26-1192_RFQ_SP Promotional Items.pdf

RFQ# 26-1192/PROMOTIONAL ITEMS Page 1

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

RFQ# 26-1192/ PROMOTIONAL ITEMS

BIDBUY B-52505

*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: 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 (“Illinois Tollway”) is seeking a vendor to provide customized promotional items imprinted with the Illinois Tollway’s logo and/or event-specific branding. The Illinois Tollway would like all items to meet the below specifications. Please reference Exhibit 1 for images of the products described below.

ITEM 1: Heavy Duty Ice Scraper with the Illinois Tollway Logo Imprinted on the Handle

• Material: Plastic

• Handle: Ribbed grip

• Size: Minimum seven (7) inches Height x three (3) inches Width

• Color: Clear blade/Black handle

• Item # 569

• Brand: 4Imprint.com or Illinois Tollway Approved Equivalent

ITEM 2: Flashing LED Light Keychain Imprinted with the Illinois Tollway Logo

• Material: Plastic with metal split ring attachment

• Includes batteries

• Size: 1-1/8 inches x 2-5/8 inches x 7/8 inches mailto:bxayavong@getipass.com

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• Color: Black

• Item # 136192

• Brand: 4Imprint.com or Illinois Tollway Approved Equivalent

ITEM 3: Drawstring Sport Pack with the Illinois Tollway Logo Imprinted on the Front of the Bag

• Material: 210 Denier polyester or equivalent

• Dual drawcord shoulder straps

• Reinforced corners with metal grommets

• Size: 20 inches Height x 17 inches Width

• Color: Black

• Item #6188-2017

• Brand: 4Imprint.com or Illinois Tollway Approved Equivalent

ITEM 4: Prism Tote with the Illinois Tollway Logo Imprinted on the Front of the Bag

• Material: Minimum 80gsm 53/47 recycled non-woven polypropylene/polypropylene

• Handles: Dual 13 inches length

• Size: 11-1/2 inches Height x 15 inches Width x 3-1/2 inches Depth

• Depth. Color: Green

• Item #141867

• Brand: 4Imprint.com or Illinois Tollway Approved Equivalent

ITEM 5: Collapsible Koozie® Can Cooler with the Illinois Tollway Logo Imprinted on the Front Side

• Material: Polyester with foam backing

• Holds: Standard 12 oz can or bottle, 16 oz can, 16.9 oz plastic bottle

• Size (flat): 5 inches x 4 inches

• Color: Black

• Item #3568

• Brand: 4Imprint.com or Illinois Tollway Approved Equivalent

ITEM 6: Premium 10 Feet Event Tent and Carrying Case with the Illinois Tollway Logo Imprinted on the Canopy

• Canopy:

o Material: 600 Denier Polyester o Weather-resistant o Pyramid-style o Tent Color: White

• Frame:

o Anodized 0.8mm aluminum o Hexagonal 1-3/4 inches x 1-3/4 inches legs o Plastic lever system for height adjustment

RFQ# 26-1192/PROMOTIONAL ITEMS Page 3 o Easy glide feet o Easy collapsible storage o Collapsible size: 63 inches Height x 9 inches Width x 9 inches Depth o 4 metal ground stakes and cords in a pouch

• Sizing:

o Adjustable height o Height, lowest leg position - 125 inches o Height, highest leg position - 137 inches o Tent footprint: 120 inches Width x 120 inches Depth o Total weight, with case: 52 lbs.

• Carry Case:

o Material: 600 Denier polyester o Zippered main compartment o Buckle compression straps. Front zippered pocket o 2 wheels o Top webbing pull handle with plastic grip o Size: 64 inches Height x 12-1/2 inches Width x 15-1/2 inches Depth

• Item #112531-4

• Brand: 4Imprint.com or Illinois Tollway Approved Equivalent

ITEM 7: Premium 10 Feet Event Tent Wall with the Illinois Tollway Logo Imprinted on One Side

• Material: 600 Denier Polyester

• Size: 84-1/2 inches x 118-1/4 inches

• Color: White

• Weather-resistant

• Hook and loop strap attachment - white walls have white straps

• Heavy-duty zippers on edges allow you to connect multiple walls

• Tent Wall must fit the tent in Item 6

• Item # 112531-TW-B

• Brand Name: 4Imprint.com or Illinois Tollway Approved Equivalent

1.2. MILESTONES AND DELIVERABLES:

1.2.1. DELIVERY: Delivery shall be completed within six (6) weeks from the date of contract signing. Delivery of the items is Free on Board (FOB) destination and must be timely and well-packaged, meeting the specified timeline and packaging requirements to ensure they arrive in excellent new condition.

1.2.2. INVOICES: The Vendor shall present itemized invoices within fifteen (15) business days of delivery.

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1.3. 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 Illinois Tollway’s determination thereof shall be final.

The Illinois Tollway recognizes that differences in engineering design and methods may exist among manufacturers that do not significantly alter performance. The Illinois Tollway reserves the right to determine when such differences are acceptable substitutes to the contract specifications and may waive technical differences in the award of the bid when it is in the best interest of the Illinois

Tollway to do so.

1.4. QUANTITIES: It shall be expressly understood by the vendor that the quantities specified in the contract are estimated. The Illinois Tollway reserves the right to order more or less of the specified quantities.

1.5. QUALITY STANDARDS: All items must be made from durable and high-quality materials as approved by the Illinois Tollway. Accessories must be sturdy, with durable printing that does not fade.

1.6. CUSTOMIZATION REQUIREMENTS:

• All items must include the Illinois Tollway logo and / or event-specific branding.

• Design and color schemes will be provided by the Illinois Tollway’s marketing team.

• Items must be produced in compliance with branding guidelines and Pantone colors specified.

• Illinois Tollway will provide the logo and or event-specific branding to the awarded vendor for each pricing group.

• The Vendor shall provide digital proofs for all items to the Illinois Tollway for final approval.

1.7. PACKAGING: All items must be individually packaged where applicable. Packaging should prevent damage during transit and handling.

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

1.9. 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) calendar

RFQ# 26-1192/PROMOTIONAL ITEMS Page 5 days from the termination date of the contract even though the vendor does not hold the contract at the time the return is made.

1.10. 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 Illinois Tollway shall deduct the amount of the return from any outstanding invoice at the time of payment.

The Illinois 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 the contract.

1.11. BACKORDERS: Electronic or written notification of back-ordered items shall be sent immediately to the Illinois Tollway. For any backorders for materials manufactured prior to ordering that cannot be filled within ten (10) business days, the Illinois Tollway shall have the option of accepting or canceling the backorder or the Illinois Tollway may submit a request for a substitute.

1.12. SUBMISSIONS: If the vendor is bidding an “Equivalent” product, the vendor shall provide the brand name, item #, product specifications and corresponding image to the Illinois Tollway. The vendor should enter the Brand Name and item # in the “Alternative Description” field in BidBuy and add the product specifications and images files as an Attachment in BidBuy before submitting the quote.

1.13. SCHEDULE: The vendor shall provide production timeline and delivery plan. The vendor must confirm that they can deliver the products within their stated timeframe.

1.14. VENDOR/STAFF SPECIFICATIONS:

This section has been intentionally left blank.

1.15. 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, Operations

Department, 2700 Ogden Avenue, Downers Grove, IL 60515. Attention: Brittney Davis and Mark

Olson.

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

Vendor shall provide tracking information and notify of any delays immediately.

2. TERM AND TERMINATION

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2.1 TERM OF THIS CONTRACT: The duration of this contract is for a one (1) time purchase and shall be for the period of six (6) months, commencing on July 01, 2026 or upon the last dated signature of the parties, whichever is later. This 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) calendar 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 calendar 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.

NOTES TO VENDORS:

• The bid award will be divided into two groups: Group 1 comprises items 1, 2, 3, 4, and 5. Group 2 comprises items 6 and 7.

• Bidders may choose to bid on a single group or both groups.

• Bidders shall bid on all lines within a group to provide a responsive bid for that group.

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

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

GROUP 1

Line

Item # Specification and Requirements Quantity

Unit of Measure

Pricing

1 Heavy Duty Ice Scraper with the Illinois Tollway Logo Imprinted on the Handle

• Item # 569

• Brand Name: 4Imprint.com or Illinois Tollway Approved Equivalent

4,000 EA Enter pricing in BidBuy to be considered.

Specify Brand Name of Equivalent: Specify Item # of Equivalent:

2 Flashing LED Light Keychain Imprinted with the Illinois Tollway Logo

• Item # 136192

• Brand Name: 4Imprint.com or Illinois Tollway Approved Equivalent

15,000 EA Enter pricing in BidBuy to be considered.

Specify Brand Name of Equivalent: Specify Item # of Equivalent:

3 Drawstring Sport Pack with the Illinois Tollway Logo Imprinted on the Front of the Bag

• Item #6188-2017

3,000 EA Enter pricing in BidBuy to

RFQ# 26-1192/PROMOTIONAL ITEMS Page 9

Item #

Specification and Requirements Quantity Unit of

Measure Pricing

• Brand Name: 4Imprint.com or Illinois Tollway Approved Equivalent be considered.

Specify Brand Name of Equivalent: Specify Item # of Equivalent:

4 Prism Tote with the Illinois Tollway Logo Imprinted on the Front of the Bag

• Item #141867

• Brand Name: 4Imprint.com or Illinois Tollway Approved Equivalent

3,000 EA Enter pricing in BidBuy to be considered.

Specify Brand Name of Equivalent: Specify Item # of Equivalent:

5 Collapsible Koozie® Can Cooler with the Illinois Tollway Logo Imprinted on the Front Side

• Item #3568

• Brand Name: 4Imprint.com or Illinois Tollway Approved Equivalent

3,000 EA Enter pricing in BidBuy to be considered.

Specify Brand Name of Equivalent: Specify Item # of Equivalent:

GROUP 2

Item #

Specification and Requirements Quantity Unit of

Measure Pricing

6 Premium 10 Feet Event Tent and Carrying Case with the Illinois Tollway Logo Imprinted on the Canopy

• Item # Item #112531-4

• Brand Name: 4Imprint.com or Illinois Tollway Approved Equivalent

4 EA Enter pricing in BidBuy to be considered.

Specify Brand Name of Equivalent: Specify Item # of Equivalent:

7 Premium 10 Feet Event Tent - Tent Wall with the Illinois Tollway Logo Imprinted on One Side

• Item # 112531-TW

• Brand Name: 4Imprint.com or Illinois Tollway Approved Equivalent

12 EA Enter Pricing in BidBuy to be considered.

Specify Brand Name of Equivalent: Specify Item # of Equivalent:

RFQ# 26-1192/PROMOTIONAL ITEMS Page 10

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: