DSF Ice - RFQ - .doc

J.B. Pritzker, Governor

John Sullivan, Director

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

AGENCY:

IL Department of Agriculture

ADDRESS:

John R. Block Building, 801 E. Sangamon Ave.

CITY/STATE/ZIP:

Springfield, Illinois 62794-9281

CONTACT:

Michelle Grimsley

PHONE:

(217) 524-7030

FAX:

(217) 785-4505

EMAIL:

michelle.grimsley@illinois.gov

Goal: The Illinois Department of Agriculture is extending an invitation to all registered small business vendors to supply Bagged Ice as a vendor at and during the 2019 DuQuoin State Fair (DSF) Friday, August 23 through September 2, 2019 to State Fair operations and Vendors/Concessionaires and Campers.

Specifications:

· Vendor’s business shall specialize in producing and distributing a large amount of ice on a regular basis.

· DSF will provide Vendor with square footage in a designated rental location on the Fairgrounds to supply ice services

· Vendor(s) will pay the DSF a flat fee of $1,000 for the privilege of providing these services during the 2019 DSF

· Upon execution, a non-refundable $500.00 deposit is due to DuQuoin State Fair, 655 Executive Drive DuQuoin, Illinois 62832

· The remaining $500.00 shall be due to DuQuoin State Fair on, or before, September 2, 2019

· Vendor shall supply approximately 2,000 bags (estimated) of packaged (bagged) ice

· Each bag shall contain twenty-two (22) pounds of ice for Fair operations and Concessionaires

· Ice shall be made from potable water and the bags shall be sealed by a ring closure or other acceptable method common to the industry

· Vendor shall be expected to stock merchandisers (merchandisers will be provided) with sufficient quantities before 9:00am each day

· Vendor shall have an adequate amount of ice, or a way to transport an adequate amount daily to fill all merchandisers. Ice should be available upon request at all times.

· Vendor must be responsible for staffing designated rental location from at least 8:00 a.m. – 7:00 p.m. beginning Friday, August 23rd through, Monday, September 2, 2019

· Vendor must be responsible for securing their allotted designated rental area

· DSF is not held liable for any loss or damage to the equipment or property while on State Property

· Vendor shall submit an itemized invoice for number of bags used by DSF

· Vendor shall be responsible for collecting money directly from Concessionaires (not a DSF expense)

· All quantities are an estimate based off last years sales

22lb bagged ice, sealed sold to State Fair operations

22lb bagged ice, sealed sold to Concessionaires

Award: Award will go to lowest cost vendor that meets all specifications within this request for quote.

Delivery: Vendor to provide services at the DuQuoin State Fair from August 23, 2019 through September 2, 2019.

**Should a vendor find discrepancies in the specification within SOW or be in doubt as to the meaning or intent of any part thereof, the vendor shall request clarification from the buyer in writing, by 10:00 a.m. Tuesday, August 13, 2019. Any changes to the RFQ that result from such a clarification request, will be communicated through a posted amendment within Bidbuy.

Vendors Quote Total:

_______________________________________ Date:

Vendors Name:

Vendors Address: ______________________________________________________________________________

City/State/Zip

Phone: ______________________________________ Email: ____________________________________________

Bidbuy Vendor ID _______________ IL Procurement Gateway Number: __________________________________

Vendor Note: All Quoted prices must be valid for 90 days from date of submission. All prices must include shipping and handling charges. No price increased will be accepted. In the event of a price decrease, the agency is guaranteed to receive the lowest price. We reserve the right to reject all offers; to reject individual offers for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; and to waive minor defects. Vendor must agree to partial ship equipment in case of a delay on total order. Vendor may attach separate page describing his proposal for equipment or services. Winning vendor will be chosen on low total bid for all products/services.

Availability of Appropriation; Sufficiency of Funds.

This Agreement is contingent upon and subject to the availability of sufficient funds. The Department may terminate or suspend this Agreement, in whole or in part, without penalty or further payment being required, if (i) sufficient funds for this Agreement have not been appropriated or otherwise made available to the Department by the State or the Federal funding source, (ii) the Governor or the Department reserves funds, or (iii) the Governor or the Department determines that funds will not or may not be available for payment. The Department shall provide notice, in writing, to contracting party of any such funding failure and its election to terminate or suspend this Agreement as soon as practicable. Any suspension or termination pursuant to this Section will be effective upon the date of the written notice unless otherwise indicated. This Agreement may be terminated, in whole or in part, by Vendor without advance notice pursuant to a funding failure and Vendor may suspend this Agreement, in whole or in part, pursuant to a funding failure.

Equivalent Brands:

Equivalent brands will be considered provided descriptive literature and specifications accompany bid. Acceptability of equivalent items is determined by the Purchasing Agent. If any mandatory requirement is not met, or requested information is not provided, the entire bid will not be considered. If all responding vendors fail to meet a mandatory, that mandatory may, at the sole discretion of the State, be removed so the evaluation process may continue.

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