23-0114 RFQ Roadway Flares Fusees 6.pdf

RFQ# 23-0114 Roadway Flares (Fusees) Page 1

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

RFQ# 23-0114 Roadway Flares (Fusees)

BIDBUY BID # 24-557THA-ENGTR-B-38395

*Quotes must be submitted no later than as published on the Bid in BidBuy.

*ALL HIGHLIGHTED AREAS MUST CONTAIN INFORMATION AND ALL HIGHLIGHTS MUST BE REMOVED

PRIOR TO SUBMITTING THE RFQ.

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 its estimated quantities of Roadway Flares (Fusees) and Smart Sequential Road Flares for a two (2) year initial term, per the following:

Flares (Fusees)

• Orion Safety Flares (Fusees), Model #9240 or equivalent

• 20-Minute Flare, Waxed, Wire Stand, Plastic Cap

• Non-Perchlorate Formula

• DOT Class: Fusee, 4.1, NA1325, PGII

• Packaged 72 per Case

• All Roadway Flares (Fusees) shall be certified by the Underwriter Laboratory (UL Listed) and conform in all respects with the minimum requirements of UL912, Underwriters Laboratories Highway Emergency Signals.

mailto:BChillmon@getipass.com

RFQ# 23-0114 Roadway Flares (Fusees) Page 2

Smart Sequential Road Flares

• Pi-Lit Smart Sequential Road Flares

• Style: Professional Rechargeable

• Packaged in a Set of 6

• Color: Orange

1.1.1. BRAND NAME OR EQUAL: All of the items are specified by manufacturer and manufacturers’ product number. Specifications are to establish standards of quality and performance and not for the purpose of 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 waiver technical differences in the award of the bid when it is in the best interest on the Illinois Tollway to do so.

1.1.2. SAMPLES: Bidders may be required to submit a sample if providing a substituted item. Samples shall be submitted by the Vendor upon the Tollway’s request to:

Illinois Tollway M-14 Maintenance Site 3450 Finley Road

Downers Grove, IL 60515 Attention: Robert Capuzi

331-238-4514

It is the responsibility of the bidder to make arrangements for the delivery of the samples. The vendor’s sample shall become the property of the Tollway and shall be used as master samples to verify future shipments for compliance with contract specifications.

1.1.3. 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 two (2) years; prices shall remain firm for the term of the contract. The decision to pre-order and hold any inventory rests solely with the Vendor.

RFQ# 23-0114 Roadway Flares (Fusees) Page 3

1.1.4. BACKORDERS: Electronic or written notification of backordered Roadway Flares (Fusees) 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.

For materials manufactured or customized according to releases, a backorder fill date shall be mutually agreed upon between the Tollway’s Using Department and the Vendor. The Tollway shall not to be charged for expenses incurred due to the cancellation of backorders.

1.1.5. 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.

1.1.6. 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 the contract.

1.2. MILESTONES AND DELIVERABLES: Vendor shall submit itemized invoices within fifteen (15) days of each 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 sent via email to FinanceInvoices@getipass.com .

1.3. VENDOR/STAFF SPECIFICATIONS: The Vendor shall be the manufacturer or an authorized dealer/distributor of the proposed items or be capable of providing genuine parts, assemblies and/or accessories as supplied by the original equipment manufacturer (OEM). Further, the Vendor shall be capable of furnishing original product warranty and manufacturer’s related services such as product information, product recall notices, etc. The Tollway may require the bidder to submit a letter from the manufacturer which authorizes their distribution of this product.

mailto:FinanceInvoices@getipass.com

RFQ# 23-0114 Roadway Flares (Fusees) Page 4

1.4. TRANSPORTATION AND DELIVERY: Deliveries shall be made within ten (10) working days after receipt of an order. Delivery shall be FOB (Freight on Board) destination to the Illinois Tollway’s Central Warehouse located at 4 S. 496 Naperville Road, in Naperville, IL 60563, Monday through Friday, except State holidays, between 8:30 a.m. and 2:30 p.m. CDT.

2. TERM AND TERMINATION

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

(2) years from December 18, 2023 through December 17, 2025. Unless otherwise specified, this Contract shall commence 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 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.

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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 shall be required to complete either a basic ordering agreement (BOA) or contract, along with a Taxpayer Identification Number (TIN) page, and, dependent upon dollar value, Standard Illinois Certifications. These forms can be found on the CPO’s website at the following address:

Solicitation and Contract Templates and Forms (illinois.gov)

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: FinanceInvoices@getipass.com https://cpo-general.illinois.gov/solicitation-and-contract-templates.html mailto:FinanceInvoices@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: 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 # Description

Estimated Quantity for

Two-Year Initial Term

Price Per Case (Must Include Shipping)

Extension (Estimated Quantity

X Price Per Case)

Orion Safety Flares (Fusees) Model # 9240 Or Equal

Per Section 1.1 300 Cases

All Pricing shall be entered into Bidbuy to be considered.

All Pricing shall be entered into Bidbuy to be considered.

(72 Per Case)

(with sample if requested)

Specify Manufacturer: Please enter information in BidBuy

Specify Product # Please enter information in

Pi-Lit Smart Sequential Or Equal Road Flares

Per Section 1.1

26 Sets All Pricing shall be entered into Bidbuy to be considered.

All Pricing shall be entered into Bidbuy to be considered.

Orange, Professional Rechargeable Flares

Set of 6 (with sample if requested)

Specify Manufacturer: Please enter information in BidBuy

Specify Product # Please enter information in

Total Bid: All Pricing shall be entered into Bidbuy to be considered.

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COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: