24-0132R_RFQ_Ergonomic Prolonged Seating Chairs~1.pdf

RFQ# 24-0132R/ Ergonomic Prolonged Seating Chairs Page 1

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

RFQ# 24-0132R / Ergonomic Prolonged Seating Chairs

BIDBUY BID # B-45344

*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 furnish and deliver heavy duty well- structured ergonomic prolonged seating chairs for use in our 911 / Dispatch Center. The following Iron Horse Seating chairs or Illinois Tollway approved equivalent with product literature attached in Bid Buy: Five (5) 2000 Series Cloth with SKU: IH-2102.ACCGDA.1BL1 and seven (7) 4000 Series Cloth with SKU: IH-4400.ACCGDA.1BL0.

1.1.1. Brand Name or Equal: All/Some 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 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.

mailto:DMurgueitio@getipass.com

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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 prices. The Illinois Tollway may, over the term of the Contract, place orders for more or fewer than the estimated quantities stated. The Illinois 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 Illinois 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.

1.1.3. 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.

1.1.4. 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.

1.1.5. 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 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: Vendor shall submit itemized invoices within fifteen (15) calendar days of delivery to the Tollway. Invoices shall be marked to the attention of the Contract Invoice

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Administrator and delivered to the Illinois Tollway, P.O. Box 3094, in Lisle, IL 60532 or sent via email to FinanceInvoices@getipass.com.

1.3. 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, and Christmas. Delivery costs shall be included in bid price.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The duration of this contract is for a one (1) time purchase and shall be for the period of six (6) months. This term is for administrative purposes only. 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.

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 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

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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 in BidBuy and provide product literature if submitting an equivalent product.

Award will be based on the Responsive / Responsible bidder who submits the lowest price.

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

Item # Specifications and Requirements Quantities Unit of

Measure Unit Price

Extension

(Quantities x Unit Price)

1 Heavy duty well- structured ergonomic prolonged seating chairs- Iron Horse Seating 2000 Series Cloth-

• Weight rated for users up to 200 lbs.

• Height Rating: 4 Feet 10 Inches – 5 Feet 5 Inches

• Cushion Width: Seat: 19.5 Inches | Backrest: 19.25 Inches

• Cushion Depth: 18 Inches

• Cushion Height: Standard Shock 19 Inches -22 Inches

• Trim Material - Black Cloth Fabric Modern Design

• Headrest – Traditional Black Leather Deluxe Comfort Headrest

• Armrests - Black Aluminum Deluxe Tilt-Up Armrests

• Tilt Mechanism - HD Tilt Mechanism with Seat Tilt Recline and Tension Control

• Independent Backrest Recline - Backrest Recline Adjusts Independent of Tilt Mechanism

• Air Lumbar - Adjustable Air Lumbar System for Lower Back Support

• Gas Shock - Heavy Duty Height Adjustable Shock with Billet Aluminum Black Cover

• Base Options - 29 Inches Black Aluminum, Heavy Duty Black Composite Base

• Casters - Black 60mm Hard Casters

• Warranty: Ten (10) Year Frame, Five (5) Year Structural, and Three (3) Year Cushion, Trim, Armrests

Manufacturer: Iron Horse Seating

SKU: IH-2102.ACCGDA.1BL1

Or Illinois Tollway Approved Equivalent with Product Literature to be included in Bid Buy

5 EA $ Enter in Bid Buy

$ Enter in Bid Buy

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COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

Manufacturer: SKU #:

2 Heavy duty well- structured ergonomic prolonged seating chairs-Iron Horse Seating 4000 Series Cloth-

• Weight rated for users up to 400 lbs.

• Height Rating: 5 Feet 9 Inches – 6 Feet 5 Inches

• Cushion Width: Seat: 22.5 Inches | Backrest: 22 Inches

• Cushion Depth: Seat Slider, 19.5 Inches – 22 Inches

• Cushion Height: Standard Shock 19 Inches -22 Inches

• Trim Material - Black Cloth Fabric Modern Design

• Headrest – Traditional Black Leather Deluxe Comfort Headrest

• Armrests - Black Aluminum Deluxe Tilt-Up Armrests

• Tilt Mechanism - HD Tilt Mechanism with Seat Tilt Recline and Tension Control

• Independent Backrest Recline – Backrest Recline Adjusts Independent of Tilt Mechanism

• Air Lumbar - Adjustable Air Lumbar System for Lower Back Support

• Gas Shock - Heavy Duty Height Adjustable Shock with Billet Aluminum Black Cover

• Base Options - 29 Inches Black Aluminum, Heavy Duty Black Composite Base

• Casters - Black 60mm Hard Casters

• Warranty: Ten (10) Year Frame, Five (5) Year Structural, and Three (3) Year Cushion, Trim, Armrests

Manufacturer: Iron Horse Seating

SKU: IH-4400.ACCGDA.1BL0

Or Illinois Tollway Approved Equivalent with Product Literature to be included in Bid Buy.

7 EA $ Enter in Bid Buy

$ Enter in Bid Buy

Manufacturer: SKU #:

Total Bid: $Enter in BidBuy