8 – Northbound Nearest Intersection: Cermak Road and I-294 No Official Address Telephone: 331-238-4502

Maintenance Building # 3 – Park Ridge Tri-State Tollway, I-294 Milepost 41.9 – Northbound Nearest Intersection: Touhy Ave. and I-94 No Official Address; however, use 2800 S. River Road, Des Plaines 60018 Telephone: 331-238-4503

Maintenance Building # 4 – Gurnee Tri-State Tollway, I-94 Milepost 8.4 – Northbound Nearest Intersection: Grand Ave and I-94 No Official Address Telephone: 331-238-4504

Maintenance Building # 5 – Arlington Heights Northwest Tollway, I-90 Milepost 68.3 - Eastbound Nearest Intersection: I-90 and Route 20 No Official Address Telephone: 331-238-4505

Maintenance Building # 6 – Marengo-Hampshire Northwest Tollway, I-90 Milepost 41.9 – Northbound Nearest Intersection: I-90 and Route 20 Address: 19 N. 559 Route 20, Hampshire 60140 Telephone: 331-238-4506

Maintenance Building # 7 – Rockford Northwest Tollway, I-90 Milepost 15.4 – Northbound Nearest Intersection: I-90 and Route 20 Address: 7901 East State, Rockford 61108 Telephone: 331-238-4507

Maintenance Building # 8 – Naperville East-West Tollway, I-88 Milepost 117.8 - Eastbound Nearest Intersection: Route 25 and Mettel Road Address: 351 Mettel Road, Aurora, IL 60505Telephone: 331-238-4508

RFQ# 22-0093/ Professional Meteorological Weather Forecasting Services Page 8

Maintenance Building # 11 – DeKalb East-West Tollway, I-88 Milepost 91.5 – Westbound Nearest Intersection: I-88 and Annie Glidden Road Address: 107 W. Fairview Drive, DeKalb 60015 Telephone: 331-238-4511

Maintenance Building # 12 – Dixon East-West Tollway, I-88 Milepost 54.4 – Westbound Nearest Intersection: I-88 and Route 26 Address: 1636 Il. Route 26, Dixon 61021 Telephone: 331-238-4212

Maintenance Building # 14 – Downers Grove North-South Tollway, I-355 Milepost 21.2 – Northbound Nearest Intersection: I-355 and Route 56 (Butterfield Road) Address: 3450 South Finley Road, Downers Grove 60515 Telephone: 331-238-4514

Maintenance Building # 16 – Elk Grove (IL 390) Elgin-O’Hare Expressway, IL 390 at Thomas Drive, Milepost 16.6 Westbound Nearest Intersection: Busse Road & Thorndale Avenue Address: 830 Thomas Drive, Bensenville, IL 60106 Telephone: 331-238-4516