23-0196R SP New Holland Off-Road Tractor Equipment Repairs and Parts 1~1.pdf

RFQ# 23-0196R New Holland Off-Road Tractor Equipment Repairs and Parts Page 1

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

RFQ# 23-0196R New Holland Off-Road Tractor Repairs and Parts

BIDBUY BID # 24-557THA-PROCU-B-43122

*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 provide repairs, parts and services for its New Holland tractors.

The awarded Vendor shall provide full-line repairs, parts and services to Tollway-owned, New Holland Tractors. All work shall require an estimate (which must be emailed to the Tollway’s Fleet Manager, Tony Kudra at akudra@getipass.com) prior to a repair being performed. The estimate shall be provided at no charge to the Tollway within forty-eight (48) hours of inspecting the tractor. The Vendor shall receive written approval from the Tollway's Fleet Manager (or authorized designee) prior to any repairs being performed (email approval shall be sufficient). Should additional unforeseen repairs arise related to the initial repair, the Vendor shall contact the Fleet Manager and provide an updated estimate and receive the Tollway's approval prior to performing any additional repairs. Upon completion of the repairs, the tractor shall be released to the Tollway. Under no circumstances shall the Tollway's New Holland tractor be held at Vendor’s repair center while awaiting payment.

New Holland tractor Models Currently in Operation at the Tollway:

• TC29

• T435

• T475 mailto:BChillmon@getipass.com mailto:akudra@getipass.com

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• 3040

• 4630

In instances where a warranty repair requires components or the tractor to be sent to a third-party repair center for a portion of the repairs, the Tollway shall allow for a third-party repair administrative fee. The Vendor shall verify the repair was sent to the third-party and was accurately performed prior to returning the tractor to the Tollway. For this service, the Tollway shall allow the Vendor to invoice the Tollway for the cost of the third-party repairs with an administrative Fee of up to 10% (reference Pricing Section Table 2) for said warranty work only.

The third-party invoice (or copy) shall be provided to the Tollway with the Vendor’s invoice.

Vendor will be also be allowedfor subcontracting and fees that may apply from the subcontractor.

1.2. MILESTONES AND DELIVERABLES:

1.2.1. In the event the Vendor must order replacement parts, the Vendor shall notify the Tollway of the expected delivery of the parts and completion of the repairs. The Vendor is expected to initiate the repairs within 48 hours of receipt of replacement parts and complete all repairs as quickly as possible. If the Vendor expects a delay in repairing a tractor, the Vendor shall advise the Tollway’s Fleet Manager immediately.

1.2.2. INVOICES: Vendor shall submit itemized invoices within fifteen (15) business days of completion of work 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 emailed to FinanceInvoices@getipass.com.

1.3. VENDOR/STAFF SPECIFICATIONS: N/A

1.4. TRANSPORTATION AND DELIVERY: The Vendor shall perform repairs to the New Holland tractors in their repair shop. For the purposes of this solicitation, the Tollway is defining a repair shop as a physical location ONLY. Mobile repair services with no physical location shall not be accepted.

However, repairs may be performed on site as a construction site or a Tollway maintenance facility.

If the Tollway requests the vendor to make repairs at a field location, the Vendor shall travel to one of the Tollways locations. The Tollway shall work with the Vendor to determine the best repair location wether that be the vendors repair shop or a Tollway field location.

If the Tollway elects to have the New Holland tractors repaired at the Vendor’s repair center, the Tollway shall deliver and pick-up the tractor(s) to/from the Vendor’s repair center(s). Following is a list of the Tollway Facilities at which repairs may be performed:

Maintenance Building #1 – Alsip Tri-State Tollway I-294 Milepost 12.0 – Northbound Access from NB I-294 to SB Cicero Avenue ramp Access from SB I-294 Cicero to NB I-294 ramp mailto:FinanceInvoices@getipass.com

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Nearest intersection: Cicero Avenue and I-294 Address: 12600 S. Cicero, Alsip, IL 60803

Maintenance Building #2 – Hillside 22nd Street & I-294 I-294 Milepost 29.8 – Northbound Access from NB I-294 to building entrance road Access from SB I-294 to Cermak Road East to NB I-294 Nearest intersection: Cermak Road and I-294 No official Postal address

Maintenance Building #3 – Park Ridge Tri-State Tollway I-294 Milepost 41.9 – Northbound Access from NB I-294 to building entrance road Access from SB I-294 to EB Irving Park road ramp Re-enter NB I-294 from Irving Park road to building entrance road Nearest Intersection: Touhy and I -94 On official Postal address

Maintenance Building #4 – Gurnee Tri-State Tollway I-94 Milepost 8.4 – Northbound Access from NB I-294 to WB Grand Ave (Rt 132) Access from SB I-294 to EB Grand Ave (Rt 132) to NB I-294 to WB Grand Avenue ramp.

Nearest Intersection: Grand Ave and I-94 No official Postal address

Old Maintenance Building #5 – Arlington Heights Northwest Tollway I-90 Milepost 68.3 Eastbound Access from WB I-90 to SB Rt. 53 (I-290) to EB I-90 ramp.

Access from EB I-90 to SB Rt. 53 (I-290) ramp.

Nearest Intersection: I-90 and Rt 53 (I-290) No official Postal address

Maintenance Building #5 – Hoffman Estates Northwest Tollway I-90 Milepost 64.8 Westbound Access from WB I-90 to Roselle rd. North to Central Road, West.

Access from EB I-90 to Roselle rd. North to Central Road, West.

Nearest Intersection Ela Road and Central Road

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Address: 575 W. Central Road Hoffman Estates 60192 Maintenance Building #6 – Marengo-Hampshire Northwest Tollway I-90 Milepost 41.9 - Northbound Access from WB I-90 to Rt. 20 Access from EB I-90 to Rt. 20 Nearest Intersection: I-90 and Rt. 20 Address: 19 N. 559 Rt. 20 Hampshire 60140

Maintenance Building #7 – Rockford Northwest Tollway I-90 Milepost 15.4 – Northbound Access from WB I-90 to Business Rt. 20 Access from EB I-90 to Bypass Rt. 20 Nearest Intersection: I-90 and Rt. 20 Address: 7910 E. State Rockford 61108

Maintenance Building #8 – Aurora East-West Tollway I-88 Milepost 117.8 Eastbound Nearest Intersection: Exit Rt. 31 south to Sullivan Road, East to Rt 25, North to Mettel Road, East.

Address: 351 Mettel Rd. Aurora, Il. 60506

Maintenance Building #11 – DeKalb East-West Tollway I-88 Milepost 91.5 – Westbound Access from WB I-88 to Annie Glidden Road ramp Access from EB I-88 to Annie Glidden Road ramp Nearest Intersections: I-88 and Annie Glidden Road Address: 1110 W. Fairview Drive DeKalb 60115

Maintenance Building #12 – Dixon East-West Tollway I-88 Milepost 54.4 – Westbound Access from WB I-88 to Route 26 ramp Access from EB I-88 to Route 26 ramp Nearest Intersection: I-88 and Route 26 Address: 1636 IL RT 26 Dixon 61021

Maintenance Building #14 – Downers Grove North-South Tollway I-355 Milepost 21.2 – Northbound

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Access from NB I-355 to building entrance.

Access from SB I-355 to EB Rt 56 (Butterfield Road) to SB Finley Road to building entrance.

Nearest Intersection: I-355 and Rt 56 (Butterfield Road) Address: 3450 So. Finley Downers Grove 60515

Maintenance Building # 16 – Bensenville IL 390 and Supreme Drive Milepost 17.0 Access from WB IL 390 to Thorndale Ave to Supreme Drive N to Thomas Drive Nearest Intersection: Thorndale Ave and Supreme Drive Address: 830 Thomas Drive, Bensenville, IL 60106

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: This contract shall be for two (2) years with an anticipated start date of August 19, 2024 through August 18, 2026 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.

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

RFQ# 23-0196R New Holland Off-Road Tractor Equipment Repairs and Parts Page 6 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 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: Accounts Payable P.O. Box 3094

Lisle, Illinois 60532-8094 https://cpo-general.illinois.gov/solicitation-and-contract-templates.html

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Email: FinanceInvoices@getipass.com 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: per unit price.

Vendor shall bid on all items in order to be considered responsive. Failure to bid on all items shall result in a disqualified bid.

The table below is for reference purposes only. All unit prices must be entered in BidBuy. Any prices entered in the table below will not be considered.

Table 1: New Holland Tractor Repair Hourly Rates (Two-Year Term) As the Tollway does not know the actual number of repairs to be performed under this contract; the estimated quantities in all tables are to provide the Tollway dollar values, based on bidder’s rates, used to establish an upper limit for the contract.

Line Description Estimated Quantities Vendor’s Labor Hourly Rate

Bid Amount (Estimated Quantities x

Hourly Rate)

In-Shop Repairs

110 hours

All Pricing shall be entered into Bidbuy to be considered.

All Pricing shall be entered into Bidbuy to be considered.

Field Repairs

80 hours entered into Bidbuy to be considered.

All Pricing shall be entered into Bidbuy to be considered.

In-Shop Overtime Repairs

44 hours entered into Bidbuy to be considered.

All Pricing shall be entered into Bidbuy to be considered.

Field Overtime Repairs

20 hours entered into Bidbuy to be considered.

All Pricing shall be entered into Bidbuy to be considered.

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Table 2: New Holland Tractor Replacement Parts Percentage Discount (Two-Year Term)

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

Line Description Estimated Usage

Percentage Discount from the Manufacturer’s

List Price

Dollar Value of Percent Discount (Estimated Dollar Amount x Percent

Discount)

Extension (Estimated Usage

Minus Dollar Value of Percent Discount)

5 New Holland Tractor OEM Repair Parts $25,000.00

All Percentage Discounts 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.

Line Description Estimated Usage Administrative

Fee (Percentage Amount)

Dollar Value of Administrative Fee (Estimated Usage x Administrative Fee)

Extension (Estimated Usage

Plus Dollar Value of Administrative Fee)

Third-Party Repair Administration Fee Per Occurrence $1,000.00

All Percentage Discounts 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.