25-0143_RFQ_SP AAON HVAC Replacement Parts~3.pdf

RFQ# 25-0143/AAON HVAC Replacement Parts Page 1

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

RFQ 25-0143 / AAON HVAC Replacement Parts

BIDBUY BID B-49755

*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. 4667

FAX: 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 AAON brand Heating, Ventilation and Air Conditioning (HVAC) Replacement

Parts for a four (4) year term.

1.1.1. QUOTE RESPONSE: This solicitation contains a Quote Response requiring vendors to add a price list with their quotes. Vendors shall add the manufacturer’s published price list in the

Attachment Tab in BidBuy. If the price list is too large to attach as one file, vendors may segment the list into smaller lists. Vendor should also attach the completed Standard Illinois

Certifications and signed RFQ. Bids received without the required price list will be disqualified.

1.1.2. BRAND NAME ONLY: Only AAON HVAC replacement parts shall satisfy the requirements of this contract; no substitutions are allowed. This is not intended to limit or restrict competition but instead is needed in order to ensure compatibility and proper functionality with existing Tollway-owned HVAC systems.

1.1.3. QUANTITIES: It should be expressly understood by the Vendor that the estimated bid values specified in the contract documents are for the purpose of determining the lowest bid and to establish unit prices. The Tollway may over the timeframe of the Contract, place orders mailto:bxayavong@getipass.com

RFQ# 25-0143/AAON HVAC Replacement Parts Page 2 for more or less than the estimated quantities stated. Materials furnished under this contract shall be delivered in multiple deliveries as determined by the needs of the Tollway.

The estimated quantities of this contract shall be based on a period of four (4) years; prices shall remain firm for the term of the contract. The decision to pre-order and hold any inventory rests solely with the Vendor.

1.1.4. CATALOG LINE ITEMS: The percent discount bid in the Catalog Pricing section shall remain in effect for the entire term of the contract and any subsequent renewals. The successful

Vendor shall supply the Tollway with two (2) Manufacturer’s Parts Price Lists within seven

(7) business days after the notification of award. Copies shall be current and effective as of the contract start date. In the event the catalog is not available in paper format, the Vendor may provide this information in CD-ROM form compatible with any current Windows platform or a website accessible by Tollway personnel. An electronic version of the catalog should be sent to dtrzecia@getipass.com and mlopresti@getipass.com. During the initial term of the Contract and any subsequent renewals, the Tollway shall accept supplements to the manufacturer’s list price catalog. It shall remain the sole responsibility of the Vendor to provide price supplements to the Tollway. These prices shall be effective as of the date the price supplements are received by the Tollway Building Maintenance Department and shall be applied only to subsequent orders placed by the Tollway and not to pending orders already placed but not received by the Tollway. Price supplements shall be sent to:

Illinois Tollway Building Maintenance

Central Administration Building 2700 Ogden Avenue

Downers Grove, IL 60515

Attn: Michael LoPresti

1.1.5. WARRANTY: All products shall be new and must carry the minimum manufacturer’s warranty from date of delivery.

1.1.6. 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) calendar days from the termination date of the contract even though the Vendor does not hold the contract at the time the return is made.

1.1.7. MIS-SHIPMENTS AND DEFECTIVE MERCHANDISE:

1.1.7.1. 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.

mailto:dtrzecia@getipass.com mailto:mlopresti@getipass.com

RFQ# 25-0143/AAON HVAC Replacement Parts Page 3

1.1.7.2. 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.

1.1.7.3. The Tollway shall not pay any restocking charges for incorrect, damaged, or defective items returned under the contract.

1.1.8. BACKORDERS: Electronic or written notification of backordered items shall be sent immediately to the Tollway. For any orders 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 order or the Tollway may submit a request for a substitute.

1.2. MILESTONES AND DELIVERABLES:

INVOICES: The Vendor shall present itemized invoices within fifteen (15) calendar days of delivery to the Tollway. Invoices should be marked to the attention of the Contract Invoice Administrator and delivered to the Illinois Tollway, P.O. Box 3094 in Lisle, Illinois 60532, or FinanceInvoices@getipass.com.

1.3. VENDOR/STAFF SPECIFICATIONS:

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. 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 Vendor 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 between the hours of 8:30 am through 3:00 pm CT to the following location: Illinois Tollway Central

Warehouse, Attn: Michael LoPresti, 4 S 496 Naperville Road, Naperville, IL 60563.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The duration of this contract shall be for the period of four (4) years, commencing on April 29, 2026 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 mailto:FinanceInvoices@getipass.com

RFQ# 25-0143/AAON HVAC Replacement Parts Page 4 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)

Remainder of 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 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

RFQ# 25-0143/AAON HVAC Replacement Parts Page 6

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 Tollway is guaranteed to receive the lowest price.

If the Tollway issues an award, the award will be made to the Responsive/Responsible vendor who submits the highest percentage off discount for the lowest total price.

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

The Tollway is seeking a percent discount from manufacturer’s published list price for all items that the Tollway may purchase throughout the contract term. Vendor shall determine the amount of discount from the manufacturer’s published list price they will provide the Tollway. This price shall be applied to all items and parts purchased utilizing this contract.

Description Estimated

Usage (Unit Cost)

Percentage Discount from Manufacturer’s

List Price

Total Discount

Amount (Estimated

Usage x Percent

Discount)

Total

(Estimated Usage –

Dollar Value of

Percent Discount)

AAON Brand Heating, Ventilation and Air Conditioning (HVAC) Replacement Parts

$75,000.00

Vendors shall enter the Discount % in

BidBuy to be considered.

(Automatically calculates in BidBuy when the Discount % is completed)

(Automatically calculates in BidBuy when the Discount % is completed)

Total Bid $

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: