23-0111R_RFQ_Automotive Parts Cleaning Machine Rental v5.pdf

RFQ# 23-0111R/ Automotive Parts Cleaning Machines Rental Page 1

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

RFQ# 23-0111R / Automotive Parts Cleaning Machines Rental

BIDBUY BID# B-41099

*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: Kharimatilah Sowunmi , Senior Contract Negotiator

PHONE: 630-716-0097

EMAIL: ksowunmi@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 Automotive Parts Cleaning Machines (“cleaning machines”) Rental, Service, Maintenance, and Repair. The cleaning machines shall be tub-style machines and shall have an aqueous-based washer system to clean automotive parts. Requirements are as follows:

1.1.1. The awarded Vendor shall provide, for rental, fourteen (14) cleaning machines, as well as monthly service, maintenance, and repair of the machines. The bid price shall include the initial delivery and setup for fourteen (14) cleaning machines at designated Tollway Maintenance Sites and Central Auto Parts facility and removal of the machines at the end of the contract.

1.1.2. Each of the fourteen (14) cleaning machines shall be serviced monthly at no additional charge.

Monthly service shall include:

1. Complete replacement of the aqueous solution.

2. If equipped, the cleaning machine’s filters shall be cleaned or replaced, as needed.

3. Additive levels shall be checked and rejuvenated as needed to maintain the cleaning solution at industry standards.

1.1.3. The aqueous-based system shall use water as the carrying agent for the cleaning solution. The cleaning agent shall contain a rust inhibiter and other chemicals needed to clean typical automotive parts.

1.1.4. The Vendor’s cleaning machines shall be capable of being combined into one cleaning system.

1.1.5. The Vendor shall maintain the cleaning machines in a condition that is conducive to operating at all times, and approved by Tollway personnel at time of cleaning. Any required service or repair to the cleaning machines shall be made on the Tollway’s premises within forty-eight (48)

RFQ# 23-0111R/ Automotive Parts Cleaning Machines Rental Page 2 business hours of notification at no additional charge. Tollway’s Business hours are Monday through Friday, 7:30 am to 3:00 pm local time.

1.1.6. The Vendor shall be responsible for the removal and disposal of all waste oils, greases, and spent aqueous solution in compliance with Environmental Protection Agency (EPA) regulations and the Resource Conservation and Recovery Act (RCRA).

1.1.7. The Vendor shall submit with their bid product literature describing the cleaning machines and cleaning systems that will be furnished. The product literature shall include the cleaning machines’ technical specifications that can be used to verify compliance with minimum requirements stated herein. Any bid which is not accompanied by the product literature may be deemed non-responsive.

1.1.8. The Vendor shall submit with their bid a Material Safety Data Sheet for the type of cleaning agent or solvent used in the cleaning machines. Any bid which is not accompanied by the Material Safety Data Sheet may be deemed non-responsive.

1.2 MILESTONES AND DELIVERABLES:

1.2.1 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 FinanceInvoices@getipass.com.

1.3 VENDOR/STAFF SPECIFICATIONS: N/A

1.4 TRANSPORTATION AND DELIVERY: The awarded Vendor shall deliver and set-up a total of fourteen (14) cleaning machines within three (3) business days of award. Twelve (12) of the machines shall be delivered to Tollway Maintenance Sites (M-sites) and two (2) machines to the Central Auto Parts facility (CAP). Delivery locations are identified below and on the attached Tollway map. The cleaning machines shall, at all times, remain the property of the Vendor and shall be removed from the Tollway’s premises within fourteen (14) business days after termination or expiration of the contract. Should the Vendor not remove the cleaning machines from the Tollway’s premises as required, the Tollway may ship the cleaning machines to the Vendor at the Vendor’s expense. No charges shall be incurred by the Tollway for installation and/or removal of the cleaning machines.

*Bidders shall complete and return Attachment “A”, the Specification Compliance Questionnaire with the bid.

LOCATION ADDRESS

MILE

POST

CITY IN ILLINOIS

FREQUENCY OF

REQUIRED

SERVICE

NUMBER

OF UNITS

M-1 12700 S. Cicero Ave 12.3 Alsip Once a month 1 M-2 11505 W Cermak 29.8 Hillside Once a month 1 M-3 2800 River Road 41.6 Park Ridge Once a month 1 M-4 16470 Grand Ave 8.3 Gurnee Once a month 1 M-5 575 W Central Road 64.9 Hoffman Estates Once a month 1 M-6 19N559 RT20 42 Marengo Once a month 1 M-7 7910 E State 15.6 Rockford Once a month 1 M-8 230 Mettel rd. 117 Aurora Once a month 1 M-11 SS Fairview 1W 1st St. 91.5 DeKalb Once a month 1 M-12 1636 IL Route 26 54.25 Dixon Once a month 1

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1.5 INSURANCE: The Vendor shall procure and maintain for the duration of the contract, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work by the Vendor, his/her agents, representatives, employees or subcontractors. Work shall not commence until insurance required by this section has been obtained and documentation submitted to the Tollway for acceptance. All coverages must be with Insurance Companies with an A.M. Best Company financial strength rating of “A minus” or better. Insurance coverage shall not limit Vendor’s obligation to indemnify, defend or settle any claims.

1.5.1 Minimum Scope of Insurance Coverage shall be at least as broad as:

Commercial General Liability coverage on an unmodified, Insurance Service Office “Occurrence” form, current edition or an alternative form providing equivalent protection. Automobile Liability on an unmodified, Insurance Service Office form, current editor or an alternative form providing equivalent protection. Worker’s Compensation insurance as required by the State of Illinois and include Employers Liability.

1.5.2 Minimum Limits of Insurance: Contractor or vendor shall maintain no less than:

Commercial General Liability: $1,000,000 each occurrence for bodily injury, personal injury, and property damage and $2,000,000 general aggregate and $2,000,000 products/completed operations aggregate. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. Worker’s Compensation and Employers Liability: Statutory Limits with Employers Liability limit of not less than $500,000 per occurrence.

The Illinois State Toll Highway Authority including all appointed officials and employees, shall be named “Additional Insured” as part of the commercial general liability and automobile liability coverage. This coverage shall be primary for the Additional Insured and not contributing with any other insurance or similar protection available to the Additional Insured, whether said other coverage be primary, contributing or excess.

All deductibles or self-insured retentions must be declared and recognized by the Authority. Proof of insurance shall include originals of the applicable “additional insured” endorsements for approval of the Authority. Any failure by the Authority to request proof of insurance will not waive the requirement of maintenance of minimum protection specified.

LOCATION ADDRESS

MILE

POST

CITY IN ILLINOIS

FREQUENCY OF

REQUIRED

SERVICE

NUMBER

OF UNITS

M-14 3450 Finley Rd. 22 Downers Grove Once a month 1 M-16 830 Thomas Dr. 12.5 Bensenville Once a month 1 CAG 3460 Finley Rd. 22 Downers Grove Once a month 2

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2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The estimated duration of this contract shall be for the period of four

(4) years commencing 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.

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 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:

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.

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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_____________

“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: ProInvoices@getipass.com

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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.

METHOD AND RATE OF COMPENSATION: Vendor shall be compensated by the following method: Bidders shall submit/enter all pricing into Bidbuy to be considered. Bidders shall provide the manufacturer’s name and model number of the parts cleaning machine that they are bidding.

Bid prices for the Parts Cleaning Machines Rental and Service shall remain fixed throughout the four (4) year contract term.

Line # Description

Qty

[A]

Monthly cost per machine

(rental, service, maintenance & repair)

[B]

Total monthly cost for fourteen

(14) cleaning units

(A times B) [C]

Term

(Months)

[D]

Total Bid

(C times D)

[E]

Automotive Parts Cleaning Machine Rental, Service, Maintenance, and Repair as specified in Section 1

All pricing shall be entered into Bidbuy to be considered

All pricing shall be entered into Bidbuy to be considered

All pricing shall be entered into Bidbuy to be considered

Total Bid

All pricing shall be entered into Bidbuy to be considered

Manufacturer’s Name___________________________ / Model #____________________________________

BIDDER HAS SUBMITTED THE FOLLOWING INFORMATION WITH THE BID:

1. Product Literature Yes No

2. Material Safety Data Sheet Yes No

3. Specification Compliance Questionnaire Yes No

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Attachment - A

Specifications Compliance Questionnaire

Bidders shall complete this specifications compliance questionnaire and shall return it with the bid. Failure to submit the specification compliance questionnaire shall result in disqualification.

The lines below correlate to the specifications set forth in Section 1.1, for the items being purchased in this contract. Indicate below by marking “Yes” if the cleaning machines being offered meet the specifications as noted for each specification line. Mark “No” if the cleaning machines offered differ from any line specification. Please explain all specifications differences. Bidders shall complete and return this form with their bid to be considered responsive. If no exceptions are noted, the Illinois Tollway shall assume the bidder is in complete compliance with the specifications noted herein.

Describe the type of the cleaning solution and the expected effectiveness:

1. ___Yes___ No If No, detail__________________________________

2. ___Yes___ No If No, detail__________________________________

3. ___Yes___ No If No, detail__________________________________

4. ___Yes___ No If No, detail__________________________________

5. ___Yes___ No If No, detail__________________________________

6. ___Yes___ No If No, detail__________________________________

7. ___Yes___ No If No, detail__________________________________

8. ___Yes___ No If No, detail__________________________________

9. ___Yes___ No If No, detail________________________________

10. ___Yes___ No If No, detail__________________________________

11. ___Yes___ No If No, detail__________________________________

12. ___Yes___ No If No, detail__________________________________

13. *___Yes___ No If No, detail__________________________________

14. *___Yes___ No If No, detail__________________________________

*Both lines 13 & 14 are at the Central Administration building.

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IPG Registration Number: Expiration Date:

BIDDER’S/COMPANY NAME:

CLEANING MACHINE’S MANUFACTURER’S NAME

AND MODEL:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: