25-0097 RFQ_SP Knoll Office Furniture.pdf

FQ# 25-0097 / SP KNOLL OFFICE FURNITURE Page 1

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

RFQ# 25-0097 / SP KNOLL OFFICE FURNITURE

BIDBUY BID # B-48616

*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: 331-238-4667

FAX: 630-795-7908

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 a one time purchase for various modular office furniture and accessories. The following items will be purchased throught this contract: pedestal file cabinets and rectangular worksurfaces.

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 Illinois Tollway’s determination thereof shall be final.

1.1.2. QUANTITIES: It shall be expressly understood by the bidder that the bid quantities specified in the contract documents are for the purpose of determining the lowest bid and to establish unit prices. The Tollway may, over the term of the Contract, place orders for more or fewer than the estimated quantities stated. The Tollway does not guarantee that any minimum number of quantities shall be ordered from the Vendor. Materials furnished under this contract shall be delivered in multiple deliveries as determined by the needs of the Illinois Tollway.

mailto:bxayavong@getipass.com

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1.1.3. BACKORDERS: Electronic or written notification of backordered materials shall be sent immediately to the Using Department. For any backorders for materials manufactured prior to

RFQ# 23-0154R Office Furniture Page 2 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. For materials manufactured or customized according to placed orders, a backorder fill date shall be mutually agreed upon between the Tollway and the

Vendor. The Tollway shall not be charged for expenses incurred due to cancellations resulting from backorders.

1.1.4. RETURN OF GOODS: The Illinois 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 Illinois 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.

1.1.5. 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 Illinois Tollway shall not pay any restocking charges for incorrect, damaged, or defective items returned under this contract.

1.2. MILESTONES AND DELIVERABLES:

1.2.1. INVOICES: Deliveries shall be made within ten (10) working days after receipt of invoices an order. The Vendor shall present itemized invoices within fifteen (15) days of each delivery to the Tollway. Invoices shall be marked to the attention of the Contract Invoice

Administrator and delivered to the Illinois Tollway, PO Box 3094, Lisle, IL 60532.

1.3. VENDOR/STAFF SPECIFICATIONS: N/A

1.4. TRANSPORTATION AND DELIVERY: Delivery shall be freight on board (FOB) between the hours of

8:30 am through 2:00 pm CDT, Monday through Friday, except State Holidays to the following location: Illinois Tollway Carpenter Shop, 3460 South Finley Road, Downers Grove, IL 60515. The

Vendor shall present priced packing slips with each delivery. Packing slips shall detail a list of items by part number, description, quantity, and unit prices.

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2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The duration of this contract is for a one (1) time purchase with an anticipated start date of August 15, 2025 or upon the last dated signature of the parties, whichever is later. The six (6) month contract 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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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.

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

Vendors must enter the unit price in BidBuy to be considered | If bidding an ‘’Equivalent To’’ item, vendors can enter the manufacturer and product number in BidBuy in the Alternate Description field or by filling out the RFQ and attaching it in BidBuy | Vendors bidding an ‘’Equivalent To’’ item must attach the specification information in BidBuy to be considered.

Line # Description Quantity Unit Price

Extension

(Quantity x Unit

Price)

Pedestal, File/File, 30Wx19Dx28-3/8H, flush base, for 28-3/8” planning. CASE: V2 Natural

Veneer/Premium Techwood V2, Folkstone

Grey/High Gloss/Closed Pore

INTERIOR: Metal

Bar Pull: Silver Lock hole drilled silver lock

LOCK: keyed alike

Part #: RP301K

Manufacturer: Knoll or Equivalent To

Enter pricing in

BidBuy to be considered.

Enter pricing in

BidBuy to be considered.

Specify Equivalent To Manufacturer: Specify Equivalent To Product #:

Pedestal, Box/Box/File, 16Wx23Dx28-3/8H, Flush

Base, for 28-3/8" Planning CASE: V2 Natural

Veneer/Premium Techwood V2, Folkstone

Grey/High Gloss/Closed Pore

INTERIOR: metal

Bar pull: Silver Lock Hole drilled silver lock

LOCK: Keyed alike

Part #: RP162J

Manufacturer: Knoll or Equivalent To

Enter pricing in

BidBuy to be considered.

Enter pricing in

BidBuy to be considered.

Specify Equivalent To Manufacturer: Specify Equivalent To Product #:

FQ# 25-0097 / SP KNOLL OFFICE FURNITURE Page 6

Line # Description Quantity Unit Price

Extension

(Quantity x Unit

Price)

Worksurface, Rectangular, 48Wx24Dx1-1/4H

No grommet

TOP: V2 Natural Veneer/Premium Techwood V2:

Folkstone Grey/High Gloss/ Closed Pore

EDGE: Complementary Wood

Part #: RSA482

Manufacturer: Knoll or Equivalent To

Enter pricing in

BidBuy to be considered.

Enter pricing in

BidBuy to be considered.

Specify Equivalent To Manufacturer: Specify Equivalent To Product #:

Worksurface, Rectangular, 66Wx30Dx1-1/4H

No grommet

TOP: V2 Natural Veneer/Premium Techwood V2:

Folkstone Grey/High Gloss/Closed Pore

EDGE: Complementary Wood

Part #RSA663

Manufacturer: Knoll or Equivalent To

Enter pricing in

BidBuy to be considered.

Enter pricing in

BidBuy to be considered.

Specify Equivalent To Manufacturer: Specify Equivalent To Product #:

Worksurface, Rectangular, 72Wx30Dx1-1/4H

No Grommet

TOP: V2 Natural Veneer/Premium Techwood V2:

Folkstone Grey/High Gloss/Closed Pore

EDGE: Complementary Wood

Part #: RSA723

Manufacturer: Knoll or Equivalent To

Enter pricing in

BidBuy to be considered.

Enter pricing in

BidBuy to be considered.

Specify Equivalent To Manufacturer: Specify Equivalent To Product #:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: