24-0101 RFQ Weapons Detection Systems 2.pdf

RFQ# 24-0101 Weapons Detection Systems Page 1

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

RFQ# 24-0101 / Weapons Detection Systems

BIDBUY BID # 24-557THA-STPOL-B-44930

*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 Tollway is seeking a vendor to provide two (2) CEIA-USA Opengate portable walk through weapons detection system with two freestanding pillars or equal and a three-year software and maintenance subscription, as described below.

• Detect multi-caliber weapons / high caliber assault weapons.

• Two wire-free screening independent self-powered pillars.

• Acoustic and optical signals and provide real-time status and alarm indications.

• Portable with a max weight of 25 pounds. 33.5 pounds with batteries.

• Should take no longer than 10 minutes to set up with no technician required.

• Operate indoor and outdoors even in the event of rain or sun exposure.

• Operate without a mechanical or electrical connection.

• Wireless batteries must be able to run for a minimum of 4 hours.

mailto:BChillmon@getipass.com

RFQ# 24-0101 Weapons Detection Systems Page 2

• Cloud based/ browser application that allows users to monitor and configure all data from any smart device or computer that has web access from any location.

• 360-degree visual alarm indication.

• Harmless to Magnetic media.

• Max height of 72 inches.

• Max pillar width of 6.5 inches.

• Max base width of 10 inches.

• Must have carrying handles on each assembled pillar.

• Three-year software and maintenance subscription

1.1.1. Brand Name or Equal: The items are specified by manufacturer and manufacturer’s product number. Specifications are provided 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 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.

1.1.2. Return of Goods: The Illinois 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 Illinois 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.

1.1.3. Backorders: Electronic or written notification of backordered items shall be sent immediately to the Illinois Tollway. For any backorders for materials manufactured prior to ordering that cannot be filled within ten (10) business days, the Illinois Tollway shall have the option of accepting or canceling the backorder or the Illinois Tollway may submit a request for a substitute.

1.1.4. 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

RFQ# 24-0101 Weapons Detection Systems Page 3 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 be subject to restocking charges due to Vendor error.

The Illinois Tollway 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 present itemized invoices within fifteen (15) business days of each delivery to the Illinois 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: Delivery shall be freight on board (FOB) between the hours of 8:30 am through 3:00 pm CT to the following location: Illinois Tollway, 2700 Ogden Ave., Downers Grove, IL 60515, Attn: Thomas Dosch, Security and Safety

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: This contract shall be for three (3) years with an anticipated start date of February 10, 2025 through February 9, 2028 or upon the last dated signature of the parties, whichever is later.

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 mailto:FinanceInvoices@getipass.com

RFQ# 24-0101 Weapons Detection Systems Page 4 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, 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)

The remainder of the page is left blank intentionally.

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

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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 shall bid on all line items to be considered responsive.

METHOD AND RATE OF COMPENSATION: Vendor shall be compensated by the following method: per unit price. 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. All unit prices must be entered in BidBuy. Any prices entered in the table below will not be considered.

Line Item

Description Unit of

Measure Quantities Unit Price

(Price must include Shipping)

Extension (Qty. x Unit

Price)

1 CEIA-USA Opengate weapons detection system or equal Each

All Pricing shall be entered into BidBuy to be considered

All Pricing shall be entered into BidBuy to be considered

2 Monthly software service fee for 2 Weapons Detection Systems Month 36

All Pricing shall be entered into BidBuy to be considered

All Pricing shall be entered into BidBuy to be considered

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: