FY21 Scope and Specifications for Bell and Howell Mail Inserter Machines and Software Final~1.docx

The Illinois Department of Revenue is soliciting 'Request for Quotes' for a 1-Year (12 month) maintenance and repair contract for the three (3) Bell and Howell Mail Inserter machines along with the Advanced User Interface (AUI) Software in located in the Agency's Mail Room at the Willard Ice Building, 101 W. Jefferson Street in Springfield, IL.

Scope:

1. Provide preventative maintenance inspections periodically through the year and 'as requested' repair/ emergency visits by IL Dept of Revenue for the listed Print Shop machines listed below.

2. Provide a Priority Unlimited Service maintenance package to include unlimited service to maintain the mail inserters in good reliable condition in accordance with the manufactures' performance specifications. Maintenance agreement to include labor necessary for replacement of parts, technical adjustments, cleaning and lubricating to machines; and provide the Bell and Howell Advanced User Interface (AUI) Software support.

3. Costs for replacement parts are not to be provided (or included) in this quotation.

NOTE:

a. Vendor will be required to procure and provide replacement parts, as recommended and authorized, at the vendor's cost plus 10%.

b. Vendor will be required to provide written cost estimate of repair with necessary replacement parts prior ordering or providing necessary repairs.

c. Vendor will be required to receive written authorization for any written cost estimate prior to beginning and completing the repair/replacements.

Proposed Contract Term (12 months) - State of Illinois' for the remainder of Fiscal Year 2021: Start Date - July 1, 2020 or Date of Execution if later End Date - June 30, 2021 Invoicing shall be as follows:

Annual Maintenance Inspections

a. Established schedule with Agency Representative

b. Completed in Standard Business days - Monday - Friday

c. Completed in Standard Business hours - 8:00 a.m. to 4:30 p.m.

Repair / Emergency Visits - Per occasion basis

a. Vendor response time required to be within four (4) business hours of service call

b. Vendor to provide trained service technician and provide authorized replacement parts

c. Vendor service call to include Labor / Travel

d. Emergency Out-of-Hours service calls will be based on the Vendor's hourly rates for overtime labor

Vendor Quote requested to provide quotation for the following mail inserter machines to be included in the maintenance and repair contract:

A. Bell & Howell Mail Inserter Equipment

1. Bell & Howell

2. Bell & Howell Mailstar 500 A583950 /03698A Quarterly Inspections $ x4 $

3. Bell & Howell Mailstar 500 A583951 /03699A Quarterly Inspections $ x4 $

4. Bell & Howell Advanced User Interface (AUI) Software Support for above Mailstar 500 Inserter Machines (annual cost):

5. Priority Unlimited Service maintenance package to include unlimited service calls during normal business days

· Weekdays: Monday-Friday

· Normal Business Hours: 8:00 a.m. to 5:00 p.m.

(annual cost): $ _

6. Applicable Administrative/ Overhead Fees: $ _

TOTAL MTCE INSPECTIONS: $ _

B. Out-of-Hour rates for requested on-site repair visit:

Hourly Rate

Minimum Hours

a. Out-of-Hours - 5:00 p.m. to 8:00 a.m.

and Saturday: $ _

b. Out-of-Hours - Sunday and Holiday: $ _

C. Complete attached documents & return with quotation:

a. Taxpayer Identification Number Page

b. Federal W-9

c. Forms A or B

NOTE: When applicable Shipping/Delivery Charges: Vendor will be required to list separately.

Please assume all applicable shipping and delivery charges to 101 W Jefferson Str., Springfield, IL 62702.

NOTE: Revenue reserves the right to have Awarded Vendor utilize State's UPS shipping account

Note – Only Electronic submissions will be accepted. (Please see attached CPO Notice 2020.06)

NOTES:

',, In order to be eligible for this procurement, vendor is required to complete the attached Federal W9, Taxpayer Identification Number information page and either Form A or B

· Bid proposal must include the vendor's FEIN and, if applicable, company names, FEIN's, addresses, phone and fax numbers of all subcontractors used for this job.

· Regarding Vendor Signatures on Contracts, please refer to attached COVID-19 Accounting Payroll Procedures dated 04-02-2020

· The Date should be the 'date of submission'.

‘,, Vendor must have 2 service technicians available within 50 miles.

',, Vendor must be in Tax compliance with applicable Illinois State tax requirements and must be current in payment of such taxes.

',, All quoted prices must be valid for 90 days from date of submission. All prices must include shipping and handling charges (if applicable).

',, In the event of a price decrease, the agency is guaranteed to receive the lowest price. ',, We reserve the right to reject all offers.

',, Winning vendor will be chosen on low total quote for maintenance /repair for the ALL above equipment.

BACKGROUND CHECK: Whenever the State deems it reasonably necessary for security reasons, the State may conduct, at its expense, criminal and driver history background checks of Vendor’s and subcontractors officers, employees or agents. Vendor or subcontractor shall immediately reassign any individual who, in the opinion of the State, does not pass the background check.

Please contact me with any questions regarding the above request. Thank you for your consideration.

Kenneth Irwin Dept. of Revenue Procurement Division Ph. (217) 872-1146 Fax: (217) 524-2551