23-0100_RFQ Document_Tower Maintenance & Repair Services~6.pdf

RFQ# 23-0100/Tower Maintenance & Repair Services Page 1

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

RFQ# 23-0100/ Tower Maintenance & Repair Services

BIDBUY BID #B 39721

*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: Nena Snow, Senior Contract Negotiator EMAIL: nsnow@getipass.com

Specifications and Requirements

1. SUPPLIES AND/OR SERVICES REQUIRED: The Tollway is seeking a qualified firm to provide Tower Maintenance and Repair Services. Vendor will provide repairs, removal, and replacement of bulbs, beacon fixtures, side light or obstruction light fixtures, lighting controllers and wiring, antennas, cable, connectors, brackets and miscellaneous tower hardware, on an as-needed basis.

The contract will include the following services:

Testing, repair, and replacement of all types of Tollway antennas.

Testing antenna cables being used for radios at tower site.

Replacement or removal of damaged coax cable.

Provide lighting maintenance, up to and including removing and replacing defective bulbs, controllers and/or wiring.

Provide replacement and installation of all lightening protection equipment.

Emergency repair for loss of lighting or structure damage in the event of any physical damage.

Ensure the towers are properly grounded to Motorola r56 standard.

Provide structural repairs up to and including, foundation cracks, loose support, beams, rusted or damaged supports.

Obsolete equipment removal and disposal. Examples would be obsolete and unused antennas, cables, microwave, lighting, brackets, etc.

Physical Communication Tower inspections must include the following activites:

Checking tower and guy wire grounding system and repairing or replacing as needed.

RFQ# 23-0100/Tower Maintenance & Repair Services Page 2

Checking the condition of all electrical wiring, fixtures, conduits and fittings and making repairs as needed.

Checking the condition of the transmission lines, connectors, cable ties/wraplock, grounding straps, etc. and repairing as necessary. Particular attention should be given to all connectors to ensure they are sufficiently weatherized to prevent water penetration.

Checking the condition of all antennas and reporting items, or areas that are in need of repair or replacement to the Tollway’s Field Operations Manager for approval to proceed with work.

Replacing all tower lamps as needed. The following bulbs are currently being used by the

Tollway.

Beacon Bulbs, white and red, Flashtube assembly 12S00602 Obstruction Bulb, red 116 Watt, traffic signal, 8000 hr life, Sylvania 12833 Trigger Transformer, Red, Honeywell 77-4040R White, Honeywell 77-4040R

Replacement parts, if stocked by the Tollway, will be provided by Tollway until current inventory is depleted. Thereafter, replacement parts wil be provided by the vendor.

Checking for proper operation of photo cell for enabling and disabling lighting systems and proper operation of the beacon flasher and repairing as needed.

Vendor shall photograph any problems found and provide photograpghs with an estimate of repair.

Vendor shall provide an estimate, for unexpected repairs identified during an inspection.

Vendor shall not perform any work without advance, written approval by the Tollway.

Vendor shall provide information regarding the replacement parts’ manufacturer. For example: the model number of the photocell, side light fixtures, top mounted lighting systems, bulbs and other equipment used for repair. This information is to be sent to the Tollway Field Operations Manager upon completion of the work.

Thera are 61 towers throughout the Tollway system to be serviced. See Attachment A for the list of locations.

All communication and scheduling of maintenance and repair services will go through and be approved by John DiCarlo (Jdicarlo@getipass.com) or current Field Operations Manager.

1.1 MILESTONES AND DELIVERABLES: N/A

1.1.1 INVOICES: The Vendor shall present itemized invoices within fifteen (15) calendar days of completion of work, to Susan Verdico, sverdico@getipass.com.

1.2 VENDOR/STAFF SPECIFICATIONS: A certificate of liability insurance shall be provided at the time of bid submittal.

RFQ# 23-0100/Tower Maintenance & Repair Services Page 3

CONTRACTOR’S INSURANCE REQUIREMENTS: In order to comply with the statutes of the Illinois ISTHA, the Contractor shall furnish insurance coverage of the kind and in amounts stated hereinafter:

Worker’s Compensation and Occupational Insurance for all prime and subcontractor’s mployees, as required by law

Employers’ Liability Insurance for all prime and subcontractor's employees:

Each employee ……………………………………$ 500,000.00

Comprehensive General Liability Insurance Bodily Injury and Property Damage:

Per Occurrence .................................................. $ 1,000,000.00 Annual Aggregate .............................................. $ 2,000,000.00

Comprehensive Automobile Liability Insurance Bodily Injury and Property Damage:

Combined Single Limit ...................................... $1,000,000.00

The Tollway and WSP USA Engineers along with the GEC must be included as an additional named insured on the policy.

The Permit Number is to be noted on the policy in the Description of Operation/Locations/Vehicles/Special Items area of the policy.

The Vendor shall email an electronic copy (Adobe Acrobat .pdf format) of the insurance policy to:

jkonrath@getipass.com. The Vendor shall send a paper copy of the insurance policy to:

Mr. John Konrath Planning Department The Illinois Tollway 2700 Ogden Avenue Downers Grove, IL 60515

1.3 TRANSPORTATION AND DELIVERY: N/A

2 TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The duration of this contract shall be for the period of two (2) years.

Unless otherwise specified, this Contract shall commence upon the last dated signature of the Parties.

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 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

RFQ# 23-0100/Tower Maintenance & Repair Services Page 4 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 #

RFQ# 23-0100/Tower Maintenance & Repair 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: Accounts Payable P.O. Box 3094

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

RFQ# 23-0100/Tower Maintenance & Repair 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 for all services within the initial term.

METHOD AND RATE OF COMPENSATION: Vendor shall be compensated by the following: Please see the table below. Hourly labor rate is for the total initial term & not per year.

All pricing must be entered into BidBuy.

Hourly Labor Rate Schedule Estimated Hours Hourly Rate

Total Hourly Rate (Estimated Hours x Hourly

Rate) Monday through Friday

8:00 a.m. – 5:00 p.m. 400 ENTER AMOUNT IN

BID BUY

ENTER AMOUNT

IN BID BUY

Overtime shall mean and refer to any hours worked other than hours stated above.

ENTER AMOUNT IN

BID BUY

ENTER AMOUNT

IN BID BUY

Total: ENTER AMOUNT

IN BID BUY

SUBMITTAL REQUIREMENTS SECTION:

Add a separate section for each submittal requirement in this format.

Yes No Certificate Of Insurance

IPG Registration Number: Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

Attachment A

Attachment A