RFQ Contract for Class 3 Breakaway Safety Vests 6.19 (2)~5.docx

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

RFQ# 18-0054 / Class 3 Breakaway Style Safety Vests

*Quotes must be submitted no later than May 6, 2019 by 10:30 AM Central Daylight Time (CDT)

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 furnish and deliver its estimated requirements of Class 3 Breakaway Style Safety Vests as follows:

1.

T000180265 Vest, Safety Class 3, Breakaway Style Radian brand Part # SV243GM – S or Approved Equal

2.

T000178546 Vest, Safety Class 3, Breakaway Style Radian brand Part # SV243GM-M/L or Approved Equal

3.

T000178547 Vest, Safety Class 3, Breakaway Style Radian brand Part # SV243GM-XL / 2X-Large or Approved Equal

4.

T000178548 Vest, Safety Class 3, Breakaway Style Radian brand Part # SV243GM- 3X-Large / 5X-Large or Approved Equal

1.1.1. Brand Name Or Equal All of the items are specified by manufacturer and manufacturer’s product number. Specifications are to establish standards of quality and performance and not for the purpose of limiting competition. Products of other manufacturers may be substituted where specified if the bidder can establish that they are equal to or better than those specified in quality, performance, design, and suitability for the intended use. The Illinois Tollway’s determination thereof shall be final.

The Illinois Tollway recognizes that differences in engineering design and methods may exist among manufacturers that do not significantly alter performance. The Illinois Tollway reserves the right to determine when such differences are acceptable substitutes to the contract specifications and may waive technical differences in the award of the bid when it is in the best interest of the Illinois Tollway to do so.

1.1.2. Samples: The bidder(s) shall be required to submit samples of substituted items upon request of the Tollway. Samples, if required, shall be mailed separately from the bid to the Illinois Tollway’s Central Administration Building, located at 2700 Ogden Avenue in Downers Grove, IL 60515, to the attention of the Solicitation Contact. It is the responsibility of the bidder to make arrangements for the delivery and pick-up of the samples. Samples from unsuccessful bidder(s) that are not picked up within 30 days after award shall become the property of the Tollway. The successful bidder(s) samples shall become the property of the Tollway and shall be used as master samples to verify future shipments for compliance with contract specifications.

1.1.3. Packing Slips The awarded vendor shall present priced packing slips with each delivery. Packing slips shall detail items by Illinois Tolllway item numbers, model numbers, size, description, and quantity delivered.

1.1.4. 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. 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. The decision to pre-order and hold any inventory rests solely with the Vendor.

1.1.5. Mis-Shipments and Defective Merchandise: The Vendor shall be responsible for any incorrect or damaged shipments and defective merchandise. The Vendor shall make arrangements with their common carrier or company personnel to pick-up any unacceptable materials within forty-eight (48) hours of notification. The Vendor shall replace the incorrect, damaged or defective merchandise or issue a credit within ten (10) business days of the return. If the replacement merchandise or a credit is not received within ten (10) business days, the Tollway shall deduct the amount of the return from any outstanding invoice at the time of payment. The Illinois Tollway shall not pay any restocking charges for incorrect, damaged, or defective items returned under the contract.

1.1.6. Backorders: Electronic or written notification of backordered materials shall be sent imediately to the Tollway’s Central Warehouse. For any backorders for materials manufactured prior to ordering that cannot be filled within ten (10) business days, the Tollway shall have the option of accepting or canceling the backorder or the Tollway may submit a request for a substitute.

1.1.7. Return of Goods: The Illinois Tollway may find it necessary to return materials purchased under the contract if they become unusable due to a change in requirement. The Vendor shall agree to credit the purchase price to the Illinois Tollway for any returned items obtained through the contract. It is understood and agreed that such returned items shall be clean, undamaged, and in a saleable condition. This return agreement shall be in effect for a period of ninety (90) days from the termination date of the contract even though the vendor does not hold the contract at the time the return is made.

1.1.8. Standard of Specifications: Vests shall meet the requirements of ANSI/ISEA 107-2010 and be equal to or comparable to the brand and style listed. For evaluation purposes, Bidders shall submit, with the bid, detailed product literature for all substituted items. Failure to submit product literature may deem the bid non-responsive.

1.2. MILESTONES AND DELIVERABLES:

1.2.1. Invoices: 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.

1.3. VENDOR/STAFF SPECIFICATIONS: The vendor shall be the manufacturer or an authorized dealer/distributor of the proposed items or be capable of providing genuine parts, assemblies, and/or accessories as supplied by the original equipment manufacturer (OEM). Further, the Vendor shall be capable of furnishing original product warranty and manufacturer’s related services such as product information, product recall notices, etc. The Tollway may require the bidder to submit a letter from the manufacturer which authorizes their distribution.

1.4. TRANSPORTATION AND DELIVERY: Deliveries shall be made within ten (10) days after receipt of an order. Delivery shall be FOB (Freight on Board) destination to the Illinois Tollway’s Central Warehouse, 4 S 496 Naperville Road, Naperville, IL 60563, Monday through Friday, except State Holidays, between 8:30 a.m. and 2:30 p.m. CDT.

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 estimated as June 20, 2019 through June 19, 2021. 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 (2) year 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.

This Contract allows for no price adjustments during any of the renewal terms.

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

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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:

FORMS A SECTION

Complete this section if you are not using an Illinois Procurement Gateway (IPG) Registration # https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx

OR

FORMS B SECTION

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

Pricing

*Notes to Vendor: All Quoted prices must be valid for 180 days from date of submission.

No price increases shall be accepted.

In the event of a price decrease, the agency 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 single purpose of determining a low bidder. Vendor shall bid on all four (4) line items in the Pricing Table in order to be considered responsive. Bidders shall provide a bid for all line items listed in the Pricing Table below. 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.

TABLE 1

1.

180265 Vest, Safety Class 3, Breakaway Style Size: Small Part # SV243GM – S Radians brand or Approved Equal Shall meet the requirements of ANSI/ISEA 107-2010

2.

178546 Vest, Safety Class 3, Breakaway Style Size: Medium / Large Part # SV243GM-M/L Radians brand or Approved Equal Shall meet the requirements of ANSI/ISEA 107-2010

3.

178547 Vest, Safety Class 3, Breakaway Style Size: X-Large / 2X-Large Part # SV243GM-XL / 2X-Large Radians brand or Approved Equal Shall meet the requirements of ANSI/ISEA 107-2010

4.

178548 Vest, Safety Class 3, Breakaway Style Size: 3X-Large / 5X-Large Part # SV243GM- 3X-Large / 5X-Large Radians brand or Approved Equal Shall meet the requirements of ANSI/ISEA 107-2010

Grand Total Bid:

(Total of Lines 1-4)

IPG Registration Number:

Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

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