22-0112 RFQ Plotter Printer Paper and Ink 4.pdf

RFQ# 22-0112 / Plotter Printer, Paper, and Ink Page 1

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

RFQ# 22-0112 / Plotter Printer, Paper, and Ink

BIDBUY BID # 23-557THA-PROCU-B-32042

*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, 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 a one-time purchase of a HP DesignJet T830 Large Format Multifunction Wireless Plotter Printer - 36", with Mobile Printing (F9A30D) or equal , Paper (must be compatible with machine proposed), and Ink, (must be compatible with machine proposed).

a. Functions

• Print

• copy

• scan

b. Print speed, maximum

• 25 sec/page on D, 82 D prints per hour

c. Scan speed, maximum

• Up to 1.5 in/sec (color, 200 dpi); Up to 4.5 in/sec (grayscale, 200 dpi)

d. Resolution (color)

• Up to 2400 x 1200 optimized dpi

e. Print Technology

• HP Thermal Inkjet or equal

f. Number of print cartridges

• 4 (C, M, Y, mK)

g. Compatible ink types

• Dye-based (C, M, Y); pigment-based (mK)

h. Print languages

• HP-GL/2, HP-RTL, TIFF, JPEG, CALS G4, URF or equal mailto:BChillmon@getipass.com

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i. Mobile Printing Capability

• Wi-Fi Direct and local Wi-Fi connectivity to enable mobile printing via HP, ePrint, Apple

AirPrint™ and HP Smart App. Or equal

• Supports printing from most smartphones and tablets using these operating systems:

Android, iOS

j. Connectivity, standard

• Gigabit Ethernet (1000Base-T), Wi-Fi 802.11b/g/n

k. Connectivity, optional

• HP USB 3.0 to Gigabit LAN Adapter or equal

l. Network ready

• Standard

m. Memory, standard

• 1 GB

n. Memory, maximum

• 1 GB

o. Hard disk

• None

p. Non-printable area (cut-sheet)

• 0.2 in. x 0.2 in. x 0.2 in. x 0.2 in

q. Guaranteed minimum line width

• 0.0028 in (ISO/IEC 13660:2001(E))

r. Line accuracy

• ±0.1%

s. Maximum optical density (black)

• 8 L* min/2.10 D

t. Finished output handling

• Sheet feed

• roll feed

• input tray

• media bin

• automatic horizontal cutter

u. Media sizes supported

• Input tray: A, B

• Manual feed: C, D, E

v. Media sizes supported

• Input tray: A4, A3

• Manual feed: A2, A1, A0

w. Media sizes, custom

• Input tray: 8.3 x 11 to 13 x 19 in

• Manual feed: 13 x 19 to 36 x 74.7 in

x. Media types

• Bond and coated paper (bond, coated, heavyweight coated, recycled, plain, bright white)

• technical paper (natural tracing, vellum)

• film (clear, matte)

• photographic paper (satin, gloss, semigloss, premium, polypropylene)

• selfadhesive (adhesive, polypropylene)

y. Media sizes, standard

• 11 in. to 36 in.

z. Roll external diameter

• 3.9 in.

aa. Media thickness

• Up To 11.8 mil.

RFQ# 22-0112 / Plotter Printer, Paper, and Ink Page 3

bb. Power

• Input voltage (auto ranging): 100-240 V (±10%), 50/60 Hz (±3 Hz), 1.2 A max

cc. Power consumption

• 35 watts (printing), 3.5 watts (sleep), 0.2 watts (standby)

dd. Operating temperature range

• 41 to 104ºF

ee. Warranty

• One-year limited warranty

ff. Software included

• HP Click or equal

• HP Smart app or equal

• HP Support Assistant or equal

• HP Print Preview for Windows or equal

• HP DesignJet Utility for macOS or equal

• Windows

gg. What is in the shipping box

• HP DesignJet T830 36-in MFP or equal

• printhead

• ink cartridges

• printer stand

• spindle

• quick reference guide

• setup poster

• startup software

• power cord

• refeed preventers

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. 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.

1.1.3. Backorders: Electronic or written notification of backordered dongles and hardware locks 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.

RFQ# 22-0112 / Plotter Printer, Paper, and Ink Page 4

1.1.4. 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 this contract.

1.2. MILESTONES AND DELIVERABLES:

1.2.1. INVOICES: Vendor shall submit itemized invoices within fifteen (15) days of delivery of the hardware to the Tollway. Invoicing and order confirmation, should be electronically delivered to isoft@getipass.com and cc’d to thutchin@getipass.com. Also, 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

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: After the contract is fully executed, delivery of hardware shall be FOB (Freight on Board) destination to the Illinois Tollway’s Central Administration Building attention Thomas Dosch located at 2700 Ogden Avenue Downers Grove, IL 60515, Monday through Friday, except State holidays, between 8:30 a.m. and 3:00 p.m. CDT

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The resulting contract with the awarded vendor is for a one (1) time purchase with an anticipated start date of December 19, 2022 and a completion date of December 18 , 2025. The three

(3) year timeframe is established for product warranty purposes.

2.2 RENEWAL: 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 mailto:isoft@getipass.com mailto:thutchin@getipass.com mailto:FinanceInvoices@getipass.com

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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_____________

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

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“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 mailto:FinanceInvoices@getipass.com

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Pricing

*Notes to Vendor: All Quoted prices shall be valid for 90 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: 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.

Line Item

Description

Unit of Measure

Quantities

Unit Price (Unit Price

Must include Shipping costs)

Extension (Unit Price x

Estimated Quantities)

HP DesignJet T830 Large Format Multifunction Wireless Plotter Printer - 36", with Mobile Printing (F9A30D) or equal

Each 1

Specify Manufacturer Name: Specify Product #:

HP 3 yr next day onsite support or equal Each 1

Specify Manufacturer Name: Specify Product #:

HP USB 3.0 to Gigabit Lan Adapter or equal

Each 1

Specify Manufacturer Name: Specify Product #:

HP ink matte black 300 ML F9J68A or equal

Each 4

RFQ# 22-0112 / Plotter Printer, Paper, and Ink Page 8

Item Description

Quantities

Unit Price (Unit Price

Must include Shipping costs)

Extension (Unit Price x

Estimated Quantities)

HP Ink 728 Magenta 130ml F9J66A or equal

Each 4

Specify Manufacturer Name: Specify Product #:

HP Ink 728 Yellow 130ml F9J65A or equal

Each 4

Specify Manufacturer Name: Specify Product #:

HP Ink 728 Cyan 130ml F9J67A or equal

Each 4

Specify Manufacturer Name: Specify Product #:

HP heavy weight matte paper Q6627B-HHO or equal

Each 2

Specify Manufacturer Name: Specify Product #:

HP Universal Bond paper Q1397A-HHO or equal

Each 2

Specify Manufacturer Name: Specify Product #:

HP DesignJet 36-in spindle or equal Each 2

Specify Manufacturer Name: Specify Product #:

36 inch - 100ft HP Super heavyweight plus matte paper Q6627B or equal

Each 2

RFQ# 22-0112 / Plotter Printer, Paper, and Ink Page 9

Item Description

Quantities

Unit Price (Unit Price

Must include Shipping costs)

Extension (Unit Price x

Estimated Quantities)

36-inch 150 ft HP Univerl Bond Paper Q1397A or equal

Each 8

IPG Registration Number: Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

Total Bid $