24-0071 RFQ_ HP Printers~3.pdf

RFQ#: 24-0071 HP LaserJet Printers or Equal Page 1

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

RFQ# 24-0071 / HP LaserJet Printers Or Equal BIDBUY Bid 24-557THA-INFOT-B-43438

*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: Connie Ponce, Senior Buyer EMAIL: cponce@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 Original Manufacturer (OEM), or Tollway approved Equal to HP LaserJet Pro Printers, and HP Color LaserJet Enterprise Multifunctional Printer M480f. These printers functional devices will include secondary feeder trays, accessories, ink cartridges, and three (3) years maintenance and support. See the Pricing section below for a list of all required items.

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 quality, performance, design, and suitability for intended use. The ISTHA’s determination thereof shall be final.

The ISTHA recognizes that differences in engineering design and methods may exist among manufacturers that do not significantly alter performance. The ISTHA 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 ISTHA 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 determining the lowest bid and to establish unit mailto:cponce@getipass.com

RFQ#: 24-0071 HP LaserJet Printers or Equal Page 2 prices The ISTHA may, over the term of the contract, place orders for more or fewer than the estimated quantities stated. The ISTHA 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 ISTHA. The decision to pre-order and hold any inventory rest solely with the vendor.

1.1.3. Line-Item Pricing: ISTHA does not guarantee that any minimum number of quantities shall be ordered from the vendor.

1.1.4. Return of Goods: The ISTHA may find it necessary to return materials purchased under the contract if they become unusable due to a change in its requirement. The vendor shall agree to credit the purchase price to the ISTHA 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. Backorders: The vendor shall send electronic or written notification of backordered items immediately to the ISTHA. For any backorders for materials manufactured prior to ordering that cannot be filled within ten (10) business days, the ISTHA shall have the option of accepting or cancelling the backorder or the ISTHA may submit a request for a substitute.

1.1.6. 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 ISTHA shall deduct the amount of the return from any outstanding invoice at the time of payment. The ISTHA shall not be subject to restocking charges due to vendor error.

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

1.2. MILESTONES AND DELIVERABLES:

1.2.1. INVOICES: The vendor shall submit itemized invoices within fifteen (15) calendar days of each delivery to the ISTHA. Invoices shall be marked to the attention of the Contract Invoice Administrator and delivered to the Illinois Tollway, PO Box 3094, Lisle, IL 60532 or emailed to FinanceInvoices@getipass.com.

1.3. VENDOR/STAFF SPECIFICATIONS:

mailto:FinanceInvoices@getipass.com

RFQ#: 24-0071 HP LaserJet Printers or Equal Page 3

1.3.1. 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 ISTHA may require the bidder to submit a letter from the manufacturer which authorizes their distribution of this product.

1.4. TRANSPORTATION AND DELIVERY: Deliveries shall be made within ten (10) working days after receipt of an order. 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 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) 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.

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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 ISTHA 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#: 24-0071 HP LaserJet Printers or Equal Page 5

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 ISTHA issues an award, the award will be made to the Responsive/Responsible vendor who submits the lowest price.

METHOD AND RATE OF COMPENSATION:

Vendor shall be compensated by the following method: Pricing shall be submitted in the following format:

The ISTHA is providing the vendor information in the table below for the single purpose of determining a low bidder. Vendor shall bid on all items in order to be considered responsive. Failure to bid on all line items shall result in a disqualified bid. Prices shall remain firm for the term of the contract.

Item # Specifications and Requirements Estimated

Quantities Unit of

Measure Unit Price

Extension

(Estimated Quantities x Unit

Price)

1 HP Color LaserJet Enterprise MFP M480f Part No.: 3QA55A Or approved equal

33 EA

All pricing shall be entered into BidBuy to be considered

All pricing shall be entered into BidBuy to be considered

Manufacturer: Bidder shall enter this information in BidBuy Manufacturer Part #: Bidder shall enter this information in BidBuy

2 HP 3-year Next Business Day w/DMR Service for Color LaserJet Enterprise MFP M480

Part No.: U11F6E

33 EA

entered into BidBuy to be considered

All pricing shall be entered into BidBuy to be considered

Manufacturer: Bidder shall enter this information in BidBuy Manufacturer Part #: Bidder shall enter this information in BidBuy

3 HP LaserJet M430f Laser Multifunction Printer- Monochrome-Copier/Fax/Scanner-42 ppm Mono Print-1200x1200 Print-Automatic Or approved equal

8 EA

entered into BidBuy to be considered

All pricing shall be entered into BidBuy to be considered

Manufacturer: Bidder shall enter this information in BidBuy Manufacturer Part #: Bidder shall enter this information in BidBuy

4 HP Care Pack Hardware Support with Defective Media Retention - 3 Year – Service Or approved equal

7 EA

entered into BidBuy to be considered

All pricing shall be entered into BidBuy to be considered

Manufacturer: Bidder shall enter this information in BidBuy Manufacturer Part #: Bidder shall enter this information in BidBuy

RFQ#: 24-0071 HP LaserJet Printers or Equal Page 6

Item # Specifications and Requirements Estimated

Quantities Unit of

Measure Unit Price Extension

(Quantities x Unit Price)

5 HP LaserJet Enterprise M406dn Desktop Laser Printer – Monochrome Or approved equal entered into BidBuy to be considered

All pricing shall be entered into BidBuy to be considered

Manufacturer: Bidder shall enter this information in BidBuy Manufacturer Part #: Bidder shall enter this information in BidBuy

6 HP Care Pack Hardware Support with Defective Media Retention - 3 Year – Warranty Or approved equal entered into BidBuy to be considered

All pricing shall be entered into BidBuy to be considered

Manufacturer: Bidder shall enter this information in BidBuy Manufacturer Part #: Bidder shall enter this information in BidBuy

7 HP 414X (W2021X) Original High Yield Laser Toner Cartridge - Cyan - Or approved equal

25 EA

entered into BidBuy to be considered

All pricing shall be entered into BidBuy to be considered

Manufacturer: Bidder shall enter this information in BidBuy Manufacturer Part #: Bidder shall enter this information in BidBuy

8 HP 414X Magenta Original LaserJet Toner

Part No.: W2023X entered into BidBuy to be considered

All pricing shall be entered into BidBuy to be considered

Manufacturer: Bidder shall enter this information in BidBuy Manufacturer Part #: Bidder shall enter this information in BidBuy

9 HP 414xCyan Original LaserJet Toner

Part No.: W2021X entered into BidBuy to be considered

All pricing shall be entered into BidBuy to be considered

Manufacturer: Bidder shall enter this information in BidBuy Manufacturer Part #: Bidder shall enter this information in BidBuy

10 HP 414XBlack Original LaserJet Toner Cartridge

Part No.: W2020X entered into BidBuy to be considered

All pricing shall be entered into BidBuy to be considered

Manufacturer: Bidder shall enter this information in BidBuy Manufacturer Part #: Bidder shall enter this information in BidBuy

11 HP LaserJet 550-sheet Feed Tray

Part No.: CF404A

10 EA

entered into BidBuy to be considered

All pricing shall be entered into BidBuy to be considered

12 HP LaserJet 58X High-Capacity Original Toner Cartridge (CF258X) – Black; Or approved equal 50

Ea.

Manufacturer: Bidder shall enter this information in BidBuy Manufacturer Part #: Bidder shall enter this information in BidBuy

RFQ#: 24-0071 HP LaserJet Printers or Equal Page 7

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: