24-0003 _RFQ - Digital Latex Printer 05-27-2025~1.pdf

RFQ | Contract # 24-0003 | B-48006| Hewlett-Packard Digital Latex Printer System - (HP-830), Laminator, and Training Page 1

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

RFQ | Contract # 24-0003 Hewlett-Packard Digital Latex Printer System, Laminator, and Training

24-557THA-PROCU-B-48006

*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: Nell Posmer, Buyer

PHONE: 630-743-3204

EMAIL: nposmer@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 a Hewlett-Packard Digital Latex Printer [Product # 870B9F - HP Latex 830

Printer], Laminator, maintenance, support , warranty and Training. [See pricing section below]

1.2. BRAND NAME ONLY (No Substitutes): The OEM Hewlett-Packard are brand-specific; no substitutions are allowed. Only OEM Hewlett-Packard shall satisfy the requirements of this contract.

This is not intended to limit or restrict competition but instead is needed to ensure compatibility and proper functionality with roll to roll printer plus capabilities that best fit the needs and qualifies for a specific warranty.

1.3. 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) calendar days from the termination date of the contract even though the vendor does not hold the contract at the time the return is made.

mailto:nposmer@getipass.com

RFQ | Contract # 24-0003 | B-48006| Hewlett-Packard Digital Latex Printer System - (HP-830), Laminator, and Training Page 2

1.4. BACKORDERS: Electronic or written notification of backordered items 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 after the contract has been awarded, the Tollway shall have the option of accepting or canceling the backorder or the Tollway may submit a request for a substitute.

1.5. 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.

1.6. INVOICES: The Vendor shall present itemized invoices within fifteen (15) days upon delivery and acceptance of goods and completion of training.

1.7. 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.

1.8. TRANSPORTATION AND DELIVERY: Delivery shall be freight on board (FOB) between the hours of

8:30 am through 3:00 pm local time to the following location: Illinois Tollway Central Warehouse, 4 S 496 Naperville Road, Naperville, IL 60563.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The duration of this contract shall be for the period of 5 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

RFQ | Contract # 24-0003 | B-48006| Hewlett-Packard Digital Latex Printer System - (HP-830), Laminator, and Training Page 3 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.

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:

https://cpo-general.illinois.gov/solicitation-and-contract-templates.html

RFQ | Contract # 24-0003 | B-48006| Hewlett-Packard Digital Latex Printer System - (HP-830), Laminator, and Training Page 4

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 mailto:FinanceInvoices@getipass.com

RFQ | Contract # 24-0003 | B-48006| Hewlett-Packard Digital Latex Printer System - (HP-830), Laminator, and Training Page 5

Pricing

*Notes to Vendor: All Quoted prices shall be valid for 180 calendar 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. All Responsive bidders must submit pricing for all listed items. If “No Cost’” associated with a specific line item, you must submit a bid value of “Zero” for that item.

METHOD AND RATE OF COMPENSATION: Pricing shall be submitted in the following format: Per Unit Price

The Tollway is providing the table below for determining a low bidder. Vendor shall bid on all items to be considered. Any prices entered in the table below will not be considered. Failure to bid on all items shall result in a disqualified bid.

The table below is for reference purposes only.

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: