25-0059RR RFQ Safe Repair and Preventative Maintenance Service V5.pdf

RFQ# 25-0059RR / Safe Repair and Preventative Maintenance Services Page 1

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

RFQ# 25-0059RR / Safe Repair and Preventative Maintenance Services

BIDBUY BID #26-557THA-PROCU-B-49496

*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: Brian Chillmon, Contract Negotiator PHONE: 630-241-6800 ext. 4604 EMAIL: BChillmon@getipass.com

Specifications and Requirements

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. SUPPLIES AND/OR SERVICES REQUIRED: The Illinois Tollway is seeking a Vendor to provide safe repair and preventative maintenance services as requested by the Illinois Tollway for the below safes and wall safe key cabinets located throughout the Illinois Tollway. The Vendor shall be responsible for all associated expenses which include travel, labor, materials, tools, supplies and related equipment to perform safe repair and preventative maintenance services. The awarded Vendor shall provide timely access to necessary parts (within five business days) to ensure that repairs can be completed shortly after service has been requested.

• LaGard safes which contain SmartGard and SmartLinc electronic keypads.

• One (1) Mosler safe which contains a Kaba-Mas 552 combination lock with Auditcon 2 series software.

• Two (2) wall safe key cabinet units which contain Kaba-Mas 252 combination locks with Auditcon 2 series software.

Repairs shall be performed and completed at the specified locations below within twenty-four (24) hours after notification from the Illinois Tollway. An Illinois Tollway representative will be present to authorize the work order ticket and shall attest to the arrival and departure time, and actual repair and parts received at the completion of work.

mailto:BChillmon@getipass.com

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Following a service call by an authorized Illinois Tollway staff and after Vendor’s condition assessment of a safe, if a repair is required and does not require additional parts (i.e., labor only), the Vendor shall obtain written authorization to proceed with repairs at that time. If any parts that are needed are valued at or over $500.00, the Vendor shall obtain written approval from the Illinois Tollway contact listed below prior to proceeding with the repair. Vendor shall follow up with a written confirmation which includes the date, time, and the Illinois Tollway contact’s person name and telephone number.

The safes and wall safe key cabinets are located at the follow locations:

Service Location Manufacturer Contact Person Contact Phone # Lake Forest Oasis

Tri-State North -(I-294) LaGard Inc. -

SmartLinc Myesha Hopkins

331-238-4300

Lincoln Oasis Tri-State South -(I-294)

LaGard Inc. - SmartLinc

Myesha Hopkins

331-238-4300

Belvidere Oasis Jane Addams Memorial - (I-90)

LaGard Inc. - SmartLinc

Myesha Hopkins

331-238-4300

I-PASS Customer Service Center 2700 Ogden Ave., Downers

Grove

LaGard Inc. - SmartLinc

Myesha Hopkins

331-238-4300

Cash Handling Room 2700 Ogden Ave., Downers

Grove Mosler

Myesha Hopkins

331-238-4300

Carpenter Shop Ronald Reagan Memorial

Tollway (I-88)

Kaba-Mas (Wall Safe Key

Cabinet)

Pete Stocco Neal Growth

630-201-7126 630-201-6459

Operations 2700 Ogden Ave., Downers

Grove

Kaba-Mas (Wall Safe Key

Cabinet)

Lorrie Cataudella

331-238-6457

1.1.1. Hourly Rates and Fees: Vendor shall invoice the Illinois Tollway for needed repairs, as follows:

• Regular Hourly Rates: 8:00 a.m. to 6:00 p.m., Monday through Friday.

• Overtime Hourly Rates: All hours not defined in Regular Hourly Rates (except for Sunday and specific holidays). Overtime hourly rates shall be invoiced at one-and one-half times the regular hourly rates.

• Sunday and Holiday Rates. Sunday and holiday rates shall be from 12:00 a.m. to 11:59 p.m. on Sunday and the following holidays: New Years, Memorial Day, 4th of July, Labor Day, Thanksgiving, Christmas.

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• Emergency Service Fee. Upon request by the Illinois Tollway for an expedited response, an agreed lump-sum charge applied by the Vendor and assessed to the Illinois Tollway when the Vendor service team arrives quickly at the service location within a four-hour timeframe from the time the service call is placed.

The Emergency Service Fee represents a lump-sum incentive payment that supplements the hourly rates (Regular Hourly, Overtime Hourly, and Sunday and Holiday) as presented above.

1.1.2. Replacement Parts - Manufacturer’s List Price / Catalog: Based on the age and original equipment manufacturer of the Tollway safe inventory, the Vendor shall supply the Illinois Tollway with appropriate parts catalogs (for each manufacturer) within seven (7) business days after the notification of award. These Catalog Price Lists shall be current and effective as of the contract start date. In the event an appropriate Catalog Price List is not available in paper format, the Vendor may provide this information in a digital format compatible with any current Windows platform or a website accessible by Illinois Tollway personnel.

During the term of the Contract, the Illinois Tollway shall accept updates to the provided Catalog Price Lists. It shall remain the sole responsibility of the Vendor to provide the Illinois Tollway any updates to the provided Catalog Price Lists, in writing. New prices per changes to the provided Catalog Price Lists shall be effective as of the date the changes are received by the Illinois Tollway’s Operations Department and shall be applied only to subsequent orders placed by the Illinois Tollway and not to pending orders already placed but not received by the Illinois Tollway.

Manufacturers’ Catalog Price Lists shall be sent to:

Illinois Tollway

Operations Department Attn: Contract Administrator

2700 Ogden Avenue Downers Grove, Illinois 60515

1.1.3. Percent Discount or Markup: The Vendor shall enter their percent discount or markup from the provided Catalog Price Lists in BidBuy that they will provide the Illinois Tollway for all parts purchased. The percent discount or markup shall remain in effect for the entire term of the Contract. If vendor is unable to provide a discount or markup in the Percent Discount field or Alternate Description field in BidBuy, the vendor shall enter “0%” for “Percent Discount or Markup.”

1.1.4. Standards of Performance: The Vendor shall perform, or cause to be performed, all work required of it under the terms and conditions of the Contract with that degree of skill, care and diligence normally exercised by an experienced Vendor performing work in projects of a scope and magnitude comparable to this project. The Vendor shall use reasonable efforts to assure timely and satisfactory completion of the work (within five business days unless differential rates apply for emergency services). The Vendor shall always act in the best interest of the Illinois Tollway. The Vendor shall perform or cause to be performed, all work in accordance with

RFQ# 25-0059RR / Safe Repair and Preventative Maintenance Services Page 4 the terms and conditions of this Contract and to the reasonable satisfaction of the Illinois Tollway.

1.1.5. Replacement Parts: While the parts for LaGard, Mosler and Kaba-Mas safes are brand-specific, substitutions may be allowed to reflect changes in manufacturer relationships and participation in the market. Acceptable replacement parts for LaGard, Mosler and Kaba-Mas equipment shall satisfy or exceed the requirements of the original equipment. This requirement is intended to ensure compatibility and proper functionality needed to maintain the existing safes the Illinois Tollway currently owns.

1.1.6. Safety: The Vendor shall perform the services in a safe and responsible manner. In the performance of the scope of work, the Vendor shall shield all interior areas near the work area as required to protect Illinois Tollway personnel and property. Vendor shall, at their own expense, conform to safety policies and regulations and comply with all specific safety requirements of the Occupational Safety and Health Act (OSHA) of 1970 and the Construction Safety Act of 1969 and all other related Acts.

1.1.7. Protection of Property: The Vendor shall conduct the work so as not to interfere with or hinder the daily activity within the designated work area. If in the event the Vendor causes any damages to Illinois Tollway’s property, the Vendor is solely responsible for any expenses to replace or repair the damaged property. Building operating personnel shall be consulted whenever work conditions might be affected during facility operating hours.

1.1.8. Clean Up: The Vendor shall, during the process of the work, remove and dispose of all materials and debris daily and keep the work site(s) and adjacent premises in a clean condition, satisfying requirements of the Illinois Tollway. Upon completion of work, the Vendor shall remove all materials, tools and machinery and restore the site to the same condition that existed prior to the commencement of its operation.

1.1.9. Indemnification and Liability: The Vendor shall indemnify and hold harmless the State of Illinois, its agencies, officers, employees, agents and volunteers from any and all costs, demands, expenses, losses, claims, damages, liabilities, settlements and judgments, including in-house and contracted attorneys’ fees and expenses, arising out of: (a) any breach or violation by Vendor of any of its certifications, representations, warranties, covenants or agreements; (b) any actual or alleged death or injury to any person, damage to any real or personal property, or any other damage or loss claimed to result in whole or in part from Vendor’s negligent performance; (c) any act, activity or omission of Vendor or any of its employees, representatives, subcontractors or agents; or (d) any actual or alleged claim that the services or goods provided under this contract infringe, misappropriate, or otherwise violate any intellectual property (patent, copyright, trade secret, or trademark) rights of a third party. In accordance with Article VIII, Section 1(a), (b) of the Constitution of the State of Illinois, the State may not indemnify private parties absent express statutory authority permitting the indemnification. Neither Party shall be liable for incidental, special, consequential, or punitive damages.

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1.2. MILESTONES AND DELIVERABLES:

1.2.1. INVOICES: The Vendor shall submit itemized invoices within fifteen (15) business days of each completed service to the Illinois Tollway. Invoices shall be marked to the attention of the Accounts Payable and delivered to the Illinois Tollway, P.O. Box 3094, in Lisle, IL 60532 or FinanceInvoices@getipass.com.

1.2.2. The Vendor shall provide the Illinois Tollway with a telephone number or list of telephone numbers for emergency callouts to cover 24 (twenty-four) hours a day, seven (7) days per week, including weekends and holidays.

1.3. VENDOR/STAFF SPECIFICATIONS: Vendor shall have knowledge of and shall be able to repair and maintain all of the specified safes as listed in Section 1, Supplies and/or Services. The Vendor shall comply with the State of Illinois Private Detective, Private Alarm, Private Security, Fingerprint Vendor, and Locksmith Act of 2004 and be licensed by the Illinois Department of Financial and Professional Regulation (IDFPR) to provide locksmith services. Licenses and staff certifications shall be made available to the Illinois Tollway upon request. Due to the necessity of timely response for safe repair (within five business days unless differential rates apply for emergency services), subcontracting is not allowed.

1.4. TRANSPORTATION AND DELIVERY: All transportation and delivery costs shall be included in the unit bid pricing.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: This Contract shall be for four (4) years with an anticipated start date of December 15, 2025 through December 14, 2029 or upon the last dated signature of the parties, whichever is later.

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)

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.

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

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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

3.3 INSURANCE: 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 Vendor, its agents, representatives, employees, or subcontractors.

Minimum Scope and Limits of Insurance: Coverage shall be at least as broad as:

1. Commercial General Liability coverage on an unmodified, Insurance Service Office

“Occurrence” form, current edition or an alternative form providing equivalent protection, with limits of liability of not less than $1,000,000 each occurrence for bodily injury, personal injury, and property damage and $2,000,000 general aggregate, and $2,000,000 products/completed operations aggregate.

2. Automobile Liability on an unmodified, Insurance Service Office form, current edition or an alternative form providing equivalent protection, with limit of liability of not less than $1,000,000 combined single limit per accident for bodily injury and property damage.

3. Workers Compensation insurance as required by the State of Illinois providing statutory benefits, and Employers’ Liability of not less than $1,000,000 each accident, $1,000,000 disease each employee, and $1,000,000 disease policy limit, including voluntary compensation.

The Illinois State Toll Highway Authority together with its officials, directors, and employees, shall be named “Additional Insured” as part of the commercial 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.

Each insurance policy required above shall not be canceled, except with prior written notice to the Illinois Tollway.

All deductibles or self-insured retentions must be declared to and accepted by the Illinois Tollway.

The insurance companies providing coverage shall be rated by A.M. Best Company with a Financial Strength rating of “A-” or better and a financial size category of not less than “VII”.

Insurance coverage shall not limit Vendor’s obligation to indemnify, defend or settle any claims.

mailto:FinanceInvoices@getipass.com

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Work shall not commence until insurance required by this section has been obtained and documentation has been submitted to and accepted by the Illinois Tollway. Proof of insurance shall include copies of the applicable “additional insured” endorsements for the review of and approval by the Illinois Tollway. Any failure by the Illinois Tollway to request proof of insurance will not waive the requirement for procuring and maintaining the minimum insurance coverages specified.

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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.

The Vendor shall enter their unit prices in BidBuy. Vendor’s failure to enter its unit prices in BidBuy shall result disqualifying Vendors quote.

METHOD AND RATE OF COMPENSATION: The Tollway is providing the Vendor the information in the table below for the purpose of determining a low bidder. Vendor shall bid on all items to be considered responsive.

Failure to bid on all items shall result in a disqualified bid.

HOURLY RATES AND FEE

Description Estimated

Hours / Requests

Hourly Rate or Fee

Extension (Estimated Hours or Requests x Rate per Hour or per Fee)

Regular Hourly Rate 8:00 a.m. to 6:00 p.m., Monday through Friday 80 hours

$ All pricing entered in

BidBuy

$ All pricing entered in BidBuy

Overtime Hourly Rate (All hours not defined in Regular Hourly Rates except for Sunday and specific holidays)

12 hours $ All pricing entered in

BidBuy

$ All pricing entered in BidBuy

Sunday and holiday rates shall be from 12:00 a.m. to 11:59 p.m. on Sunday and the relevant holiday

12 hours $ All pricing entered in

BidBuy

$ All pricing entered in BidBuy

Emergency Service Fee (Per Request) 12 Requests $ All pricing entered in

BidBuy

$ All pricing entered in BidBuy

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Replacement Parts Catalog Pricing – Percentage Discount or Markup

Safe Manufacturer

Estimated Usage

(Must include shipping)

Percentage Discount or Markup from Parts Catalog List Pricing

Value of Percentage Discount or

Markup

Estimated Usage Minus Percentage Discount or Plus

Markup

LaGard, Inc. $1,600 Percentage Discount or Markup from Parts

Catalog List Price shall be entered in BidBuy to be considered

All Pricing shall be entered int BidBuy to be considered

All Pricing shall be entered in BidBuy to be considered

SmartGard $400 Percentage Discount or Markup from Parts

Catalog List Price shall be entered in BidBuy to be considered

All Pricing shall be entered in BidBuy to be considered

All Pricing shall be entered in BidBuy to be considered

SmartLinc $400 Percentage Discount or Markup from Parts

Catalog List Price shall be entered in BidBuy to be considered

All Pricing shall be entered in BidBuy to be considered

All Pricing shall be entered in BidBuy to be considered

Mosler $400 Percentage Discount or Markup from Parts

Catalog List Price shall be entered in BidBuy to be considered

All Pricing shall be entered in BidBuy to be considered

All Pricing shall be entered in BidBuy to be considered

Kaba-Mas $400 Percentage Discount or Markup from Parts

Catalog List Price shall be entered in BidBuy to be considered

All Pricing shall be entered in BidBuy to be considered

All Pricing shall be entered in BidBuy to be considered

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Auditcon $400 Percentage Discount or Markup from Parts List

Price shall be entered in BidBuy to be considered

All Pricing shall be entered in BidBuy to be considered

All Pricing shall be entered in BidBuy to be considered

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: