24-0037R_RFQ_Graphic Design Software~1.pdf

RFQ# 24-0037R/ Graphic Design Software with Annual Maintenance & Support Page 1

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

RFQ# 24-0037R / Graphic Design Software with Annual Maintenance and Support

BIDBUY BID # B-45984

*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: Denisse Murgueitio, Contract Negotiator

FAX: 630-743-8448

EMAIL: dmurgueitio@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 or Illinois Tollway) is seeking a qualified vendor to provide one (1) Canva Enterprise Software License (or Illinois Tollway approved equivalent graphic design software) for up to seventy-five (75) users with annual maintenance and support.

1.1.1. Brand Name or Equal: All of the items are specified by manufacturer. 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 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 waive technical differences in the award of the bid when it is in the best interest of the Illinois Tollway to do so.

1.2. INVOICES:

1.2.1. INVOICES: 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.

mailto:dmurgueitio@getipass.com mailto:FinanceInvoices@getipass.com

RFQ# 24-0037R/ Graphic Design Software with Annual Maintenance & Support Page 2

1.3. VENDOR/STAFF SPECIFICATIONS: The Vendor shall be the manufacturer or an authorized dealer/distributor/reseller 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 Illinois Tollway shall require the bidder to submit a letter from the manufacturer which authorizes their distribution of this product upon request of the Illinois Tollway. The Illinois Tollway is aware that, in the Information Technology industry, manufacturers often make products or services available to customers via an indirect channel. Those channel participants may be referred to as resellers, distributors, partners, providers, or other designations. The Illinois Tollway is unable to research, distinguish and define the various types of manufacturer sales programs for all products and services on the market; therefore, the Illinois Tollway may require that vendors responding to this bid provide an artifact (i.e. certification, statement), on the manufacturer’s letterhead, indicating the bidder’s ability and authorization to resell and deliver products or services to the customer on behalf of the manufacturer.

Vendors providing bids are also required to acknowledge responsibility for and authorization to provide pre-and post-sales support, where applicable. The artifact shall be available upon request of the Illinois Tollway.

1.4. DELIVERY: Delivery of the order confirmation, maintenance and support information, login and passwords etc. shall be electronically delivered to: isoft@getipass.com; thutchin@getipass.com;

mbasurto@getipass.com; JTran@getipass.com; twozniak@getipass.com within fifteen (15) calendar days of the effective date of the Contract.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The estimated duration of this contract shall be for the period of three (3) 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 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) calendar 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, mailto:isoft@getipass.com mailto:hutchin@getipass.com mailto:mbasurto@getipass.com mailto:JTran@getipass.com mailto:twozniak@getipass.com

RFQ# 24-0037R/ Graphic Design Software with Annual Maintenance & Support Page 3 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 Illinois 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 Email: FinanceInvoices@getipass.com https://cpo-general.illinois.gov/solicitation-and-contract-templates.html mailto:FinanceInvoices@getipass.com

RFQ# 24-0037R/ Graphic Design Software with Annual Maintenance & Support Page 4

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 Illinois Tollway is guaranteed to receive the lowest price.

If the Illinois Tollway issues an award, the award will be made to the Responsive/Responsible bidder who submits the lowest Grand Total price. The Illinois Tollway is providing the vendor information in the table below for the purpose of determining a low bidder. The Illinois Tollway does not guarantee any usage.

The vendor shall enter their unit prices in BidBuy. Vendor’s failure to enter its unit prices in BidBuy shall result in disqualifying Vendor’s quote.

METHOD AND RATE OF COMPENSATION: Vendor shall be compensated by the following method:

Line Item #

Description Unit Price Per Year Quantity Extended Price (Unit Price Per Year x 3 Years)

One Canva Enterprise Software License (or Illinois Tollway Approved Equivalent Graphic Design Software) with Annual Maintenance and Support for up to seventy-five (75) users

*Provide software manufacturer information in BidBuy.

All pricing shall be entered into BidBuy to be considered.

3 Years (for up to 75 Users) entered into BidBuy to be considered.

Manufacturer:

Total Bid entered into BidBuy to be considered.

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: