RFQ 19-0181RRRR National Crane Aerial lift repairs.pdf

RFQ # 19-0181RRRR/National Crane Aerial Lift Repairs, Parts, and Services Page 1

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

RFQ # 19-0181RRRR / National Crane Aerial Lift Repairs, Parts, and Services

BIDBUY BID # 22-557THA-PROCU-B-24264

*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: Brian Chillmon, Senior Buyer

PHONE: 630-371-8511

EMAIL: BChillmon@getipass.com

Specifications and Requirements

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. SUPPLIES AND/OR SERVICES REQUIRED: The Illinois Tollway is seeking a vendor to provide authorized Original Equipment Manufacturer (OEM) aerial lift repair parts and services to perform repairs on the National Crane aerial lifts that the Tollway is unable to perform directly. The authorized OEM repair center(s) shall be located within a radius of eighty (80) miles from the Tollway’s Central Shop located at 3460 South Finley Road, in Downers Grove, Illinois. All repairs shall be performed at the awarded vendor’s authorized facility.

The OEM repair parts and services are brand-specific; no substitutions are allowed. Only OEM repair parts and services shall satisfy the requirements of this contract. This is not intended to limit or restrict competition but instead is needed in order to ensure compatibility and proper functionality with existing equipment. The Tollway currently uses National Crane brands and in order to ensure that the replacement parts are compatible with the existing system, the Tollway requires National Crane brands only.

1.1.1. Services Required: The Illinois Tollway currently operates two (2) National Crane aerial lifts. The types of repairs under this contract will be those that the Tollway’s experienced technicians cannot perform due to workload or uniqueness of the repair. As this contract is reactive to unexpected repairs, it is not possible to determine the absolute number of repairs that will be performed by the Vendor annually.

The Tollway estimates the total number of repairs for the term of the contract to be between one

(1) and two (2) repairs for National Crane Aerial Lifts.

mailto:BChillmon@getipass.com

RFQ # 19-0181RRRR/National Crane Aerial Lift Repairs, Parts, and Services Page 2

1.1.2. Repair Estimates and Repair Approval: All work shall require an estimate before a repair is performed.

The estimate shall be provided at no charge to the Tollway within forty-eight (48) hours of receipt of the unit. The Vendor shall receive written approval from the Tollway’s Fleet Manager (or authorized designee) before any repairs are performed. Should additional unforeseen repairs arise related to the initial repair, the Vendor shall contact the Fleet Manager and provide an updated estimate and receive the Tollway’s written approval before any repairs continue. Upon completion of the repairs, the unit shall be released to the Illinois Tollway. Unit(s) shall be released back to the Illinois Tollway immediately upon completion of the repair work. Under no circumstances shall an Illinois Tollway National Crane Aerial Lift be held at a repair center while awaiting payment.

In instances where the authorized National Crane Aerial Lift warranty repair requires components or the unit to be sent to a third-party repair center for a portion of the repairs, the Tollway shall allow for a Third-Party Repair Administrative fee. The Vendor shall verify the repair was sent to the third–party and was accurately performed prior to returning the unit to the Tollway. For this service, the Tollway shall allow the Vendor to invoice the Tollway for the cost of the third-party repairs with an Administrative Fee of up to 10% (reference Pricing Section Line 3) for said warranty work only. The third-party invoice (or copy) shall be provided to the Tollway with the Vendors’ invoice.

The Vendor shall provide a percent discount from the National Crane Aerial Lift manufacturer’s price list (Table 1) with a set labor hourly rate (Table 2) for the necessary repairs to the Tollway units (reference Pricing Section).

The awarded Vendor(s) shall provide proof of their cost for any necessary parts, upon request of the Tollway.

1.1.3. Quantities: It shall be expressly understood by the bidder that the estimated bid quantities specified in the contract documents are for the purpose of determining the lowest bid and to establish unit prices. The Tollway may, over the term of the Contract, place orders for more or fewer than the estimated quantities stated. Materials furnished under this contract shall be delivered in multiple deliveries as determined by the needs of the Illinois Tollway. The estimated quantities of this contract shall be based on a period of two (2) years; prices shall remain firm for the term of the contract.

1.1.4. Percent Discount From Manufacturer’s Price List For Repair Parts: The percent discount bid in Catalog

Percent Discount for Repairs shall remain in effect for the entire term of the contract and any subsequent renewals. The successful bidder shall supply the Tollway with two (2) Manufacturer’s Parts Price Lists for repair parts for the aerial lift brands within seven (7) business days after the notification of award. Copies shall be current and effective as of the contract start date. In the event the catalog is not available in paper format, the Vendor may provide this information in CD-ROM form compatible with any current Windows platform or a website accessible by Tollway personnel. During the initial term of the Contract and any subsequent renewals, 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 Purchasing Department and 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:

RFQ # 19-0181RRRR/National Crane Aerial Lift Repairs, Parts, and Services Page 3

Attention: Purchasing Department # 19-0181RRRR National Crane Aerial Lift Repairs, Parts, and Services

2700 Ogden Avenue Downers Grove, IL 60515

1.1.5. Hourly Rates: The awarded contract shall be a time and materials contract. Regular hourly rates shall include the period from 8:00 a.m. to 5:00 p.m. CT, Monday through Friday. Emergency hourly rates shall include all other hours not defined above, including overnight, weekend, and holiday hours.

Emergency rates shall be invoiced at one and one-half times the hourly rate.

1.1.6. Warranty: All lift repairs shall be warrantied for one (1) year from the date of delivery. The warranty shall include all parts, materials, and labor at no additional cost to the Tollway. Vendor shall begin warranty repairs within 48 hours of notification from the Tollway. Vendor shall complete warranty repairs as quickly as possible, and send updates to the Tollway every 48 hours with regards to the status of the repairs. If the Tollway agrees that a unit needs to be returned to the Vendor for a major repair, the Vendor shall be responsible for the transportation, as the Vendor shall be the repair center performing the warranty work.

1.1.7. Related Performance Standards: All material used shall match existing materials identified above or as found. All equipment, materials, and installation work shall comply with the above specifications, the Illinois Occupational Safety and Health Administration (OSHA) standards, and relevant Illinois Building Codes.

1.1.8. Standards of Performance: The Vendor shall perform, or cause to be performed, all Work required of it under the terms and conditions of the Contract with that degree of skill, care, and diligence normally exercised by an experienced vendor performing work in projects of a scope and magnitude comparable to this project. The Vendor shall use reasonable efforts to assure timely and satisfactory completion of the work. The Vendor shall at all times act in the best interest of the Tollway. The Vendor shall perform or cause to be performed, all work in accordance with the terms and conditions of this Contract and to the reasonable satisfaction of the Tollway.

1.1.9. Insurance: The Vendor shall procure and maintain for the duration of the contract, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work by the Vendor, his/her agents, representatives, employees or subcontractors. Work shall not commence until insurance required by this section has been obtained and documentation submitted to the Tollway for acceptance. All coverages must be with Insurance Companies with an A.M. Best Company financial strength rating of “A minus” or better. Insurance coverage shall not limit Vendor’s obligation to indemnify, defend or settle any claims.

A. Minimum Scope of Insurance Coverage shall be at least as broad as:

1. Commercial General Liability coverage on an unmodified, Insurance Service Office “Occurrence” form, current edition or an alternative form providing equivalent protection.

2. Automobile Liability on an unmodified, Insurance Service Office form, current edition or an alternative form providing equivalent protection.

3. Worker’s Compensation insurance as required by the State of Illinois and include Employers Liability.

B. Minimum Limits of Insurance Contractor or vendor shall maintain no less than:

RFQ # 19-0181RRRR/National Crane Aerial Lift Repairs, Parts, and Services Page 4

1. Commercial General Liability: $1,000,000 each occurrence for bodily injury, personal injury, and property damage and $2,000,000 general aggregate and $2,000,000 products/completed operations aggregate.

2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage.

3. Worker’s Compensation and Employers Liability: Statutory Limits with Employers Liability limit of not less than $500,000 per occurrence.

The Illinois State Toll Highway Authority, including all appointed officials and employees, shall be named “Additional Insured” as part of the commercial general liability and automobile liability coverage. This coverage shall be primary for the Additional Insured and not contributing with any other insurance or similar protection available to the Additional Insured, whether said other coverage be primary, contributing or excess.

All deductibles or self-insured retentions must be declared and recognized by the Authority. Proof of insurance shall include originals of the applicable “additional insured” endorsements for approval of the Authority. Any failure by the Authority to request proof of insurance will not waive the requirement of maintenance of minimum protection specified.

1.2. MILESTONES AND DELIVERABLES: The repair centers shall initiate repairs within seventy-two (72) hours of notification of the Tollway and expedite repairs to ensure the repairs are completed in a timely manner acceptable to the Tollway. In the event the Vendor must order replacement parts, the Vendor shall notify the Tollway of the expected delivery of the parts and completion of the repairs. The Vendor shall initiate and complete all repairs as quickly as possible. If the Vendor expects a delay in repairing a unit, the Vendor shall communicate with the Tollway’s Fleet Manager immediately.

1.2.1. Invoices: The Vendor shall submit itemized invoices within fifteen (15) 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, P.O. Box 3094, in Lisle, IL 60532 or email: FinanceInvoices@getipass.com.

1.3. VENDOR/STAFF SPECIFICATIONS: The Vendor shall be an authorized National Crane repair center. The Vendor’s staff shall have a minimum of five (5) years of experience and shall provide a letter of certification upon request of the Tollway, in performing the types of repairs outlined in this contract. The Vendor shall provide a letter of certification upon request of the Tollway, as proof of being an authorized National Crane original equipment manufacturer (OEM) warranty repair center.

1.4. TRANSPORTATION AND DELIVERY: For all estimates or repairs needed for the lifts, the Illinois Tollway shall deliver the lift to the Vendor repair centers and pick-up when repairs are completed.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: This contract has an initial term of two (2) years commencing upon November 8, 2021 or upon the last dated signature of the parties, whichever is later.

2.2 RENEWAL: This Contract may not be renewed unless the renewal period(s) and any applicable conditions are shown below. The renewal shall be subject to the same terms and conditions as the original Contract mailto:FinanceInvoices@getipass.com

RFQ # 19-0181RRRR/National Crane Aerial Lift Repairs, Parts, and Services Page 5 unless otherwise stated below. Renewal pricing is shown below. However, the Contract may not renew automatically, nor may the contract renew solely at the Vendor’s option.

The State reserves the right to renew for a total of two (2) years in one of the following manners:

a) One renewal covering the entire renewal allowance,

b) Individual one-year renewals up to and including the entire renewal allowance, or

c) Any combination of full or partial-year renewals up to and including the entire renewal allowance.

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) 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 will be required to complete a contract along with applicable forms and disclosures. The required forms are as follows, and are not required at the time of bid submission.

They may be located on the CPO’s website at:

https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx

RFQ # 19-0181RRRR/National Crane Aerial Lift Repairs, Parts, and Services Page 6

FORMS A

Complete this section if you are not using an Illinois Procurement Gateway (IPG) Registration #

OR

FORMS B

Complete this section only if you are using an IPG Registration #

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 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 _

“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: Procurement P.O. Box 3094

Lisle, Illinois 60532-8094 Email: FinanceInvoices@getipass.com mailto:FinanceInvoices@getipass.com

RFQ # 19-0181RRRR/ National Crane Aerial Lift Repairs, Parts, and

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 Tollway is guaranteed to receive the lowest price.

If the Tollway issues an award, the award will be made to the Responsive/Responsible bidder who submits the lowest total bid. Bidders shall bid all line items to be deemed responsive.

PRICING:

METHOD AND RATE OF COMPENSATION: Pricing shall be submitted in the following format: Vendor shall bid on all items.

Failure to bid on all items shall result in a disqualified bid. The estimated quantities of this contract shall be based on a period of two (2) years; prices shall remain firm for the term of the contract.

As the Tollway does not know the potential bidder’s labor rate or parts discount rate, or the number of repairs to be performed under this contract; the estimated quantities in all tables are to provide the Tollway dollar values used to establish a contract. It shall be expressly understood by the bidder that the estimated bid quantities specified in the contract documents are for the purpose of determining the lowest bid and to establish unit prices. The Tollway may, over the term of the Contract, place orders for more or fewer than the estimated quantities stated.

NATIONAL CRANE AERIAL LIFT

Vendor shall provide Hourly Rates for repairs to the National Crane Aerial Lifts. The Illinois Tollway reserves the right to reject a bid if the Hourly Rates are found to be unreasonably inflated. To calculate total, bidder shall multiply the Estimated Hours by the Hourly Rate to arrive at the Total Hourly Rate. Regular hourly rates shall include the period from 8:00 a.m. to 5:00 p.m. CT, Monday through Friday. Emergency hourly rates shall include all other hours not defined above, including overnight, weekend, and holiday hours. Emergency rates shall be invoiced at one and one-half times the hourly rate. The Estimated Hours listed below are for the duration of the contract.

Table 1 – National Crane Aerial Lift Repairs Hourly Rates for Repairs

Hourly Labor Rate Schedule and Time

Estimated Hours

Hourly Rate

Total Hourly Rate (Estimated Hours x

Hourly Rate)

Regular Services

Monday Through Friday 8:00 am – 5:00 pm

40 $ $

Emergency Services

Monday Through Friday - 5:01 pm – 7:59 am

Saturday, Sunday and Holiday - All Day

15 $ $

Table 1 - Hourly Rates for Repairs Total: $

Table 2a – National Crane Aerial Lift Catalog Percent Discount for Repairs The Illinois Tollway is also seeking a percent discount from manufacturer’s list price for all other items that the Tollway may purchase throughout the contract term. Bidder shall enter the discount from manufacturer’s list price in the pricing table below. Bidder is to determine the amount of discount from the manufacturer’s published list price that they are willing to provide the Tollway. This price shall be applied to all items and parts purchased utilizing this contract. To complete the Pricing Table below the Bidder shall multiply the “Estimated Usage” by “Percent Discount off Dollar Amount” to obtain the “Dollar Amount of Percent Discount.” To obtain the “Extension,” subtract the “Dollar Value of Percent Discount” from the “Estimated Usage.” For example; $60,000.00 (“Estimated Usage”) x 1% (“Percent Discount”) = $600.00 (“Dollar Value of Percent Discount”). To obtain the “Extension,” $60,000.00 (“Estimated Usage”) - $600.00 (“Dollar Value of Percent Discount”) = $59,400.00 (“Extension”).

Table 2a – National Crane Aerial Lift Catalog Percent Discount for Repairs

Line

Description

Usage

Percent Discount from the

Manufacturer’s List Price

Dollar Amount of Percent Discount (Estimated Dollar

Amount x Percent Discount off Dollar

Amount)

Extension

(Estimated Usage

– Dollar Amount of Percent Discount)

2a

National Crane Aerial Lift OEM Parts:

$10,000.00

Table 2b – Administrative Fee for National Crane Aerial Lift Calculate the “Dollar Value of Administrative Fee” by multiplying the “Estimated Usage” and “Percentage Amount” used as the Administrative Fee. Then add the Dollar Amount of the Administrative Fee to the Estimated Usage to arrive at the Extension. For example $1,000 x 1% = $10. $1,000 + $10 = $1,010.00, the Extension. For this service, the Tollway shall allow the Vendor to invoice the Tollway for the cost of the third-party repairs with an Administrative Fee of up to 10%

Table 2b – Administrative Fee for National Crane Aerial Lift

Line

Description

Usage

Administrative Fee (Percentage Amount up to

10%)

Dollar Amount of Administrative Fee (Estimated Usage x Administrative Fee)

Extension (Estimated Usage + Dollar Amount of

Administrative Fee)

2b

Third-Party Repair Administration Fee per Occurrence (refer to Section 1.1.2):

$1,000.00

Total (Lines 2a and 2b):

NATIONAL CRANE AERIAL LIFT PRICING SUMMARY

Total Table 1 (Line 1)

Total Table 2 (Tables 2a and 2b)

Total (Tables 1, 2a and 2b)

Expiration Date:

IPG Registration Number:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: