26-1268_RFQ_SP Promotional and Retirement Items~1.pdf

RFQ 26-1268 / SP Promotional and Retirement Items Page 1

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

RFQ# 26-1268 / SP PROMOTIONAL AND RETIREMENT ITEMS

BIDBUY B-53444

*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 State Toll Highway Authority (Illinois Tollway) is seeking a vendor to provide promotional and retirement items that meet the following specifications and requirements. Please reference the Pricing table for samples of the requested products.

1.1.1. Customized Classic Wood Vertical Plaque

Manufacturer: Crown Awards, Item Number PLCLWD79 or equal to

Specifications: Customized wooden plaque with a black engraving plate, gold trim, gold print and gold engraving. Engraved with Illinois Tollway logo, two signatures, retiree’s name, and years of service. Size 8” W x 10” H. Vertical orientation. Centered justification.

The logo, two signatures, list of retiree names, and years of service will be provided to the selected vendor.

1.1.2. Customized 0.5 oz Hand Sanitizer with Cozy Clip Jacket (Case)

Manufacturer: It’s A Wrap Promotional Products Limited, Item Number TUROG-HKZIZ or equal to

Specifications: Hand Sanitizer- antibacterial, 62% ethyl alcohol, with moisturizing beads of aloe and vitamin E, citrus scented. FDA approved. Prop 65. 1.25” L x 0.875” W x 2.375” H

Case with Clip: Soft neoprene, green. Imprinted with Illinois Tollway logo in white text in the middle.

mailto:bxayavong@getipass.com

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1.1.3. Customized Hard Hat Stress Ball

Manufacturer: It’s A Wrap Promotional Products Limited, Item Number HNLLI-PLPBP or equal to

Hard hat: White. Soft and squishy. FDA approved Prop 65. 3.5’’ L x 2.75’’ W x 2’’ H. Imprinted with

Illinois Tollway logo in green text on side.

1.1.4. Customized Highlighters

Manufacturer: 4imprint Inc., Item Number 2386 or equal to

Highlighter: Green, plastic, opaque barrel and cap. Textured rubber grip. Cap-off. Chisel-tip, green highlighter ink matching barrel color. Imprinted with Illinois Tollway logo in white text placed in the middle.

1.1.5. Customized 24 Ounce Plastic Water Bottles

Manufacturer: It’s a Wrap Gifts & Promotions, Item Number CPN-559355242 or equal to

Bottle: Translucent Green. 24 oz. recycled polyethylene terephthalate (rPET) Plastic sports bottle.

Screw-on, spill-resistant sip top straw lid and an easy carry handle. Meet FDA requirements. BPA-free. Imprinted with Illinois Tollway logo in white text in the middle.

1.1.6. Customized Canvas Tote Bags

Manufacturer: It’s a Wrap Gifts and Promotions, Item Number EUQNG-GHYUD or equal to

Tote: Green. Minimum 80 GSM non-woven polypropylene (recycled materials). Size 15” Width x

16’’ Height. Shoulder Strap: Green. 26” self-material reinforced. Imprinted with Illinois Tollway logo in white text in the middle.

1.1.7. Customized Performance Tech Sports Polo Shirts

Manufacturer: 4imprint Inc., Item Number 118761-M-E or equal to

Shirt: Navy Blue. Fabric: 4-oz polyester double knit. Moisture-wicking. Snag-resistant. Self-fabric collar. Three-button placket with dyed-to-match buttons. Set-in sleeves. Double-needle stitching at open cuffs and hem. Embroidered with green Illinois Tollway logo on the left (pocket side).

Men’s sizes Small, Medium, Large, X-Large, XX-Large, 3X-Large.

1.1.8. Customized Cotton Tee Shirts

Manufacturer: 4imprint Inc., Item Number 590-M-S-C or equal to

Shirt: Line Green. Fabric: 6-oz 100%. Crewneck. Rib-knit collar. Shoulder-to-shoulder neck taping.

Set-in sleeves. Double-needle stitching. Open cuffs and hem. Imprint with Illinois Tollway logo in navy blue on the right.

Men’s sizes Small, Medium, Large, X-Large, XX-Large, 3X-Large.

1.1.9. Customized 1” Lanyards

Manufacturer: 4imprint Inc., Item 110303-40 or equal to

Lanyard: Light Green color. Material: Polyester. Attachment: Metal swivel snap hook (badge strap).

Buckle clip closure. Neck clasp. Size: 40’’ Length x 1’’ Width. Imprinted with Illinois Tollway logo in black letters.

1.2. LOGO: Illinois Tollway’s logo and or branding will be provided to the selected vendor.

RFQ 26-1268 / SP Promotional and Retirement Items Page 3

1.3. DIGITAL PROOFS:

1.3.1. Vendor shall provide all required digital proof within seven (7) business days after the effective date of the contract execution, unless otherwise mutually agreed in writing, to remain responsive and responsible.

1.3.2. Vendor shall send all digital proofs via email to arisa@getipass.com for review and approval prior to production.

1.3.3. The Illinois Tollway reserves the right to modify the design, provided that such modification does not result in a change to the contract price.

1.4. BRAND NAME OR EQUAL: All 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 vendor 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.

1.5. QUANTITIES: It shall be expressly understood by the vendor that the estimated bid quantities specified in the contract documents are for determining the lowest bid and establishing unit prices.

The Illinois Tollway may, over the term of the Contract, place orders for more or fewer than the estimated quantities stated. The Illinois Tollway does not guarantee that any minimum number of quantities shall be ordered from the Vendor. The estimated quantities of this contract shall be based on the terms of the contract; prices shall remain firm for the term of the contract. The decision to pre-order and hold any inventory rests solely with the Vendor.

1.6. ORDER CONFIRMATION: Vendor shall provide order acknowledgement including item specifications, quantities, pricing, and estimated delivery times. Vendor shall provide the acknowledgment via email to arisa@getipass.com.

1.7. 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 days from the termination date of the contract even though the vendor does not hold the contract at the time the return is made.

1.8. 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

RFQ 26-1268 / SP Promotional and Retirement Items Page 4 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.

1.9. 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 at no additional cost 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. Furthermore, the Illinois Tollway shall not pay for any restocking.

1.10. MILESTONES AND DELIVERABLES:

1.10.1. INVOICES: Vendor shall submit itemized invoices within fifteen (15) business days of each delivery to the Illinois Tollway. Invoices shall be marked to the attention of the Contract

Invoice Administrator and delivered to the Illinois Tollway, P.O. Box 3094, Lisle, IL 60532, or FinanceInvoices@getipass.com.

1.11. VENDOR/STAFF SPECIFICATIONS: This section is left blank intentionally.

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

8:30 a.m. through 3:00 p.m. CT to the following location: Illinois Tollway, 2700 Ogden Ave., Downers Grove, IL 60515, Attention: Ashley Risa.

1.12.1. DELIVER IN FULL: Vendor shall agree to deliver all items in full by the agreed delivery date.

The Illinois Tollway reserves the right to cancel the order for any item that fails to meet the agreed delivery date.

1.12.2. PACKING SLIPS: The awarded Vendor shall present priced packing slips with each delivery.

Packing slips shall show a detailed listing of the following: line-item number, size if applicable, description, quantity shipped and quantity backordered. Packing slips shall also include the Illinois Tollway’s Systems, Applications, and Products in Data Processing (SAP), an Enterprise Resource Planning (ERP) purchase order number that will be provided to the awardee.

2. TERM AND TERMINATION

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

This term is for administrative purposes only.

mailto:FinanceInvoices@getipass.com

RFQ 26-1268 / SP Promotional and Retirement Items Page 5

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)

3.2 INVOICING INFORMATION

Vendors 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.

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

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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 26-1268 / SP Promotional and Retirement Items Page 7

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 vendor who submits the lowest total price.

NOTES TO ALL VENDORS:

• Vendors must enter unit pricing in BidBuy to be considered.

• Vendors shall bid on all line items to be considered.

• If submitting pricing for “equal to” products, vendors must upload documentation in BidBuy that identifies the proposed “equal to” brand name and corresponding specifications.

Acceptable formats include PDF, JPEG, or Word. Hyperlinks or HTML formats will not be accepted. Unless otherwise stated in their BidBuy quote, vendors are required to provide the requested brand name information.

• All line-item unit pricing shall be inclusive of materials, design, digital proofs, setup fees (if applicable), and shipping and handling charges, etc.

• There are no Item #7-9 in BidBuy.

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

BidBuy

Item # Description

Estimated

Quantity/ UOM Image Sample

1 Classic wood plaque with a black engraving plate with gold trim, gold print and gold engraving with Illinois Tollway logo, two signatures, retiree name, and years of service.

• Product #: PLCLWD79

• Brand Name: Crown Awards or equal to

200 / Each

RFQ 26-1268 / SP Promotional and Retirement Items Page 8

Item # Description

Estimated

Quantity/ UOM Image Sample

Specify “equal to” Brand Name: Vendor must enter in the “Alternative Description” field in BidBuy

Specify “equal to” Product #: Vendor must enter in the “Alternative Description” field in

BidBuy

2 0.5 oz Hand Sanitizer with Cozy Clip Jacket

(Case) imprinted with white Illinois Tollway logo.

• Item #: TUROG-HKZIZ

• Brand Name: It’s A Wrap Promotional

Products Limited or equal to

500 / Each

Specify “equal to” Brand Name: Vendor must enter in the “Alternative Description” field in BidBuy

Specify “equal to” Product #: Vendor must enter in the “Alternative Description” field in

BidBuy

3 Hard hat stress balls imprinted with green

Illinois Tollway logo.

• Item #: HNLLI-PLPBP

• Brand Name: It's A Wrap Promotional

Specify “equal to” Product #: Vendor must enter in the “Alternative Description” field in

BidBuy

4 Highlighters imprinted with white Illinois

Tollway logo.

• Item #: 2386

• Brand Name: 4imprint or equal to

2,500 / Each

Specify “equal to” Product #: Vendor must enter in the “Alternative Description” field in

RFQ 26-1268 / SP Promotional and Retirement Items Page 9

Item # Description

Estimated

Quantity/ UOM Image Sample

5 24-ounce plastic water bottles imprinted with white Illinois Tollway logo.

• Item #: CPN-559355242

• Brand Name: It’s A Wrap Gifts &

Promotions or equal to

650 / Each

Specify “equal to” Product #: Vendor must enter in the “Alternative Description” field in

BidBuy

6 Canvas tote bags imprinted with white

Illinois Tollway logo.

• Product #: EUQNG-GHYUD

• Brand Name: It’s a Wrap Promotional

1,000 / Each

Specify “equal to” Product #: Vendor must enter in the “Alternative Description” field in

BidBuy

10 Navy blue performance tech sports polo shirts embroidered with green Illinois

Tollway logo.

• Size: Small

• Product #: 118761-M-E

10 / Each

Specify “equal to” Product #: Vendor must

RFQ 26-1268 / SP Promotional and Retirement Items Page 10

Item # Description

Estimated

Quantity/ UOM Image Sample

11 Navy blue performance tech sports polo shirts embroidered with green Illinois

Tollway logo.

• Size: Medium

• Product #: 118761-M-E

Specify “equal to” Product #: Vendor must enter in the “Alternative Description” field in

BidBuy

12 Navy blue performance tech sports polo shirts embroidered with green Illinois

Tollway logo.

• Size: Large

• Product #: 118761-M-E

Specify “equal to” Product #: Vendor must enter in the “Alternative Description” field in

BidBuy

13 Navy blue performance tech sports polo shirts embroidered with green Illinois

Tollway logo.

• Size: X-Large

• Product #: 118761-M-E

Specify “equal to” Product #: Vendor must

RFQ 26-1268 / SP Promotional and Retirement Items Page 11

Item # Description

Estimated

Quantity/ UOM Image Sample

14 Navy blue performance tech sports polo shirts embroidered with green Illinois

Tollway logo.

• Size: XX-Large

• Product #: 118761-M-E

5 / Each

Specify “equal to” Product #: Vendor must enter in the “Alternative Description” field in

BidBuy

15 Navy blue performance tech sports polo shirts embroidered with green Illinois

Tollway logo.

• Size: 3X-Large

• Product #: 118761-M-E

5 / Each

Specify “equal to” Product #: Vendor must enter in the “Alternative Description” field in

BidBuy

16 Cotton tee shirts imprinted with navy blue

Illinois Tollway logo.

• Size: Small

• Product #: 590-M-S-C

20 / Each

Specify “equal to” Product #: Vendor must

RFQ 26-1268 / SP Promotional and Retirement Items Page 12

Item # Description

Estimated

Quantity/ UOM Image Sample

17 Cotton tee shirts imprinted with navy blue

Illinois Tollway logo.

• Size: Medium

• Product #: 590-M-S-C

Specify “equal to” Product #: Vendor must enter in the “Alternative Description” field in

BidBuy

18 Cotton tee shirts imprinted with navy blue

Illinois Tollway logo.

• Size: Large

• Product #: 590-M-S-C

Specify “equal to” Product #: Vendor must enter in the “Alternative Description” field in

BidBuy

19 Cotton tee shirts imprinted with navy blue

Illinois Tollway logo.

• Size: XL

• Product #: 590-M-S-C

Specify “equal to” Product #: Vendor must

RFQ 26-1268 / SP Promotional and Retirement Items Page 13

Item # Description

Estimated

Quantity/ UOM Image Sample

20 Cotton tee shirts imprinted with navy blue

Illinois Tollway logo.

• Size: XX-Large

• Product #: 590-M-S-C

Specify “equal to” Product #: Vendor must enter in the “Alternative Description” field in

BidBuy

21 Cotton tee shirts imprinted with navy blue

Illinois Tollway logo.

• Size: 3X-Large

• Product #: 590-M-S-C

Specify “equal to” Product #: Vendor must enter in the “Alternative Description” field in

BidBuy

22 1’’ Lanyards imprinted with black Illinois

Tollway logo.

• Product #: 110303-40

Specify “equal to” Product #: Vendor must

RFQ 26-1268 / SP Promotional and Retirement Items Page 14

COMPANY NAME:

PRICE(S) QUOTED BY:

ESTIMATED DAYS OF

DELIVERY TIMELINE FOR

DIGITAL PROOFS AFTER

CONTRACT EXECUTION:

ESTIMATED DAYS OF

DELIVERY TIMELINE FOR

FINISHED PRODUCTS

AFTER FINAL DIGITAL

PROOF:

DATE:

SIGNATURE: