26-1335R_RFQ 20K and Over_Door Locks Hardware and Accessories.pdf

RFQ #26-1335R / Door Locks, Hardware and Accessories Page 1

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

RFQ #26-1335R / Door Locks, Hardware and Accessories

BIDBUY BID #B-54401

*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: Betrice Lowe, Contract Negotiator

PHONE: 630-437-1536

FAX: 630-795-7908

EMAIL: bllowe@getipass.com

Specifications and Requirements

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1.1. SUPPLIES AND/OR SERVICES REQUIRED: The Illinois Tollway (“Tollway”) is seeking a vendor to provide and deliver various Door Locks, Lock Hardware, and Accessories to be used in all facility locations throughout the Tollway system. Door Locks, Lock Hardware, and Accessories include, but are not limited to; cylinders, locks, keys, exit devices, electronic strikes, door closures, and padlocks.

1.1.2. Where indicated the Original Equipment Manufacturer (OEM) Door Locks, Lock Hardware, and Accessories are brand-specific and no substitution will be allowed. This is not intended to limit or restrict competition but instead is needed in order to ensure compatibility and proper functionality of the current Tollway system doors. The various Brand Names required are: Best, Sargent, Von Duprin, Folger Adams, Hes/Assa Abloy, LCN (Lewis Carey Norton), Norton Rixson, Husky, Rixon, Schlage, llco, American, Lyon, Alsteel, Penco, Tennseco, Aurora, Telkey, MMK (Mighty Mule Keypads), and HPC/Hudson Lock. Where indicated, vendors may provide Fort CCI or equal to and American Padlock or equal to items. The Tollway will make the final determination as to whether the “or equal to” items are acceptable.

mailto:bllowe@getipass.com

RFQ #26-1335R / Door Locks, Hardware and Accessories Page 2

1.1.3. 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 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. Items furnished under this contract shall be delivered in multiple deliveries as determined by the needs of the Illinois Tollway. The estimated usage in this contract shall be based on a period of three (3) years; percent discounts 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 shall remain in effect for the entire term of the contract. The successful bidder shall supply the Tollway a copy of the 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. The Vendor may provide this information in electronic format. During the initial term of the Contract, 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’s Using Department. Price supplements 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 Pete Stocco at pstocco@getipass.com.

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

1.1.6. Backorders: Electronic or written notification of backordered items shall be sent immediately to the Tollway. For any backorders 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 backorder or the Tollway may submit a request for a substitute.

1.1.7. 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

RFQ #26-1335R / Door Locks, Hardware and Accessories Page 3 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 the contract.

1.2. MILESTONES AND DELIVERABLES:

1.2.1. INVOICES: The vendor shall submit itemized invoices withing fifteen (15) business 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, Illinois 60532.

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 (OEM). Further, the vendor shall be capable of furnishing original product warranty and manufacturer’s related services such as product information, product recall notices, etc.

1.4. SHIPPING AND DELIVERY: Deliveries shall be made within ten (10) business days after receipt of an order. Delivery shall be made to the Illinois Tollway’s Central Carpentry Shop located at 3460 Finley Road, Downers Grove, Illinois 60515, during the business hours of 8:30 am and 2:00

pm. Central Time, Monday through Friday.

1.5. SUBCONTRACTING: Subcontractors are allowed.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The duration of this contract shall be for a period of three (3) years, commencing on November 9, 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 noncompliance be remedied within the period of time specified

RFQ #26-1335R / Door Locks, Hardware and Accessories Page 4 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)

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_____________

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

RFQ #26-1335R / Door Locks, Hardware and Accessories Page 5

“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 #26-1335R / Door Locks, Hardware and Accessories 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 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.

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

Catalog / Percent Discount: The Illinois Tollway is seeking a percent discount from manufacturers’ list price for all items that the Tollway may purchase throughout the contract term. Vendor shall determine the amount of discount from the manufacturers’ published list price they are willing to provide the Tollway.

This price shall be applied to all items and parts purchased utilizing this contract.

Vendor Shall Bid on All Items to be Considered Responsive: The Tollway is providing the vendor information on the table below for determining a low bidder. Failure to bid on all items shall result in a disqualified bid. The estimated usage for this contract shall be based on a period of three (3) years; prices shall remain firm for the term of the contract.

Vendors shall enter their percent discount in BidBuy.

RFQ #26-1335R / Door Locks, Hardware and Accessories Page 7

Line

Description

Manufacturer

Estimated Usage for Three-Year Initial

Term

Percent Discount from

Manufacturer’s Catalog Extension

1 Locksets Sargent $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into

BidBuy to be considered.

2 Locksets Best $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into BidBuy to be considered.

Cylinders and Key Blanks

Sargent $3,000

Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into

BidBuy to be considered.

4 Exit Devices Sargent $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into BidBuy to be considered.

5 Exit Devices Von Duprin $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into BidBuy to be considered.

6 Electric Strikes Folger Adams $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into

BidBuy to be considered.

7 Electric Strikes Hes/Assa Abloy $3,000

Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into BidBuy to be considered.

8 Door Closures LCN (Lewis

Carey Norton / Allegion

$3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into

BidBuy to be considered.

9 Door Closures Norton Rixson $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into BidBuy to be considered.

10 Door Closures Husky $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into BidBuy to be considered.

11 Door Pivot Hinge Closures Norton Rixson $3,000

Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into

BidBuy to be considered.

12 Door Closures Sargent $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into

BidBuy to be considered.

13 Lockset Functions Schlage $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into BidBuy to be considered.

14 Combination Locks llco $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into BidBuy to be considered.

15 Padlocks American $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into

BidBuy to be considered.

16 Locker Parts Lyon $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be

RFQ #26-1335R / Door Locks, Hardware and Accessories Page 8

17 Locker Parts Alsteel $3,000 shall be entered into BidBuy to be considered.

$ All pricing shall be entered into

BidBuy to be considered.

18 Locker Parts Penco $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into BidBuy to be considered.

19 Locker Parts Tennseco $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into BidBuy to be considered.

20 Locker Parts Aurora $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into

BidBuy to be considered.

21 Key Boxes Telkey $3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into BidBuy to be considered.

22 Key Boxes MMK (Mighty Mule Keypads) $3,000

Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be entered into

BidBuy to be considered.

23 Key Boxes HPC/ Hudson Lock $3,000

Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be

Cabinet and Money Drawer

Locks

Fort CCI or

Equal to

$3,000 shall be entered into BidBuy to be considered.

$ All pricing shall be entered into BidBuy to be considered.

Cabinet and

Money Drawer Locks

American Padlock or Equal to

$3,000 Vendor’s percent discount shall be entered into BidBuy to be considered.

$ All pricing shall be

Emergency Break Glass Boxes

HPC/ Hudson

Lock

$3,000 shall be entered into BidBuy to be considered.

$ All pricing shall be

RFQ# 26-1335 / SP Door Locks, Lock Hardware & Accessories Page 9

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: