24-0235 RFQ_SP Promotional Items Safety and Training Revised 01162025.pdf

RFQ# 24-0235/ SP Promotional Items Safety & Training Page 1

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

RFQ# 24-0235 / SP Promotional Items Safety & Training

BIDBUY BID # B-46070

*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: 630-241-6800 ext. 4661 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 provide promotional items imprinted with the Tollway’s logo and either with or without the

Tollway’s slogan. The Tollway would like all items to meet the following specifications:

Item 1: Kids Assorted Color Changing Iconic Plastic Sunglasses Imprinted With Black Tollway Logo on Both Arms, No Slogan - Brand Name: CustomSunglassStore.Com or Equivalent (See Exhibit 1)

• Delivered by February 7, 2025 or best date. Best date delivery must be by March 1, 2025.

Item 2: Green Emergency Hammer Safety Tool Imprinted With White Tollway Logo and White Slogan on Handle: “Stop, Think, Act” - Brand Name: AnyPromo.com or Equivalent (See Exhibit 1)

• No preference on packaging

Item 3: Lime Green and Black Silk Screen Sling Backpack Imprinted With White Tollway Logo and White Slogan: “Never Forget About Safety” - Brand Name: 4Allpromos.com or Equivalent (See Exhibit 1)

Item 4: Green Gildan Safety Short Sleeve T-Shirts Imprinted With White Tollway Logo and White Slogan: “Stay Alert So You Don’t Get Hurt” - Brand Name: Custom Ink or Equivalent (See Exhibit 1 (revised 01162025))

• Quantity and size breakdown: 50 Small, 50 Medium, 150 Large, 150 X-Large and 100 2XL

• Men’s sizes

• Standard fit mailto:bxayavong@getipass.com

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• Safety green shall be compliant with American National Standards Institute (ANSI)/

International Safety Equipment Association (ISEA) 107 High-Visibility Standards for background color

• Safety green t-shirts shall be a 50/50 polyester cotton blend

• Place the white Tollway logo on the front, pocket size

• Place the slogan on the back

Item 5: White Artisan SPF 15 Lip Balm Imprinted With White Tollway Logo and White Slogan:

“Safety First” on Green Background - Brand Name: 4Allpromos.com or Equivalent (See Exhibit 1)

Item 6: Green Car Vent Air Freshener Imprinted With White Tollway Logo and White Slogan:

“Safety Rules” - Brand Name: Positive Promotions or Equivalent (See Exhibit 1)

• Lemon scent flavor

Item 7: Green Folding Tripod Stool with Carrying Bag Imprinted With White Tollway Logo and White Slogan: “Stand Up For Safety” - Brand Name: ImprintLogo.com or Equivalent (See Exhibit 1)

• Imprint the white Tollway logo on the bag and white slogan on the stool

Item 8: Lime Green Polyester Lanyard with Safety Breakaway Release Imprinted with White

Tollway Logo and White Slogan: “Safety Starts With Me” - Brand Name: 4Allpromos.com or

Equivalent (See Exhibit 1)

Item 9: Green Personal Resealable Mylex Waterproof First Aid Safety and Wellness Kit Imprinted with White Tollway Logo and White Slogan: “Safety Is In Your Hands” - Brand Name:

AnyPromo.com or Equivalent (See Exhibit 1)

1.2. MILESTONES AND DELIVERABLES:

1.2.1. DELIVERY: Delivery of Line Item 1 should be made by February 7, 2025, or best date.

Delivery of Line Items 2 through 9 should be made within ten (10) business days after the final design proof is approved by Tollway.

1.2.2. INVOICES: The Vendor shall present itemized invoices within fifteen (15) business days after receipt of an order.

1.2.3. 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

RFQ# 24-0235/ SP Promotional Items Safety & Training Page 3 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.

1.2.4. WARRANTY: All Products will be new and will carry the minimum manufacturer’s warranty from date of delivery.

1.2.5. 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.

1.2.6. 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.

1.2.7. 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.

1.3. VENDOR/STAFF SPECIFICATIONS:

This section is left blank intentionally.

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, Central Administration, Attn:

Thomas Dosch, 2700 Ogden Avenue, Downers Grove, IL 60515.

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

2. TERM AND TERMINATION

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2.1 TERM OF THIS CONTRACT: The duration of this contract shall be for the period of six (6) months, commencing on 01/31/2025 or upon the last dated signature of the parties, whichever is later. 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.

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

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Remainder of page is left blank intentionally.

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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 total price. Bidder must bid on all lines to be responsive.

All line-item pricing must be inclusive of proof of final design, setup fees, and shipping and handling charges.

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 and Specification Quantity UOM Pricing

1 Kids Assorted Color Changing Iconic Plastic Sunglasses Imprinted with Black Tollway Logo on Both Arms, No Slogan

• Item #: SG-3013W

• Delivered by February 7, 2025 or best date Brand Name: CustomSunglassStore.Com or Equivalent

2,300 Each Enter pricing in BidBuy

Specify Brand Name Equivalent: Enter Brand Name in BidBuy Specify Equivalent Item #:

Enter Item # in BidBuy

2 Green Emergency Hammer Safety Tool Imprinted with White Tollway Logo with White Slogan on Handle

• Item #: 690854

• Brand Name: AnyPromo.com or Equivalent

500 Each Enter pricing in BidBuy

Specify Brand Name Equivalent: Enter Brand Name in BidBuy

Specify Equivalent Item #:

Enter Item # in BidBuy

3 Lime with Black Silk Screen Sling Backpack Imprinted with White Tollway Logo with White Slogan

• Item #: 313-3014S

• Brand Name: 4Allpromos.com or Equivalent

500 Each Enter pricing in BidBuy

Specify Brand Name Equivalent: Enter Brand Name in BidBuy Specify Equivalent Item #:

Enter Item # in BidBuy

4 Green Gildan Safety Short Sleeve T-Shirts Imprinted with White Tollway Logo with White Slogan

• Men’s Adult

• Item #: Unknown

• Brand Name: Custom Ink or Equivalent

500 Each Enter pricing in BidBuy

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SUBMITTAL REQUIREMENTS SECTION

Bidder should 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.

Line Item

Description and Specification Quantity UOM Pricing

Specify Brand Name Equivalent: Enter Brand Name in BidBuy Specify Equivalent Item #:

Enter Item # in BidBuy

5 White Artisan SPF 15 Lip Balm Imprinted with White Tollway Logo with White Slogan on Green Background

• Item #: 358-LB100

• Brand Name: 4Allpromos.com or Equivalent

500 Each Enter pricing in BidBuy

Specify Brand Name Equivalent: Enter Brand Name in BidBuy Specify Equivalent Item #:

Enter Item # in BidBuy

6 Green Car Vent Air Freshener Imprinted with White Tollway Logo with White Slogan

• Item #: OSV9921

• Brand Name: Positive Promotions or Equivalent

500 Each Enter pricing in BidBuy

Specify Brand Name Equivalent: Enter Brand Name in BidBuy Specify Equivalent Item #:

Enter Item # in BidBuy

7 Green Folding Tripod Stool with Carrying Bag Imprinted with White Tollway Logo with White Slogan

• Item #: 7043

• Brand Name: ImprintLogo.com or Equivalent

500 Each Enter pricing in BidBuy

Specify Brand Name Equivalent: Enter Brand Name in BidBuy Specify Equivalent Item #:

Enter Item # in BidBuy

8 Lime Green Polyester Lanyard with Safety Breakaway Release Imprinted with White Tollway Logo with White Slogan

• Item #: 330-LA34BA-IS

• Brand Name: 4Allpromos.com or Equivalent

500 Each Enter pricing in BidBuy

Specify Brand Name Equivalent: Enter Brand Name in BidBuy Specify Equivalent Item #:

Enter Item # in BidBuy

9 Green Personal Resealable Mylex Waterproof First Aid Safety and Wellness Kit Imprinted with White Tollway Logo with White Slogan

• Item #: 770332

• Brand Name: AnyPromo.com or Equivalent

500 Each Enter pricing in BidBuy

Specify Brand Name Equivalent: Enter Brand Name in BidBuy Specify Equivalent Item #:

Enter Item # in BidBuy

RFQ# 24-0235/ SP Promotional Items Safety & Training Page 9

Please enter Vendor’s delivery date for Line Item 1: _____________________

Please enter Vendor’s delivery date for Line Items 2 to 9: _____________________

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: