RFQ 20-0168R Henderson Brine trailers Final 9.16.21.docx

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

RFQ# 20-0168R / Henderson Brine Trailers Repairs, Parts and Services

BIDBUY BID # 21-557THA-PROCU-B-25301

*Quotes must be submitted no later than as published on the Bid in BidBuy.

Specifications and Requirements

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. SUPPLIES AND/OR SERVICES REQUIRED: The Illinois State Toll Highway Authority (ISTHA) is seeking a vendor to provide repairs, parts and services for both of its Henderson Brine Trailers. This contract shall encompass the types of repairs that the Tollways’s experienced technicians cannot perform due to the workload, uniqueness of the repair or when Tollway technicians do not have the proper tools or electrical diagnostic equipment.

The awarded vendor shall provide full line repair parts and services to the two (2) Tollway-owned Henderson Brine Trailers. All work shall require an estimate prior to a repair being performed. The estimate shall be provided at no charge to the Tollway within forty-eight (48) hours of inspecting the unit. The vendor shall receive written approval from the Tollway’s Fleet Manager (or authorized designee) prior to any repairs being performed (email approval shall be sufficient). Should additional unforeseen repairs arise related to the initial repair, the Vendor shall contact the Fleet Manager, or his designee, and provide an updated estimate and shall receive the Tollway's written approval prior to performing any additional repairs. Upon completion of the repairs, the unit shall be released to the Illinois Tollway. Under no circumstances shall the Illinois Tollway's Henderson Brine Trailer equipment be held at a repair center while awaiting payment.

The Tollway may elect to provide a portion of the replacement parts in lieu of purchasing them through this contract.

1.1.1. 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. The Tollway does not guarantee that any minimum number of quantities shall be ordered from the Vendor. 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. The decision to pre-order and hold any inventory rests solely with the Vendor.

1.1.2. HOURLY RATES (Group 1): The awarded contract shall be a time and materials contract. Regular hourly rates shall include the period from 8:00a.m. to 5:00 p.m. CDT, 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. Field repair rates begin at the time the Vendor arrives at the Illinois Tollway's facility and ends when the Vendor departs from the Illinois Tollway's worksite facility. Please refer to Section 1.4.1. for all Tollway facility locations.

1.1.2.1. This contract calls for the construction of a “public work”, within the meaning of the Illinois Prevailing Wage Act, 820 ICLS 130/.01 et seq. (“the Act”) or is a service contract subject to the prevailing wage requirements of the Illinois Procurement Code, 30 ILCS 500/25-60 (the “Code”). The Act requires contractors and subcontractors to pay laborer’s, workers and mechanics performing services on public works projects no less than the current “prevailing rate of wages” (hourly cash wages plus amount for fringe benefits) in the county where the work is performed. The Code requires vendors awarded certain service contracts to pay service workers no less than the general prevailing wage rates of hourly wages (hourly cash wages plus amount for fringe benefits) in the county where the work is performed. The Illinois Department of Labor publishes the prevailing wage rates on its website at http://labor.illinois.gov. The Illinois Department of Labor revises the prevailing wage rates and the contractor/subcontractor has an obligation to check the Illinois Department of Labor’s website for revisions to prevailing wage rates, please refer to the Illinois Department of Labor’s website. All contractors and subcontractors rendering services under this contract must comply with all requirements of the Act and Code, including but not limited to, all wage requirements and notice and record keeping duties.

1.1.3. CATALOG LINE ITEMS (Group 2): The percent discount bid in Table 2, Catalog Pricing, 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 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:

Illinois Tollway Attn: Procurement Department / Contract Administrator 2700 Ogden Avenue Downers Grove, Illinois 60515

1.1.4. ADMINISTRATIVE REPAIR FEE (Group 3): In instances where the Henderson Brine Trailer equipment components require servicing from a third-party for a portion of the repairs, the Tollway shall allow for a Third-Party Repair Administrative Fee. The Vendor shall verify the repair sent to the Third–Party as being completed accurately prior to returning the vehicle to the Tollway. For this service, the Tollway shall allow the Vendor to add an Administrative Fee of up to 10% to the cost of the Third-Party repair invoice. The Third-Party invoice (or copy) shall be provided to the Tollway along with the Vendor's invoice.

1.1.5. 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.

1.1.6. SAFETY: The Vendor and its suppliers shall perform the services in a safe and responsible manner. In the performance of the scope of work, the vendor shall shield all interior areas near the work area as required to protect Tollway personnel and property. Vendor shall at their own expense, conform to safety policies and regulations and comply with all specific safety requirements of the Occupational Safety and Health Act (OSHA) of 1970 and the Construction Safety Act of 1969 and all other related Acts.

1.1.7. PROTECTION OF PROPERTY: The Vendor shall conduct the work so as not to interfere with or hinder the daily activity within or around the designated work area that is established by the Tollway. If in the event, any damages (replacement, repairs) to existing property occur, the Vendor and/or its subcontractor is solely responsible for any expenses. Any scope of work that could impact personnel and/or property shall be scheduled and performed pursuant to the direction of the Tollway. Tollway Maintenance Building hours are 7:00 AM to 3:00 PM. Monday through Friday.

1.1.8. CLEAN UP:The Vendor shall, during the process of the work, remove and dispose of all materials and debris and keep the worksite and adjacent premises in a clean condition satisfactory to the Tollway. Upon completion of work, the Vendor shall remove all materials, tools and machinery and restore the site to the same condition that existed prior to the commencement of its operation.

1.1.9. WARRANTIED REPAIRS: All warrantied repairs shall be performed on-site at a Tollway location. 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.

1.1.10. 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.

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

a. Commercial Generai Liability coverage on an unmodified, Insurance Service Office "Occurrence" form, current edition or an alternative form providing equivalent protection-

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

c. Worker's Compensation insurance as required by the State of Illinois and include Employers liability.

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

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

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

c. 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 together with its officials, directors, and employees, shall be named “Additional Insured” as part of the commercial general liability and automobile liability coverage. These policies 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. Policies shall contain a waiver of subrogation waiving any rights of recovery that the insurer(s) may have against the Illinois Tollway and its officials, directors, and employees.

All deductibles or self-insured retentions must be declared and accepted by the Illinois Tollway. Proof of insurance shall include copies of the applicable “additional insured” endorsements for the review of and approval by the Illinois Tollway. Any failure by the Illinois Tollway to request proof of insurance shall not waive the requirement for procuring and maintaining the minimum insurance coverages specified.

1.2. MILESTONES AND DELIVERABLES:

1.2.1. Invoices: The Vendor shall present itemized invoices within fifteen (15) days of completion of work. Invoices shall be marked to the attention of the Contract Invoice Administrator and delivered to the Illinois Tollway, P.O. Box 3094, Lisle, Illinois 60532-8094, or emailed to FinanceInvoices@getipass.com.

1.2.2. Replacement Parts: 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 is expected to initiate the repairs within 48 hours 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.

1.2.3. Proof of Cost: The awarded Vendor shall provide proof of their cost for any necessary parts, upon request of the Tollway.

1.2.4. Winter Deliverables: During the winter months, November through March, all repairs to either of the Hendersen Brine Trailers shall be given top priority and the repairs must be completed as quickly as possible. The vendor shall provide 24 hour contact information and is required to respond to a Tollway location within 4 hours of a call during the winter months.

1.3. VENDOR/STAFF SPECIFICATIONS: The Vendor's staff working on Tollway equipment shall have a minimum of five (5) years of experience in performing the types of repairs outlined in this contract. Certifications of employees experience shall be supplied to the Tollway upon request.

1.3.1. The Vendor's employees shall follow all Henderson Brine Trailer and industry safe repair practices. The Vendor shall supply all manpower, tools, replacement parts, materials and supplies when facilitating a repair.

1.3.2. COVID-19 PROTECTIONS: In response to the COVID-19 pandemic, Governor J.B. Pritzker issued Executive Order 2021-22 and 2021-23. These Executive Orders mandate certain contractors shall use face coverings, have COVID-19 vaccinations, or undergo testing for COVID-19 when in indoor public places, Health Care Facilities, Schools, Institutions of Higher Education, and State-owned and operated congregate facilities. Vendor shall adhere to the requirements of these Executive Orders as applied by the Agency. The Agency may also implement vaccination or testing requirements that exceed those in the Executive Orders.

1.4. TRANSPORTATION AND DELIVERY: The vendor shall perform repairs to either of the Henderson Brine Trailers at any Tollway field location, or at the vendors facility. The Tollway shall work with the vendor to determine the best repair location on a case by case basis. Repair at the Tollway location is preferred.

1.4.1. If the Tollway elects to have the Henderson Brine Trailer repaired at the Vendor's repair center, the Tollway shall deliver and pick-up the unit to the vendor's repair center(s). Following is a list of the Tollway Facilities at which repairs may be performed:

Maintenance Building #1 – Alsip Tri-State Tollway I-294 Milepost 12.0 – Northbound Access from NB I-294 to SB Cicero Avenue ramp.

Access from SB I-294 Cicero to NB I-294 ramp.

Nearest intersection: Cicero Avenue and I-294 Address: 12600 S. Cicero, Alsip 60803

Maintenance Building #2 – Hillside 22nd Street & I-294 Milepost 29.8 – Northbound Access from NB I-294 to building entrance road Access from SB I-294 to Cermak Road East to NB I-294 Nearest intersection: Cermak Road and I-294 No official Postal address

Maintenance Building #3 – Park Ridge Tri-State Tollway I-294 Milepost 41.9 – Northbound Access from NB I-294 to building entrance road Access from SB I-294 to EB Irving Park road ramp Re-enter NB I-294 from Irving Park road to building entrance road Nearest Intersection: Touhy and I -94 On official Postal address

Maintenance Building #4 – Gurnee Tri-State Tollway I-94 Milepost 8.4 – Northbound Access from NB I-294 to WB Grand Ave (Rt 132) Access from SB I-294 to EB Grand Ave (Rt 132) to NB I-294 to WB Grand Avenue ramp.

Nearest Intersection: Grand Ave and I-94 No official Postal address

Maintenance Building #5 – Arlington Heights Northwest Tollway I-90 Milepost 68.3 Eastbound Access from WB I-90 to SB Rt. 53 (I-290) to EB I-90 ramp.

Access from EB I-90 to SB Rt. 53 (I-290) ramp.

Nearest Intersection: I-90 and Rt 53 (I-290) No official Postal address

Maintenance Building #6 – Marengo-Hampshire Northwest Tollway I-90 Milepost 41.9 - Northbound Access from WB I-90 to Rt. 20 Access from EB I-90 to Rt. 20 Nearest Intersection: I-90 and Rt. 20 Address: 19 N. 559 Rt. 20 Hampshire 60140

Maintenance Building #7 – Rockford Northwest Tollway I-90 Milepost 15.4 – Northbound Access from WB I-90 to Business Rt. 20 Access from EB I-90 to Bypass Rt. 20 Nearest Intersection: I-90 and Rt. 20 Address: 7910 E. State Rockford 61108

Maintenance OLD Building #8 – Naperville East-West Tollway I-88 Milepost 127.6 – Westbound Access from WB I-88 to Naperville Road ramp.

Access from EB I-88 to Naperville Road ramp, North on Naperville Road to entry ramp for I-88.

Nearest Intersection: I-88 and Naperville Road Address: 4 S. 500 Naper Blvd. Naperville 60563

Maintenance NEW Building #8 – AURORA East-West Tollway I-88 Milepost 117.8 Eastbound Nearest Intersection: Exit Rt. 31 south to Sullivan road east to Rt 25 north to Mettle road east.

Address: 351 Mettel Rd. Aurora, Il. 60506

Maintenance Building #11 – DeKalb East-West Tollway I-88 Milepost 91.5 – Westbound Access from WB I-88 to Annie Glidden Road ramp Access from EB I-88 to Annie Glidden Road ramp Nearest Intersections: I-88 and Annie Glidden Road Address: 107 W. Fairview Drive DeKalb 60115

Maintenance Building #12 – Dixon East-West Tollway I-88 Milepost 54.4 – Westbound Access from WB I-88 to Route 26 ramp Access from EB I-88 to Route 26 ramp Nearest Intersection: I-88 and Route 26 Address: 1636 IL RT 26 Dixon 61021

Maintenance Building #14 – Downers Grove North-South Tollway I-355 Milepost 21.2 – Northbound Access from NB I-355 to building entrance.

Access from SB I-355 to EB Rt 56 (Butterfield Road) to SB Finley Road to building entrance.

Nearest Intersection: I-355 and Rt 56 (Butterfield Road) Address: 3450 So. Finley Downers Grove 60515

Telephone: 331-238-4516

Central Shop - CAP Building – Downers Grove North-South Tollway I-355 Milepost 21.9 – Northbound Access from NB I-355 to building entrance.

Access from SB I-355 to EB Rt 56 (Butterfield Road) to SB Finley Road to building entrance.

Nearest Intersection: I-355 and Rt 56 (Butterfield Road) Address: 3460 So. Finley Downers Grove 60515 Telephone: 331-238-4514

Central Administration - CA Building – Downers Grove North-South Tollway I-355 Milepost 21.9 – Northbound Access from NB I-355 to building entrance.

Access from SB I-355 to EB Rt 56 (Butterfield Road) to SB Finley Road to building entrance.

Nearest Intersection: I-355 and Rt 56 (Butterfield Road) Address: 2700 Ogden Ave Downers Grove 60515 Telephone: 331-238-4514

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: This contract has an initial term of two (2) year commencing upon December 1, 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 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.

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 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.

1. 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

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”.

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

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 shall be made to the Responsive/Responsible bidder who submits the lowest total price.

METHOD AND RATE OF COMPENSATION: Vendor shall be compensated by the following method: The Tollway is providing the vendor the information in the tables below for the purpose of determining a low bidder and establishing unit pricing for labor and materials. Bidders are required to bid on all groups to be considered responsive. The estimated quantities of this contract shall be based on a period of two (2) year; prices shall remain firm for the term of the contract.

Group 1 Henderson Brine Trailers Repair Labor Rate per Hour As the Tollway does not know the potential bidder's labor rate or parts discount rate, nor 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 an upper limit for the contract. Work considered overtime shall be approved by the Tollway before such overtime work commences. Bidders shall complete the labor rate pricing table below (lines 1 and 2).

Group 1 – Repair Labor Rate per Hour

Line #

Description Estimated Quantities

Hourly Rate Extension (Estimated Quantities x Hourly Rate)

Standard Repair cost per hour at Tollway location

100 hours

Overtime Repair cost per hour at Tollway location

50 hours

Group 2 – Henderson Brine Trailers Replacement Parts Percent Discount.

Please Refer to the Catalog Line Items (Group 2) Section for Details.

The Illinois Tollway is also seeking a percent discount, from the manufacturer's list price, for replacement parts, needed for repairs. Bidder shall determine the amount of discount, from the manufacturer's published list price, they are willing to provide the Tollway, and enter the discount in the pricing table below.

To complete the Pricing Table below, the Bidder shall multiply the "Estimated Usage" by "Percent Discount from Manufacturer's List Price" to obtain the "Dollar Value of Percent Discount from Manufacturer's List Price." 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").

Group 2 – Replacement Parts – Percent Discount

Line

Description

Estimated Usage

Percent Discount from the Manufacturer's List Price Dollar Amount of Percent Discount (Estimated Usage x Percent Discount from the Manufacturer's list Price)

Extension (Estimated Usage - Dollar Amount of Percent Discount)

Percent Discount from Manufacturer's List Price for Henderson Brine Trailer Repair Parts

$25,000.00

Total Group 2

Group 3 – Henderson Brine Trailers Third Party Repair Administration Fee Group 3- Third Party Repair – Adminstrative Fee

Line

Description

Estimated Usage

Percent Markup (Not to Exceed 10%) Dollar Amount of Percent (Estimated Usage x Percent)

Third Party Repair Administration Fee per Occurrence

$25,000.00

Group 4 – Travel Costs - Travel to Various Tollway Locations Bidders are to provide the total travel costs to perform repairs at all Tollway facilities noted in Group 4. The bidders will be paid the travel cost for each round trip as approved by the Tollway. Travel costs shall not be paid for repairs that have failed and/or the bidder is perfroming work under warranty as noted herein. The bidder must provide a cost for each location noted in Group 4 to be considered responsive. Bidder is to note in the Table below the name and address of the facility that will be perfroming the repairs for each site.

Table 4 – Travel Costs Refer to Section 1.4.1 for Building Locations

Alsip

Park Ridge

Bensenville

Downes Grove

CA - Downers Grove

IPG Registration Number:

Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

RFQ# 20-0168R / Henderson Brine Trailer Repairs, Parts and Services Page 1 image1.png