Microfilm RFQ~2.docx

ILLINOIS STATE BOARD OF EDUCATION

REQUEST FOR QUOTE (RFQ)

RFQ Specifications:

The Illinois State Board of Education (ISBE) is seeking a vendor to provide annual maintenance on microfilm machines on an as needed basis at ISBE’s Springfield office. Office is located in the Alzina Building at 100 North First St, Springfield, IL 62777. Below is a list of the equipment that will need maintenance:

· Kardveyer-5474

· Lektriever-1152

· MP90-32100312

· MS400-AB305978

· MS400-AB305034

· MS800-BY300538

· MS800-BY300540

Properly trained technicians should have a minimum 2 years’ working knowledge of microfilm machines and electronic filing systems as well as servicing and maintaining microfilm machines and electronic filing systems.

Expenses:

Vendor’s price quote must be an hourly rate inclusive of all labor, materials and travel expenses. Estimated number of hours to be performed is a total of 120 hours (40 hours per year).

Effective Dates:

The term of this contract will be from: July 1, 2021 through June 30, 2024

Insurance:

Vendor shall, at all times during the Term of this Contract and any renewals or extensions, maintain and provide a Certificate of Insurance naming the State as an additional insured for all required bonds and insurance. Certificates may not be modified or canceled until at least thirty (30) days’ notice has been provided to the State. Vendor shall provide: (a) General Commercial Liability insurance in the amount of $1,000,000 per occurrence (Combined Single Limit Bodily Injury and Property Damage) and $2,000,000 Annual Aggregate; (b) Auto Liability, including Hired Auto and Non-owned Auto (Combined Single Limit Bodily Injury and Property Damage), in amount of $1,000,000 per occurrence; and (c) Worker’s Compensation Insurance in the amount required by law; (d) a Professional Liability Insurance Policy with a limit of liability not less than $1,000,000 for each claim, and not less than $1,000,000 in the aggregate on an annual basis, for errors, omissions or negligent acts arising out of the performance of (or the failure to perform) professional services hereunder such as, but not limited to: systems analysis, system design, programming, data processing, consulting, system integration and information services. The Professional Liability coverage shall include contractual liability coverage in support of the Vendor’s indemnification agreements in favor of ISBE, shall be written on a “claims made” basis and must be maintained for a period of not less than three (3) years following the date of final payment to the Vendor for all such Services. The Vendor shall cause all of its subcontractors to purchase and maintain insurance coverages identical to those required of the Vendor hereunder. Insurance shall not limit Vendor’s obligation to indemnify, defend or settle any claims.

Upon execution of this Agreement, the Contractor shall provide a copy of certificate of insurance evidencing the coverage described in this Section. The policy specified above shall be placed with an insurance company reasonably acceptable to ISBE.

Quotes Must Include:

All-inclusive hourly rate for an estimated 120 hours of work Resume documenting minimum 2 years’ working knowledge of microfilm machines and electronic filing systems as well as servicing and maintaining microfilm machines and electronic filing systems Bids must be submitted electronically

Notes to Vendor:

· All quoted prices must be valid for 30 days from date of submission. All prices must include all charges.

· No price increases will be accepted. In the event of a price decrease, the agency is guaranteed to receive the lowest price.

· ISBE reserves 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 certifies that information technology, including electronic information, software, systems and equipment, developed or provided under this contract comply with the applicable requirements of the Illinois Information Technology Accessibility Act Standards as published at (www.dhs.state.il.us/iitaa) 30 ILCS 587.

· Please note that all ISBE payments are processed by the Illinois Office of the Comptroller (IOC), ISBE is not responsible for the timeliness in which the IOC releases payment

· Vendors are encouraged to sign up for direct deposit with the IOC to ensure quicker payment processing: https://illinoiscomptroller.gov/vendors/direct-deposit-sign-up/ Vendor payments with the IOC can be tracked here: https://illinoiscomptroller.gov/vendors/

· Vendors are encouraged to register as a Small Business with the State of Illinois

· If you have questions about State of Illinois purchasing procedure, policy or payment please contact ISBE contact located below before placing your quote for consideration.

· Vendor may attach separate page describing its bid.

For Questions please contact: Jessica Crum at jcrum@isbe.net Telephone: 217-785-8777 or Fax 217-557-5839