22-0101RR RFQ Compressed Gas Cylinder Refill Services 3_1.pdf

RFQ# 22-0101RR / Compressed Gas Cylinder Refill Services Page 1

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

RFQ# 22-0101RR / Compressed Gas Cylinder Refill Services

BIDBUY BID # 23-557THA-PROCU-B-32600

*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: Brian Chillmon, Senior Buyer PHONE: 630-241-6800 ext. 4604 EMAIL: BChillmon@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 refill services for Tollway-owned compressed gas cylinders. All cylinders, except those filled with nitrogen or propane, will be used for metal welding and cutting purposes.

The awarded vendor shall provide refill services for Tollway-owned compressed gas cylinders. The vendor shall be required to pick up empty cylinders, refill them, and then deliver the refilled cylinders to two (2) Tollway locations as listed in Section 1.3. The Tollway estimates that a minimum of ten (10) to twelve (12) cylinders will be delivered or picked up at each monthly delivery. In the event that the Tollway requires an additional delivery or pick-up of one cylinder throughout the contract term, the vendor shall provide a single time delivery or pick-up cost.

1.2. Compressed Gas Cylinder Refill Services: The Tollway is seeking a vendor to provide refill services for Tollway-owned compressed gas cylinders to be filled with the following gases:

o Oxygen o Acetylene o Argon o 75/25 Argon-CO2 o TRI-MIX (90% Helium/7.5% Argon/2.5% CO2) o Nitrogen o Propane

• The vendor shall be required to pick-up empty cylinders and deliver fully-filled cylinders to the Tollway’s designated locations listed in Section 1.3.

mailto:BChillmon@getipass.com

RFQ# 22-0101RR / Compressed Gas Cylinder Refill Services Page 2

• All gases shall meet the Compressed Gas Association’s specifications for use in welding and cutting operations.

1.2.1 Quantities: It shall be expressly understood by the bidder that the estimated bid quantities of compressed gas refill services 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 two (2) 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.

1.2.2 Safety: The Vendor (and its suppliers) shall perform the services in a safe and responsible manner for transport and handling of compressed gas cylinders provided in this Contract. Vendor shall at their own expense, conform to safety policies and regulations and comply with all specific safety requirements of the Occupational Safety and Health Act (OSHA) of 1970 and regulation set forth by the Federal Department of Transportation.

1.2.3 Right to Inspect/Reject Goods: The Illinois Tollway reserves the right to inspect the compressed gas cylinders after delivery to determine whether the gas cylinders meet the contract specifications. If within thirty (30) days of delivery, the Illinois Tollway determines that any of the gas cylinders do not meet the contract specifications, the Illinois Tollway at its sole discretion may:

o Reject the compressed gas cylinders and return them to the Vendor at the Vendor’s expense, at which time the Illinois Tollway’s obligations to the vendor as to the rejected goods; shall become null and void.

o Require the Vendor to conform the compressed gas cylinders to contract specifications. This work shall be performed properly within time limits established by the Illinois Tollway, and at no cost to the Illinois Tollway.

o Retain any monies due to the Vendor, the reasonable value of the rejected material, replacement parts, workmanship, or services based upon the contract price.

1.2.4 Vendor shall repair any compressed gas cylinder damaged while in the vendor’s possession. If the cylinder damage is not repairable, the Vendor shall reimburse the Tollway for the cost of the cylinder.

1.3. MILESTONES AND DELIVERABLES:

1.3.1. INVOICES: Vendor shall submit itemized invoices within fifteen (15) days 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, Lisle, IL 60532 or emailed to FinanceInvoices@getipass.com.

1.3.2. Cylinder Pick Up and Delivery: The vendor shall pick up empty gas cylinders within five (5) business days of a call from the appropriate Tollway representative. Empty cylinders picked up by the vendor shall be filled and returned within five (5) business days. The Tollway estimates that a minimum of ten (10) to twelve (12) cylinders will be delivered or picked up at any time. In the event that the Tollway may require an additional delivery or pick-up of one cylinder throughout the contract term, the vendor shall provide a single time delivery or pick-up cost.

Tollway Pick-up and Delivery locations:

Maintenance Building #2 – Hillside mailto:FinanceInvoices@getipass.com

RFQ# 22-0101RR / Compressed Gas Cylinder Refill Services Page 3

22nd Street & I-294 I-294 Milepost 29.8 – Northbound Access from NB I-294 to building entrance road Access from SB I-294 to Cermak Road East to NB I-294 Nearest intersection: Cermak Road and I-294 No official address

Maintenance Building #11 – DeKalb East-West Tollway I-88 Milepost 91.5 – Westbound Access from WB I-88 to Annie Glidden Road ramp Access from EB I-88 to Annie Glidden Road ramp Nearest Intersection: I-88 and Annie Glidden Road Address: 107 W. Fairview Drive DeKalb 60115

1.3.3. Note: In an emergency, the Illinois Tollway may deliver or pick up cylinders at the vendor’s location.

1.4. VENDOR/STAFF SPECIFICATIONS:

1.4.1. 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.

1.5. TRANSPORTATION AND DELIVERY: See section 1.3.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The estimated duration of this contract shall be for the period of two (2) years from March 9, 2023 through March 8, 2025. 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 two (2) 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 specified in the State’s written notice. If the breach or noncompliance is not remedied by that date the State may either:

RFQ# 22-0101RR / Compressed Gas Cylinder Refill Services Page 4

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

RFQ# 22-0101RR / Compressed Gas Cylinder Refill Services Page 5

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:

Illinois Tollway

Attention: Procurement P.O. Box 3094

Lisle, Illinois 60532-8094 Email: financeInvoices@getipass.com

RFQ# 22-0101RR / Compressed Gas Cylinder Refill 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 shall be made to the Responsive/Responsible bidder who submits the lowest price.

METHOD AND RATE OF COMPENSATION: Vendor shall be compensated by the following method: The Tollway is providing the vendor information in the table below for determining a low bidder.

Bidders shall bid on all items for both locations to be considered responsive. Failure to bid all line items and both locations shall render the bid non-responsive. The estimated quantities listed below are based on a period of two (2) years

2 Year Initial Term Compressed Gas Refill Services of Tollway-Owned Cylinders at M-2 (Hillside)

Location

M-2

Cylinder Description Estimated Cubic Feet Quantity for 2 Years

Cubic Foot Unit Price

Extension (Estimated 2 Year Cubic Foot Quantity x Unit Price)

1. Oxygen 43,160 $ $

2. Acetylene 13,440 $ $

3. Argon Mix 75% - 25% 18,360 $ $

4. Argon 100% 6,120 $ $

5.

Tri-Mix (Helium, Argon &

CO-2) 8,160 $ $

6. Nitrogen 24,000 $ $

7. Propane 2,550 $ $

Estimated Number of

Occurrences

Cost for a Single Pick-up or Delivery

Extension (Estimated Occurrences x Single cost per Pick-up or Delivery)

8.

Single pick up or delivery charge per occurrence (if any) 60 $ $

2 Year Initial Term Compressed Gas Refill Services of Tollway-Owned Cylinders at M-2 (Hillside)Total Bid $

RFQ# 22-0101RR / Compressed Gas Cylinder Refill Services Page 7

2 Year Initial Term Compressed Gas Refill Services of Tollway-Owned Cylinders at M-11 (DeKalb)

2 Year Initial Term Compressed Gas Refill Services of Tollway-Owned Cylinders at M-2 (Hillside)Total Bid

2 Year Initial Term Compressed Gas Refill Services of Tollway-Owned Cylinders at M-11 (DeKalb)Total Bid $

2 year Initial TermTotal Bid $

IPG Registration Number: Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

Location M-11

Cylinder Description Estimated Cubic Feet Quantity for 2 Years

Cubic Foot Unit Price

Extension (Estimated 2 Year Cubic Foot Quantity x Unit Price)

9 Oxygen 17,160 $ $

10. Acetylene 5,760 $ $

11. Argon Mix 75% - 25% 4,760 $ $

12. Argon 100% 2,720 $ $

13.

Tri-Mix (Helium, Argon &

CO-2) 3,400 $

14. Nitrogen 12,000 $ $

Estimated Number of

Occurrences

Cost for a Single Pick-up or Delivery

Extension (Estimated Occurrences x Single cost per Pick-up or Delivery)

15.

Single pick up or delivery charge per occurrence (if any) 60 $

2 Year Initial Term Compressed Gas Refill Services of Tollway-Owned Cylinders at M-11 (DeKalb) Total Bid