23-0107 Addendum No 3-Q and A-IFB ITS Parts Replacement~1.pdf

ADDENDUM #3 Contract # 23-0107/ Intelligent Transportation System (ITS) Replacement Parts Services

ADDENDUM #3

IFB

Contract # 23-0107

Intelligent Transportation System (ITS) Replacement Parts Services BidBuy Reference: 24-557THA-INFOT-B-38650 Proposal Opening Date: As Published in BidBuy

Please be advised of the following updates to the above-named solicitation:

I. The bids due date is extended and as published in Bid Buy.

II. Q & A-Below are questions received from the vendor community and answers:

Q.1: Page 3 section 1.2 SUPPLIES AND /OR SERVICES REQUIRED states “All materials and products used for the repairs shall be invoiced at vendor’s cost”. Is the intention of ISTHA not to allow any mark over the vendors’ cost? How is the vendor/contractor expected to cover the incurred costs of reviewing, processing, receiving, storage, and invoicing of the associated purchase orders as well as the material handling of the purchased products that are not performed by a craft labor force?

A.1: The rates should be fully loaded rates inclusive of factors that are included with purchased items. The markup should already be factored in. The vendor must estimate all markup cost and enter on the line in Bid Buy.

Q.2: Page 4 section 1.2 SUPPLIES AND /OR SERVICES REQUIRED has a “Labor Rates” section that states “All units must be entered into Bid Buy” this section calls out a rate for a Forman, Journeyman and Apprentice and Field Engineer but does not list if the rates should be for straight time, over time or double time. Is it the intention for the vendor/contractor to provide one rate for each qualification to cover the possibility of labor working on straight time, over time or double time?

A.2: Over time / double time is allowed. Yes the offer should include one rate for each qualification. Per Section 5.9 overtime is contemplated and provided for in this Contract, all work performed by Vendor at overtime rates shall be pre-approved by the Tollway.

Q.3: Page 4 section 1.2 SUPPLIES AND /OR SERVICES REQUIRED has a “Labor Rates” section that states “All units must be entered into Bid Buy” this section calls out a rate for a Forman, Journeyman and Apprentice and Field Engineer. Will an addendum be provided to include a rate for a General Forman, Project Manager, Inventory specialist, Safety Representative, and a Quality Manager?

A.3: The rates for General Forman, Project Manager, Inventory specialist, Safety Representative and Quality Manager will be added to the contract. An amendment in Bid Buy will add a line for each position.

Q.4: Page 4 section 1.2 SUPPLIES AND /OR SERVICES REQUIRED has a “Labor Rates” section that states “All units must be entered into Bid Buy” this section calls out a rate for a Forman, Journeyman and Apprentice and Field Engineer. Will an addendum be provided to include a rate for a daily Maintenance Support cost, to cover all of the vendors/contractors back oDice costs and requirements that are needed to be met to fulfill the requirements listed within the contract documents?

A.4: Maintenance Support cost will be added as a labor rate via an amendment in Bid Buy will add a line for each position.

Q.5: Page 6 section 1.1.4 Warranty states “If the Tollway agrees that a unit needs to be returned to the Vendor for a major repair, the Vendor shall be responsible for the transportation.” Is the intention of ISTHA to have the vendor/contractor absorb these costs without the option to be reimbursed?

A.5: The transportation and packaging for returning a failed unit is billable back to the ISTHA. A line will be added to Bid Buy for return freight.

Q.6: Page 6 section 1.1.5 Return of Goods states “The Illinois Tollway may find it necessary to return materials purchased under this contract if they become unusable due to change in requirements. The vendor shall agree to credit the purchase price to the Illinois Tollway for any returned items obtained through the contract.” Is it the intention of ISTHA to have the vendor/contractor provide a credit to ISTHA for materials that have been deemed obsolete through the function of a usable service life as ISTHA upgrades their system, and the manufactures item is no longer currently being sold or supported?

A.6: If any goods are returned to the manufacture for reimbursement, then ISTHA will be credited for that amount. Any goods unable to be refunded by the manufacturer will remain in ISTHA's inventory.

Q.7: Page 8 section 1.3.2 Storage Facility states multiple requirements that must be met upon contract execution. Will an Item be added to the Items Tab section for the vendor/contractor to be able to provide a daily rate for these contract requirements?

A.7: An item for storage costs will be added as a billable item.

Q.8: Page 8 section 1.3.3 Maintenance Vehicles and Related Equipment states a list of equipment that the vendor/contract shall have access to, and the Tollway will not be providing. This list has seventeen unique vehicles/equipment types listed but the Items Tab only has an option for four Equipment Rates. Will an addendum be provided to include a rate for this related equipment listed in this section?

A.8: A list specialty equipment will be itemized in bid buy for vendor pricing.

Q.9: Page 9 sections 1.4.1, 1.4.2, 1.4.3,1.4.4 and 1.4.5 all relate to specific manufactures and their proprietary equipment. Each manufacturer has specific software/programs and testing materials that are needed to interface into and troubleshoot their equipment. Will ISTHA be providing such equipment, or will an addendum be added to include a rate for the purchase or rent of the required computers, OTDRS, networking equipment, video testing devices, Lidar Guns, and other related equipment needed to perform the requirements listed in this section?

A.9: Purchase of troubleshooting equipment will be added as billable item.

Q.10: What is the “Qty Each” referencing? A duration in years, or a group of items to be priced?

A.10: QTY Each refers to the group of items being priced

Q.11: What is the reference that the “Unit Cost” box is referring to? There is no note directing the bidder to a particular specification or table within the contract.

A.11: Unit Cost is referring to the cost of 1 individual unit

Q.12: What is to be inserted in the “Total Discount %” section? The vendor/contractor was directed in the contract documents that “All materials and products used for the repairs shall be invoiced at vendor’s cost.”

A.12: The vendors cost is the pricing after discount is priced in. "Total Discount" is the amount discounted from the item if it was to be purchased through other means at full price.

Q.13: How is the vendor/contractor expected to provide a Freight cost, if the quantity of orders, size or weight of orders and the location the orders are shipping from/to is not defined?

A.13: This will have to be a best estimate were any shortcomings or over estimates will have to be rectified.

Q.14: Would ISTHA consider a pricing structure that would take the vendor/contractor current invoiced price and apply a % markup to all items purchased?

A.14: The rates should be fully loaded rates inclusive of factors that are included with purchased items. The markup should already be factored in.

Q.15: What is the “Qty Each” referencing, a duration in years, or a group of items to be priced?

A.15: "QTY Each"refers to the group of items being priced.

Q.16: What is the reference that the “Unit Cost” box is referring to? There is no note directing the bidder to a particular specification or table within the contract.

A.16: "Unit Cost" is referring to the cost of 1 individual unit.

Q.17: What is to be inserted in the “Total Discount %” section? The vendor/contractor was directed in the contract documents that “All materials and products used for the repairs shall be invoiced at vendor’s cost.”

A.17: The vendors cost is the pricing after discount is priced in. "Total Discount" is the amount discounted from the item if it was to be purchased through other means at full price.

Q.18: How is the vendor/contractor expected to provide a Freight cost, if the quantity of orders, size or weight of orders and the location the orders are shipping from/to is not defined?

A.18: This will have to be a best estimate were any shortcomings or overestimates will have to be rectified.

Q.19: With the instability of the imported materials and ever-changing comedies market which both drive these type of material prices, how is the vendor/contractor expected to provide pricing for a term that is identified to possibly start in 2028?

A.19: Illinois Tollway’s Formula for Determining Renewal Compensation: Bid prices will remain fixed throughout the first twelve (12) months of the initial Contract term. For each twelve (12) month anniversary thereafter, annual price adjustments of the Contract pricing may be made after receipt of a written request from the Vendor. A written request for an annual price adjustment must be made no later than sixty (60) calendar days before the expiration of the initial Contract term and each subsequent twelve (12)-month renewal period. The annual price adjustment is subject to acceptable performance by the Vendor and contingent upon the Tollway’s Board of Directors’ approval for the procurement of goods or services provided for in this Contract. If the Vendor does not request a price adjustment within such sixty (60) calendar-day period, the Vendor will not be entitled to a price adjustment for the upcoming year. Annual requests for price adjustments shall be based on the Producer Price Index (“PPI”) ,for Transportation Support Actvities Series ID: ID # PCU488-488, not seasonally adjusted, as it appears in the periodical Producer Price Indices published by the U.S. Department of Labor, Bureau of Labor Statistics (“BLS”) found at http://www.bls.gov, although this URL is subject to change. All price adjustment calculations will be based upon the latest version of the PPI available at the time of the price adjustment. The effective date of an adjustment shall be the first day of the renewal term. If the PPI data is not available for any month of the final three (3) full months of the annual Contract period, the average of the PPI data for the most recent three (3) full months preceding the anniversary of the Contract will be used in computing the price adjustment. The adjusted Contract price will be determined by performing the following calculation: the original Contract price(s) will be multiplied by the index percent change and then rounded to two (2) decimal places. The index percent change will be calculated by subtracting the base period index value from the average index value of the last full three (3) months of the annual Contract period available at the time of the price adjustment and then the result will be divided by the base period index value. The base period index value for the first allowable price increase is the index value for the start date of the initial term of the Contract and for all subsequent allowable price increase(s). The adjusted Contract price(s) may be higher or lower than the original Contract pricing, as dictated by the applicable index values. Any price adjustments requested in subsequent years of the agreement shall be calculated in the same manner. In no case will any price increase for the renewal period exceed 4% of the previous price.

Q.20: Would ISTHA consider a pricing structure that would take the vendor’s/contractor’s current invoiced price and apply a % markup to all items purchased?

A.20: The rates should be fully loaded rates inclusive of factors that are included with purchased items. The mark up should already be factored in.

Q.21: Would ISTHA consider a pricing structure that would allow for the vendor/contractor to provide a one-year labor rate and apply a markup based oD the Bureau of Labor Statistics PPI (producers price index) or CPI (consumer price index) or a similarly recognized industry matrix?

A.21: See answer # 19.

Q.22: (Duplicate) Would ISTHA consider a pricing structure that would allow for the vendor/contractor to provide a one-year equipment rate and apply a markup based oD the Bureau of Labor Statistics PPI (producers price index) or CPI (consumer price index) or a similarly recognized industry matrix?

A.22: See answer # 19.

Q.23: BidBuy has been updated to reflect an extension for the questions due date. The original question due date was 4-7-25 , the new date is now seven days later on 4-14-25, with this change and the fact that our original twenty-two questions have not been answered, will ISTHA consider extending the Bid Due date?

A.23: The bid due date will be extended as published in Bid Buy.

III. Bid Opening The Bid Opening Microsoft TEAMS Meeting details is as follows:

Microsoft Teams Join the meeting now Meeting ID: 229 760 285 117 Passcode: B5zE9JH9 Dial in by phone +1 872-240-8046,,643074883# United States, Chicago Find a local number Phone conference ID: 643 074 883#

BIDDER MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM

ALL REVISIONS INSCRIBED HEREIN WILL BE

INCORPORATED INTO THE BID SPECIFICATION PER

ADDENDUM # 3

I LL I NO IS T OLLWA Y

2700 Ogden Avenue │Downers Grove, IL 60515 │ Phone: 630. 241.6800 │TTY: 630.241.6988 www.illinoistollway.com https://teams.microsoft.com/l/meetup-join/19%3ameeting_NmYxY2Q2MzUtYmIwNy00MGQ4LTkyMzUtODFiOTI5OGI4ZGEw%40thread.v2/0?context=%7b%22Tid%22%3a%2248475f88-04d3-4aa6-ae94-21dcfec788aa%22%2c%22Oid%22%3a%22c86e173f-3257-4c83-8065-7dfd7a4b7da3%22%7d tel:+18722408046,,643074883 https://dialin.teams.microsoft.com/df0360ba-29b0-40af-958c-29c09abc0671?id=643074883 http://www.illinoistollway.com/