24-0033 RFQ Paper Cutter 2.pdf

RFQ# 24-0033 Paper Cutter Page 1

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

RFQ# 24-0033 Paper Cutter

BIDBUY BID # 24-557THA-ADMIN-B-41709

*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 a Triumph Paper Cutter Model 4850 or equal which should include the following specifications:

• Must be automatic/electric, NOT semi-automatic

• No tabletop models, must be on a stand

• Ability to cut three-inch stacks at the same time

• Optical laser light to make precise cutting line

• Ability to cut one-inch narrow cuts

• Cutting width up to 18 5/8 inches

• Safety shield

• Equipment should be no larger than: Height 51 inches x Width 30 inches x Depth 41.5 inches

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 limit 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 Tollway’s determination thereof shall be final.

mailto:BChillmon@getipass.com

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1.1.2. Quantities: It shall be expressly understood by the bidder that the 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.

1.1.3. Backorders: Electronic or written notification of backordered materials shall be sent immediately to the Using Department. 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 placed orders, a backorder fill date shall be mutually agreed upon between the Tollway and the Vendor. The Tollway shall not be charged for expenses incurred due to cancellations resulting from backorders.

1.1.4. 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 requirement. 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.

1.1.5. 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 this contract.

For procurements conducted in BidBuy, the State may include in this contract the BidBuy Purchase Order as it contains the agreed Supplies and/or Services.

1.2. MILESTONES AND DELIVERABLES: Equipment must be in stock and ready to deliver once awarded

1.2.1. INVOICES: The Vendor shall present itemized invoices within fifteen (15) business days of delivery to the Tollway. Invoices shall be marked to the attention of the Contract Administrator

RFQ# 24-0033 Paper Cutter Page 3 and delivered to the Illinois Tollway, P.O. Box 3094, Lisle, IL 60532 or emailed to FinanceInvoices@getipass.com.

1.3. VENDOR/STAFF SPECIFICATIONS: N/A

1.4. TRANSPORTATION AND DELIVERY: Delivery shall be freight on board (FOB) between the hours of 8:00 am through 3:00 pm Local Time, Monday through Friday, except State Holidays to the following location: Illinois Tollway, Central Administration, 2700 Ogden Avenue, Downers Grove, IL 60615.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: This contract shall be a one (1) time purchase with an anticipated start date of April 1, 2024 through June 30, 2024 or upon the last dated signature of the parties, whichever is later. The three (3) month contract term is for administrative purposes only.

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 an appropriation sufficient to pay such obligation, or if funds needed are insufficient for any reason.

30 ILCS 500/20-60.

mailto:FinanceInvoices@getipass.com

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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 the 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 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: Vendor shall be compensated by the following method: per unit price.

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.

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

Item # Specifications and Requirements Quantity Unit of Measure Unit Price Extension (Quantity

X Unit Price)

1 Triumph Paper Cutter, Equipment should be no larger than:

Height 51 inches x Width 30 inches x Depth 41.5 inches Model # 4850 or equal

1 EA All Pricing shall be entered into Bidbuy to be considered.

All Pricing shall be entered into Bidbuy to be considered.

Manufacturer: Please enter information in BidBuy Part #: Please enter information in BidBuy