24-0031 RFQ Hand Soaps and Dispensers 4~2.pdf

RFQ# 24-0031 Hand Soaps and Dispensers Page 1

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

RFQ# 24-0031 / Hand Soaps and Dispensers

BIDBUY BID #24-557THA-OPERA-B-41519

*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 Tollway is seeking a vendor to provide hand soaps and dispensers for use throughout the Tollway system, including buildings, plazas and maintenance sites.

Dispensers are installed in or near restrooms, kitchens, lunchrooms or anywhere else that it is deemed appropriate. These soaps will provide the user with a means to sanitize their hands and minimize or prevent the spread of infectious deseases amoung employees, patrons and the general public.

The Tollway needs a price for a dispenser to have on hand in case a current dispenser breaks. The Tollway currently uses Purell Gojo brand, however the soap and dispensers can be brand name or equal to.

Currently in Operation at all of the Tollway Facilities

Purell Gojo Dispensers Model Number 8888-06 (white)

Purell Gojo Hand Soaps Model Number 8811-03

1.1.1. Brand Name or Equal: All of the items are specified by manufacturer and manufacturer’s product number. Specifications are to establish standards of quality and performance and not to 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 mailto:BChillmon@getipass.com

RFQ# 24-0031 Hand Soaps and Dispensers Page 2 quality, performance,design,and suitability for intended use. The Tollway’s determination thereof shall be final.

The Tollway recognizes that differences in engineering design and methods may exist among manufacturers that do not significantly alter performance. The Tollway reserves the right to determine when such differences are acceptable substitutes to the contract specifications and may waive technical differences in the award of the bid when it is in the best interest of the Tollway to do so.

1.1.2. 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 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.

1.1.3. Return of Goods: The Tollway may find it necessary to return materials purchased under the contract if they become unusable due to a change in requirements. The Vendor shall agree to credit the purchase price to the 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.

1.1.4. 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, the Tollway shall have the option of accepting or canceling the backorder or the Tollway may submit a request for a substitute.

1.1.5. 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 Tollway shall not pay any restocking charges for incorrect, damaged, or defective items returned under the contract.

RFQ# 24-0031 Hand Soaps and Dispensers Page 3

1.2. MILESTONES AND DELIVERABLES:

1.2.1. INVOICES: The Vendor shall supply 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 FinanceInvoices@getipass.com .

1.3. VENDOR/STAFF SPECIFICATIONS: N/A

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, Central Warehouse, 4 S. 496 Naperville Road, Naperville, IL 60563, Monday through Friday, except State holidays, between 8:30 a.m. and 2:00 p.m. Local Time. The vendor is responsible for transportation and delivery of all items and unit prices should reflect the associated costs when generating the bid.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The duration of this contract shall be for the period of two (2) years from August 29, 2024 through August 28, 2026. 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 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.

mailto:FinanceInvoices@getipass.com

RFQ# 24-0031 Hand Soaps and Dispensers Page 4

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:

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

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Attention: Accounts Payable P.O. Box 3094

Lisle, Illinois 60532-8094 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: 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.

The table below is for reference purposes only.

Bidders must enter their Unit Price in BidBuy . Any information provided in the the table below will not be considered.

Line Item

Description

Estimated Quantity

Unit of Measure

Unit Price (Unit Price must include Shipping)

Extension (Unit Price x

Estimated Quantity)

Gojo Hand Soap Model Number 8811-03 or equal (3 per case) (Hand soap must be compatible/work with current Tollway dispensers;

see Line Item 2)

Case

All Pricing shall be entered into BidBuy to be considered

All Pricing shall be entered into BidBuy to be considered

Specify Manufacturer:

Enter this information in the Alternate Description Field in BidBuy.

Product # Enter this information in the Alternate Description Field in BidBuy.

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Purell Gojo Dispensers Model Number 8888-06 (white) or equal (Vendor must provide dispensers at no charge on orders over $250, if needed. Vendor’s cost for this Line Item 2 is applicable for replacement dispensers. The cost is only if a dispenser breaks.)

Each

All Pricing shall be entered into BidBuy to be considered

All Pricing shall be entered into BidBuy to be considered

Specify Manufacturer:

Enter this information in the Alternate Description Field in BidBuy.

Product # Enter this information in the Alternate Description Field in BidBuy.

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: