RFQ _Contract 22-0060 R_Image Writer Film and Development_Final~1.pdf

RFQ#22-0060 R /Image Writer Film and Development Page 1

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

RFQ# 22-0060R / Image Writer Film and Development

BIDBUY BID #B-31534

*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: Nena Snow, Senior Contract Negotiator PHONE: 630-241-6800 ext. 4605 EMAIL: nsnow@getipass.com

Specifications and Requirements

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. SUPPLIES AND/OR SERVICES REQUIRED: The Illinois Toll Highway Authority (ISTHA) is seeking a vendor to provide Imagelink RA 06 silver halide polyester-based microfilm (16mm x 215ft) and development services. .

Microfilm will be manufactured to ISO and ANSI standards for LE-500 films and suitable for use in a Kodak i9600 ImageWriter. The vendor will produce microfilm on a quarterly or as needed basis.

1.2. MILESTONES AND DELIVERABLES:

1.2.1. INVOICES: The Vendor shall present itemized invoices within fifteen (15) days of completion of services. Invoices shall be delivered to the Illinois Tollway, P.O. Box 3094, in Lisle, IL 60532, or FinanceInvoices@getipass.com .

1.3. VENDOR/STAFF SPECIFICATIONS:

1.3.1. 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.

mailto:nsnow@getipass.com

RFQ#22-0060 R /Image Writer Film and Development Page 2

1.4. TRANSPORTATION AND DELIVERY: Delivery shall be freight on board (FOB) between the hours of 8:30 am through 3:00 pm CDT to the following location: Illinois Tollway Administration, 2700 Ogden Ave., Downers Grove IL 60515.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The estimated duration of this contract shall be for the period of two (2) years from October 15, 2022 through October 14, 2024. Unless otherwise specified, this Contract shall commence upon the last dated signature of the Parties.

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.

The State reserves the right to renew for a total of two (1) year term 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.

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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

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 https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx mailto:FinanceInvoices@getipass.com

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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 price.

METHOD AND RATE OF COMPENSATION: Vendor shall be compensated by the following method: The Tollway is providing the vendor information in the table below for the purpose of determining a low bidder. Vendor shall bid on all items in order to be considered responsive. Failure to bid on all items shall result in a disqualified bid.

Initial Term (Two year term)

Line Item Description

Quantity

(Estimated rolls of film during the initial term of the contract)

Unit Of Measure

Unit Price

(Per Roll)

Extension

(Unit Price x Quantity)

Image Writer Film Microfilm 06 16mm x 66m (215 ft)-roll of film

200 Ea $ $

Film Developing Services per roll

200 Ea $ $

Shipping and Delivery- Developed film to the

ISTHA

200 Ea $ $

Total

( Sum of line items 1-3)

RFQ#22-0060 R /Image Writer Film and Development Page 5

Option Year 1 (One Year Term)

Line Item Description

Quantity

(Estimated rolls of film during the

Measure

Unit Price

(Per Roll)

Extension

(Unit Price x Quantity)

Image Writer Film Microfilm 06 16mm x 66m (215 ft)-roll of film

100 Ea $ $

Film Developing Services per roll

100 Ea $ $

Shipping and Delivery- Developed film to the

ISTHA

100 Ea $ $

Total

Option Year 2 (One Year Term)

Line Item Description

Quantity

(Estimated rolls of film during the

Measure

Unit Price

(Per Roll)

Extension

(Unit Price x Quantity)

Image Writer Film Microfilm 06 16mm x 66m (215 ft)-roll of film

100 Ea $ $

Film Developing Services per roll

100 Ea $ $

Shipping and Delivery- Developed film to the

ISTHA

100 Ea $ $

RFQ#22-0060 R /Image Writer Film and Development Page 6

Total

IPG Registration Number:

Expiration Date:

COMPANY NAME:

TELEPHONE:

EMAIL:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: