24-0209_RFQ_Driveshaft Repair and Services~1.pdf

RFQ # 24-0209 / Driveshaft Repair and Services Page 1

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

RFQ # 24-0209 / Driveshaft Repair and Services

BIDBUY BID # B-47012

**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 provide driveshaft repair services, labor, parts, and preventative maintenance. The Illinois Tollway will be dropping off the driveshaft to the Vendor. The Vendor shall complete repairs within forty-eight

(48) hours of receipt of a driveshaft and/or driveshaft components. If the Vendor needs more than 48 hours to make a repair, the Vendor shall notify the Illinois Tollway’s Senior Manager of Fleet Assets, Bob Thomas, via Email: bthomas@getipass.com.

The Illinois Tollway shall deliver the driveshaft and/or component to the Vendor. The Vendor shall thoroughly inspect the driveshaft and/or components and make all necessary repairs. At times, the Illinois Tollway may supply a “U” joint(s) and/or center bearings when needed and available to complete a repair. The Vendor will complete up to and including the following repairs:

Replace tube

• Replace tube

• Replace yoke(s)

• Replace spline coupling

• Replace “U” joint(s)

• Replace center bearing

• Balance driveshaft assembly

• Paint driveshaft

• Fabricate complete assembly mailto:mhart@getipass.com mailto:bthomas@getipass.com

RFQ # 24-0209 / Driveshaft Repair and Services Page 2

Note: All repairs shall meet or exceed OEM (Original Equipment Manufacturer) specifications.

1.1.1. Warranty: Repaired driveshafts under this contract shall be unconditionally warrantied for a period of six (6) months from the date the driveshaft is returned to the Illinois Tollway. This warranty provision shall be honored by the Vendor for all repaired driveshafts furnished during the Contract period, regardless of whether the failure occurs after the expiration date of the Contract. This warranty shall not apply to repaired driveshafts that have been subject to road hazards or accident damage.

This warranty shall be the responsibility of the Vendor under the Contract and the Illinois Tollway shall not be required to seek recourse from any third party for performance of the warranty terms.

Note: The Vendor shall reimburse the Illinois Tollway for all towing expenses incurred due to the failed repair, or the Illinois Tollway may elect to retain funds owed to the vendor as reimbursement for towing expenses.

1.1.2. Repair Estimates and Repair Approval: All work shall require an estimate before a repair is initiated.

The estimate shall be provided at no charge to the Illinois Tollway within twenty-four (24) hours of receipt of a driveshaft or driveshaft component. The Vendor shall receive written approval from the Illinois Tollway’s Fleet Manager (or authorized designee) before any repairs are initiated. Should additional unforeseen repairs arise related to the initial repair, the Vendor shall contact the Fleet Manager and provide an updated estimate and receive the Illinois Tollway’s written approval before any repairs continue. Upon completion of the repairs, the driveshaft or driveshaft components shall be released to the Illinois Tollway.

1.1.3. This contract requires a percentage discount off the manufacturer’s price list for replacement parts.

The Vendor shall dislcose the discount that they will provide the Illinois Tollway. (Refer to Pricing Section).

The Vendor shall provide proof of their cost for any necessary parts, upon request of the Illinois Tollway. All invoices shall indicate the list price from the manufacturer, the Vendor’s percentage discount (per the Pricing Section) and the total cost to the Illinois Tollway.

1.1.4. Insurance: The Vendor shall procure and maintain, for the duration of the contract, insurance against claims for injuries to persons or damage to property which may arise from, or in connection with, the performance of the work by the contractor, vendor, his agents, representatives, employees or subcontractors. Work shall not commence until all insurance required by this section has been obtained. All coverages must be with Insurance Companies with an A.M. Best Company financial rating of “A minus” or better. Insurance protection shall not limit Vendor’s obligation to indemnify, defend, or settle any claims.

Minimum Limits of Insurance Vendor shall maintain no less than:

1. Garage Liability/ General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury, and property damage and the general aggregate shall be twice the required occurrence limit. Garage Keepers Legal Liability must be included as part of this coverage.

2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage.

RFQ # 24-0209 / Driveshaft Repair and Services Page 3

3. Worker’s Compensation and Employers Liability: Statutory Limits with Employers Liability limit of $500,000 per occurrence.

The Illinois State Toll Highway Authority together with its officials, directors, and employees, shall be named “Additional Insured” as part of the garage liability/general liability and automobile liability coverage. The policies shall be primary for the Additional Insured and not contributing with any other insurance or similar protection available to the Additional Insured, whether said other coverage be primary, contributing or excess. Policies shall contain a waiver of subrogation waiving any rights of recovery that the insurer(s) may have against the Illinois Tollway and its officials, directors, and employees.

Proof of insurance shall include originals of the applicable “additional insured” endorsements for approval of the Illinois Tollway. Any failure by the Illinois State Toll Highway Authority to request proof of insurance will not waive the requirement of maintenance of minimum protection specified.

1.2. MILESTONES AND DELIVERABLES: The Vendor shall present itemized invoices within fifteen (15) business days of repair. Invoices shall be marked to the attention of the Contract Invoice Administrator and delivered to the Illinois Tollway, P.O. Box 3094, Lisle, IL 60532-8094.

1.3. VENDOR/STAFF SPECIFICATIONS: The Vendor shall have an established full service driveshaft repair facility located within a 50 mile radius of 3460 Filey Road, Downers Grove, IL 60515.

1.4. TRANSPORTATION AND DELIVERY: The Illinois Tollway shall deliver the driveshafts and driveshaft components to the Vendor and will pick them up when repairs are completed.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The duration of this contract shall be for the period of four (4) 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

RFQ # 24-0209 / Driveshaft Repair and Services Page 4 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, 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 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:ProInvoices@getipass.com

RFQ # 24-0209 / Driveshaft Repair and Services 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 Agency is guaranteed to receive the lowest price.

If the Illinois Tollway issues an award, the award shall be made to the Responsive/Responsible bidder who submits the lowest total bid price, the Vendor must be located within a 50 mile radius of the Tollway 3460 Finley Road, Downers Grove, IL.

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.

Percentage Discount Off of the Manufacturer’s Price List:

This contract requires a percentage discount off of the manufacturer’s price list for the replacement parts component of the pricing tables below. The bidder shall dislcose the discount they will provide the Illinois Tollway.

For example only: The Illinois Tollway will spend an estimated total of $10,000.00 for parts under the contract.The Vendor will provide the Illinois Tollay a 20% discount from the manufacturer’s list price for all parts, which equals $2,000.00 in savings to the Illinois Tollway. (Estimated Spend x Percentage Discount = Total Discount | Estimated Spend

– Total Discount = Total Cost)

Labor Rate Table

Line Item Vendor’s Hourly

Shop Labor Rate Estimated Quantity (Hours for 4 years)

Labor Rate X Estimated Quantity

1 $VENDOR MUST ENTER

BID IN BIDBUY 640 Hours

$ VENDOR MUST ENTER

BID IN BIDBUY

Labor Total:

$ VENDOR MUST ENTER

Parts Pricing Table

Line

Column (A)

Estimated Dollar Amount of

Replacement Parts at List Price

Column (B) Bidder's Percentage

Discount off of Manufacturer’s Price

List

Column (C) Tollway Discount

Amount (A x B)

Total Parts Cost (A - C)

2 $10,000.00

VENDOR MUST ENTER

BID IN BIDBUY %

$ VENDOR MUST

ENTER

ENTER BID IN BIDBUY

RFQ # 24-0209 / Driveshaft Repair and Services Page 6

Parts Total:

ENTER

Labor Total: $ BIDDER MUST ENTER BID IN BIDBUY

Parts Total: $ BIDDER MUST ENTER BID IN BIDBUY

Tota (Labor + Parts): $ BIDDER MUST ENTER BID IN BIDBUY

IPG Registration Number: Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: