23-0023 RFQ Contract Aluminum Fasteners 1.pdf

RFQ# 23-0023 Aluminum Fasteners Page 1

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

RFQ# 23-0023 / Aluminum Fasteners

BIDBUY BID # 23-557THA-ENGSI-B-35294

*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, Contract Negotiator 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 furnish and deliver Aluminum Fasteners for use throughout the Tollway system to properly maintain existing and currently installed Tollway signs. The Aluminum Fasteners shall adhere to the following:

A. 3/8# ID x 3/4#OD x 3/32# aluminum flat washers

B. 3/8#-16x3/4# Brightly dipped Full thread aluminum bolts

C. 3/8#-16 aluminum hex nuts

1.1.1. Quantities: It shall be expressly understood by the bidder that the estimated bid quantities specified in the contract documents are for the purpose of 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 Five (5) months; prices shall remain firm for the term of the contract. The decision to pre-order and hold any inventory rests solely with the Vendor.

1.1.2. Backorders: Electronic or written notification of backordered materials shall be sent immediately to the Using Department. 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. For materials manufactured or customized according to placed orders, a backorder fill date shall be mutually agreed upon between the Tollway and mailto:BChillmon@getipass.com

RFQ# 23-0023 Aluminum Fasteners Page 2 the Vendor. The Tollway shall not be charged for expenses incurred due to cancellations resulting from backorders.

1.1.3. 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.

1.1.4. 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 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 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: Delivery shall be FOB (Freight on Board) destination to the Illinois Tollway Sign Shop located at 4 S. 496 Naperville Road, in Naperville, IL 60563, Monday through Friday, except State holidays, between 7:00 a.m. and 2:00 p.m. local time.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: This contract has an initial term of five (5) months, commencing upon May 8, 2023 or upon the last dated signature of the Parties, whichever is later.

2.2 RENEWAL: This Contract does not contain any renewal options and therefore cannot be renewed.

mailto:FinanceInvoices@getipass.com

RFQ# 23-0023 Aluminum Fasteners Page 3

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:

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

RFQ# 23-0023 Aluminum Fasteners Page 4

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 mailto:FinanceInvoices@getipass.com

RFQ# 23-0023 Aluminum Fasteners Page 5

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 Total Bid 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

Tollway Item number

Description

Unit of Measure

Estimated Quantities

Unit Price (Unit Price

Must include

Shipping costs)

Extension (Unit Price x

Estimated Quantities)

28969

3/8# ID x 3/4#OD x 3/32# aluminum flat washers

Each 15,000

34064

3/8#-16x3/4# Brightly dipped Full thread aluminum bolts

Each 30,000

107191

3/8#-16 aluminum hex nuts Each 15,000

Total Bid

IPG Registration Number: Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: