25-0053_RFQ 20K and Over_Weather Forecasting_bl Revised 8.8.08.pdf

#25-0053 / Weather Forecasting Page 1

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

#25-0053 / WEATHER FORECASTING

BIDBUY BID # B-47962

*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: Betrice Lowe, Buyer

PHONE: 630-437-1536

FAX: 630-795-7908

EMAIL: bllowe@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 weather forecasting services.

1.2. SPECIFICATIONS: The vendor shall provide the below services.

1.2.1. SEVERE WEATHER ALERTS: Advance Severe Weather Alert notices shall be provided for all upcoming non-snow and ice severe weather, including high winds, tornadoes, hail, excessive heat, and flash flood conditions.

• At a minimum, Severe Weather Alerts shall be received before 11 a.m. local time each day, in advance of any severe weather expected during the evening and/or overnight hours. All subsequent Severe Weather Alerts shall be sent out as the severe weather conditions are identified.

• Severe weather alert notifications shall be titled "Severe Weather Alert" and sent directly from a Professional Meteorologist to the Tollway’s Roadway Maintenance

Manager and designated Maintenance Site personnel.

• Once conditions have dissipated, an "All Clear" notification shall be issued on the

Severe Weather Alert following the same notification chain used in the initial notifications.

mailto:bllowe@getipass.com

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1.2.2. SNOW STORM ALERTS AND SNOW STORM WARNINGS:

1.2.2.1 Advance Snow Storm Alert notices shall be provided for all upcoming snow and ice events. The Snow Storm Alert shall be sent in advance of any Snow Storm Warnings

(see below).

• At a minimum, Snow Storm Alerts shall be received before 11 a.m. local time each day in advance of any adverse winter weather expected during the evening and/or overnight hours. All subsequent Snow Storm Alerts shall be sent out as soon as the snow or ice event is discovered.

• Snow Storm Alert notifications shall be titled Snow Storm Alert and sent directly from a Professional Meteorologist to the Tollways Roadway

Maintenance Manager and designated snow and ice operations personnel

(contact information to be provided upon award.)

• Once conditions have dissipated, an "All Clear" notification shall be issued on the Snow Storm Alert following the same notification chain used in the initial notifications.

1.2.2.2 Snow Storm Alerts and Snow Storm Warnings shall contain all necessary meteorological information pertinent to the forecasted event up to and including the following:

• Beginning time of the storm

• Duration of the storm

• Direction of storm travel

• Type of precipitation (including percentage of probability)

• Anticipated snowfall accumulation (including range of forecast totals and percentage of probability)

• Temperature (including anticipated highs and lows for the date)

• Wind direction and speed (as well as any anticipated changes during storm)

• Ending time of the storm

• General comments specific to each storm

• Anticipated weather information following the storm.

1.2.3 SNOW AND ICE REPORT

A Snow and Ice Report shall be issued to the Tollway within 48 hours after each snow and ice event. This report shall show snow and ice totals for the event, start and end times for each event, maximum and minimum temperatures during each event, cumulative totals for the season up to that point, and any pertinent notes regarding the event. These reports shall cover the following locations: O’Hare International Airport, Downers Grove, South Holland, Gurnee, Rockford, and Dixon.

Daily, seven-day outlook forecasts with color-coded severity levels shall be provided for the

Tollway’s 12 Maintenance Locations (refer to Attachment A) via email.

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1.3 VENDOR/STAFF REQUIREMENTS: The successful vendor shall allocate a Professional

Meteorologist on a 24 hours per day, 365 days a year basis to provide forecasts, “Severe Weather

Alerts,” “Snow Storm Alerts,” and “Snow Storm Warnings” for Tollway forecast locations to designated Tollway personnel.

The Professional Meteorologist shall also provide phone conferencing to discuss daily and weekly forecasts, alerts, and warnings on an as-needed basis.

1.4 MILESTONES AND DELIVERABLES:

INVOICES: The Vendor shall present itemized invoices annually. The Year One invoice shall be sent to the Tollway within 30 days of the contract signing date. Each invoice for the subsequent two years shall be sent within 30 days of the beginning of the second and third year of the contract. All invoices must include the specific billing period to ensure accurate and timely payment processing.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The duration of this contract shall be for the period of three (3) years commencing upon October 15, 2025 or 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) 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

#25-0053 / Weather Forecasting Page 4 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 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.

Bidders must bid on all line items to be eligible for award.

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

Line Item Description Price Per Year

1 Year 1 Meteorological Services Bidder must enter pricing in BidBuy

2 Year 2 Meteorological Services Bidder must enter pricing in BidBuy

3 Year 3 Meteorological Services Bidder must enter pricing in BiBuy

Grand Total for Three (3) Year Term Bidder must enter pricing in BidBuy

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: