24-0078RRR_RFQ_I-PASS Gift Card Printing and Packaging.pdf

RFQ# 24-0078RRR / I-PASS Gift Card Printing and Packaging Services Page 1

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

RFQ# 24-0078RRR / I-PASS Gift Card Printing and Packaging Services

BIDBUY BID # B-46187

*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

PHONE: (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 vendor to print, package, and deliver single-use I-PASS gift cards to the Illinois Tollway for distribution. It is anticipated that orders to replenish the Illinois Tollway gift card inventory will be informed by a comprehensive analysis of recent consumption patterns and an examination of our current stock levels. The Illinois Tollway’s purchasing strategy for I-PASS gift cards is designed to align with evolving customer preferences and market demands. This approach ensures we procure gift cards that meet the demand of our users, managing our inventory efficiently to prevent overstocking while maintaining availability for our customers. As a part of this strategy and to maintain optimal stock levels, the Illinois Tollway will collaborate with a selected vendor for the printing, packaging, and delivery of single-use I-PASS gift cards. These cards will be distributed across Customer Service Centers, Jewel retail outlets, specific Road Ranger locations, and with other retail partnerships as developed.

Acknowledging the need for flexibility in response to changing demand patterns, the Illinois Tollway reserves the right to adjust the frequency of I-PASS gift card orders as needed. This ensures that our inventory management remains responsive to customer needs, seasonal promotions, or operational adjustments. The vendor must be prepared to adapt to these changes, including modifications to the design and color of the gift cards to support promotional activities or operational requirements at no extra costs.

mailto:DMurgueitio@getipass.com

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1.1.1 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 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 the term of the contract; prices shall remain firm for the term of the contract. The decision to pre-order and hold any inventory rests solely with the Vendor.

1.1.2 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 Illinois Tollway shall deduct the amount of the return from any outstanding invoice at the time of payment. The Illinois Tollway shall not pay any restocking charges for incorrect, damaged, or defective items returned under the contract.

1.1.3 Printing: The standard printing order will be 50,000 cards, although the Tollway reserves the right to vary individual printing order amounts up to 100,000 cards. The total number of cards ordered during the two-year period may reach 400,000 cards. The card dimensions are specified at 3.375 inches by 2.125 inches and a thickness of 0.02 inches and shall be comprised of a durable PVC material. A two-color printing process will be employed for these orders unless the Illinois Tollway specifies otherwise. Each gift card will represent a value of $20.00. The cards are closed-loop cards that are prepaid and used once. The card value is represented by the unique serial number on each card and links to Illinois Tollway’s financial systems to redeem the stated value and credit a customer’s account. There is no need for a magnetic stripe or chip to hold card information. Initially, the vendor is required to produce a sample batch and submit an encrypted data file to the Illinois Tollway for review and approval. Following authorization, the vendor will proceed with the full-scale production of the gift cards.

Cards must be printed with a PIN number (see Exhibit 1, Card Layout). The last four digits will be randomly selected by the Tollway and will require a scratch off material to protect the card security number. Each card will repeat the unique serial number in a barcode format.

The card batch and serial number sequence will be changed by the vendor to reflect the next production run. Each card will repeat the unique serial number in a barcode format.

1.1.4 Card Packaging: For packaging of a standard order of 50,000 cards, the gift cards will be boxed in units of 100, with each box clearly labeled to display the range of serial numbers contained within. Accompanying each box will be a log sheet (See Exhibit 2, Log Sheet Sample) detailing the serial numbers of the gift cards inside. A list summarizing card serial numbers (see Exhibit 2, Log Sheet Sample) must be folded and inserted in each box. Each box

RFQ# 24-0078RRR / I-PASS Gift Card Printing and Packaging Services Page 3 must be numbered and labeled on the outside with the serial number’s range of cards included in that box. The label must be placed as a seal to close the box. Each box must be shrink-wrapped with a clear material so that the label is visible.

1.1.5 Case Packaging: These boxes will then be organized into cases, each case holding 48 boxes, and securely shrink-wrapped with clear material to prevent tampering. The vendor shall place a label on the outside of each case. The label will indicate the box number range, card serial number range and the quantity of cards in each case. Tamper proof security tape shall be used to seal all case seams. Ten cases containing 48 boxes of units of 100 and one partial case containing 20 boxes of units of 100 will be shipped to the Illinois Tollway's address in Downers Grove, Illinois, where they will undergo an audit for accuracy before being securely stored in a vault pending distribution. Larger orders shall follow the same packaging approach with labeled boxes of 100 cards packed in cases containing 48 boxes. The order amount remaining to reach the total order shall be labeled and packaged as a partial case to complete the order and shipped to the Illinois Tollway's address in Downers Grove, Illinois, where they will undergo an audit for accuracy before being securely stored in a vault pending distribution. This systematic approach to ordering, production, and distribution of I-PASS gift cards reflects our commitment to meeting our operational needs while ensuring our customers have access to these cards when required.

1.1.6 Secure Data File: Vendor must provide a digital list of all card numbers in an encrypted format and deliver it to an Illinois Tollway designee. The file must be a Microsoft Windows, flat text file, with the sixteen-digit card number on each line.

1.1.7 Optional Requirements: The Illinois Tollway requires the option of ordering additional cards that may require a change in design and color options at no additional cost to the Illinois Tollway.

1.2. MILESTONES AND DELIVERABLES: Deliveries shall be made within four (4) weeks after receipt of an order. Vendor shall include a copy of the order tracking document and/or a packing slip showing the order number and the contents of the order. The awarded vendor will be required to attest at time of contracting that they can meet the required production schedules as set forth in this section.

1.3. INVOICES:

1.3.1 Invoices: Invoices shall be marked to the attention of Accounts Payable and delivered to the Illinois Tollway at P.O. Box 3094, in Lisle, IL 60532 or email at FinanceInvoices@getipass.com.

1.4. TRANSPORTATION AND DELIVERY: Delivery shall be freight on board (FOB) to the Illinois Tollway’s Central Administration building which is located at 2700 Ogden Avenue in Downers Grove, Illinois 60515, Monday through Friday, 8:00 A.M. to 3:00 P.M. Local Time, except on the following Illinois Tollway holidays: New Year's Day, Martin Luther King Day, Lincoln's Birthday, Washington's Birthday (President's Day), Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, General Election Day, Veteran's Day, Thanksgiving, Day after Thanksgiving, and Christmas.

mailto:FinanceInvoices@getipass.com

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Vendor must contact the Illinois Tollway’s Customer Service Manager at (630) 241-6800 extension 4302 to schedule delivery. No deliveries are to be made without advance notice. Delivery costs shall be included in vendor’s bid price.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The duration of this contract shall be for the period of two (2) 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, 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, RFQ# 24-0078RRR / I-PASS Gift Card Printing and Packaging Services Page 5 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) https://cpo-general.illinois.gov/solicitation-and-contract-templates.html

RFQ# 24-0078RRR / I-PASS Gift Card Printing and Packaging Services Page 6

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 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 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 price.

Vendors must provide the price per card in BidBuy and enter a response regarding lead time requirements in the table below to be responsive.

METHOD AND RATE OF COMPENSATION: Pricing shall be submitted and the vendor compensated in the following format: each card.

Estimated Quantity

Unit of Measure

Unit Cost

Extension (Estimated Quantity X

Unit Cost)

Will lead time meet requirements.

as set forth in Section 1.2?

Selected vendor will be required to attest at time of contracting that they can meet the required production schedules as herein.

400,000 two-color cards

Each All pricing entered in BidBuy All pricing entered in BidBuy

YES ☐ NO ☐

If NO, please explain:

Total Bid $ All pricing entered in BidBuy

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

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Exhibit 1 – Gift Card Layout

Serial number

Randomly selected check digit 1-9

Serial number barcode

Randomly selected PIN number

Batch number

Dollar value of gift card $20

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Exhibit 2 – Log Sheet Sample