24-0225 RFQ_SP String Trimmers and Mowers~2.pdf

RFQ# R-245493 / STRING TRIMMERS AND MOWERS Page 1

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

RFQ# R-245493 / STRING TRIMMERS AND MOWERS

BIDBUY BID # B-46023

*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: Bonnie Xayavong, Buyer PHONE: Direct: 331-238-4667 EMAIL: bxayavong@getipass.com

Specifications and Requirements

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. SUPPLIES AND/OR SERVICES REQUIRED: The Illinois Tollway (“Tollway”) is seeking a vendor to furnish and deliver straight shaft 4-stroke string trimmers and 4-stroke trimmer mowers. Trimmers and mowers shall meet the following specifications:

Straight Shaft 4-Cycle String Trimmers (See Exhibit 1)

• Honda Brand Product Number HHT35SUKA or Tollway Approved Equivalent

• 35 Cubic Capacity (CC) Displacement Minimum

• Straight Shaft

• 17 Inch Cutting Ability

• Four Cycle Engine

• Commercial Bicycle Type Handle Design

• Double Harness (Included)

• 10 Inch Brush Blade (Included)

4-Cycle Trimmer Mowers (See Exhibit 1)

• DR Brand PRO XLSP Product Number TR47010DEN or Tollway Approved Equivalent

• 22 Inch Cutting Width

• 10 Feet Pounds Torque Minimum

• 5 Adjustable Mowing Heights

• Electric Start

• Self-Propelled

• Four Cycle Engine mailto:bxayavong@getipass.com

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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 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 Tollway’s determination thereof shall be final.

The Tollway recognizes that differences in engineering design and methods may exist among manufacturers that do not significantly alter performance. The 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

Tollway to do so.

1.1.2. RETURN OF GOODS: The 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 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 Tollway. For any backorders for materials manufactured prior to ordering that cannot be filled within ten (10) business days, the Tollway shall have the option of accepting or canceling the backorder or the 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 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 Tollway shall deduct the amount of the return from any outstanding invoice at the time of payment.

The Tollway shall not be subject to restocking charges due to Vendor error. The 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. DELIVERY: Deliveries shall be made within ten (10) business days after receipt of an order.

1.2.2. INVOICES: The Vendor shall present itemized invoices within fifteen (15) business days of delivery to the Tollway. Invoice 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 FinanceInvoices@getipass.com.

1.3. VENDOR/STAFF SPECIFICATIONS:

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

1.4. TRANSPORTATION AND DELIVERY: Delivery shall be Freight on Board (FOB) destination to the

Illinois Tollway Central Auto Parts’ site: I-355 and I-88, I-355 Milepost 21.9 Northbound, Downers

Grove, IL 60515 [or 3460 Finley Road, Downers Grove, Il 60515], Monday through Friday, except

State holidays, between 8:30 a.m. and 2:00 p.m. CT. Mark delivery Care of Shawn Lynch.

The vendor is responsible for transportation and delivery of all items and unit prices should reflect the associated costs when generating the bid.

NOTE: This facility does not have a loading dock. Large items shall ship on a flat-bed trailer. If an enclosed trailer is utilized, the driver shall be required to move the material to the end of the trailer for unloading.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The duration of this contract shall be for the period of six (6) months, commencing on 03/01/2025 or upon the last dated signature of the parties, whichever is later. This is a one-time purchase. The term is for administrative purposes only.

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.

mailto:FinanceInvoices@getipass.com

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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.

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 this 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.

Award will be made in the best interest of the Tollway, either by line item or lowest total 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.

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

Line Item

Description

Estimated Quantities for the Contract

Term

Unit Price

Extension (Estimated Quantities x Unit Price)

Straight Shaft 4-Stroke String Trimmers

• Honda Brand Product Number HHT35SUKA or

Tollway Approved Equivalent

36 Each Enter pricing in BidBuy

Enter pricing in BidBuy

Specify Equivalent Manufacturer Name: Specify Equivalent Product Number:

4-Stroke Trimmer Mowers

• DR Brand PRO XLSP Product Number

TR47010DEN or Tollway Approved Equivalent

12 Each Enter pricing in BidBuy

Enter pricing in BidBuy

Specify Equivalent Manufacturer Name: Specify Equivalent Product Number:

SUBMITTAL REQUIREMENTS

Bidder shall enter the Equivalent Manufacturer Name and Product Number in the Alternate Description for the line item being bid in BidBuy.

Vendors proposing equivalent products should attach product specification literature with their bid in BidBuy.

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COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: