RFQ Contract for Plantronic Headsets and Equipment i~1.docx

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

RFQ# 19-0012 / PLANTRONICS BRAND HEADSETS AND RELATED ACCESSORIES

*Quotes must be submitted no later than December 13, 2019 by 10:30 AM Central Standard Time (CST)

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 the following Plantronics brand headsets and related accessories:

· Headsets

· Plantronics #88828-01, Encore Pro 540 Mono Headsets

· Plantronics #87570-01, Voyager Legend UC B235 Standard Mobile Bluetooth Headset Accessories

· Plantronics #26716-01, Quick Disconnect Headset Amplifier, U10 10 FT Cable

The resulting contract with the awarded vendor is for a one (1) time purchase with an anticipated start date of January 1, 2020 and a completion date of April 30, 2020. The four (4) month timeframe is established for administrative purposes.

1.1.1. Brand Name Only (No Substitutes): The Original Equipment Manufacturer (OEM) Plantronics brand headsets and accessories are brand-specific; no substitutions are allowed. Only OEM Plantronics brand headsets and accessories will 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. Plantronics headsets and accessories are the only brands that are compatible with the Cisco VOIP Telephone System currently in use throughout the Illinois Tollway.

1.1.2. 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.

1.1.3. Backorders: Electronic or written notification of backordered Plantronics brand products shall be sent immediately to the Tollway. 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.

1.1.4. 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 Tollway shall not be subject to restocking charges due to Vendor error. The Illinois Tollway shall not pay any restocking charges for incorrect, damaged, or defective items returned under the contract.

1.2. MILESTONES AND DELIVERABLES:

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 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 of these products.

1.4. TRANSPORTATION AND DELIVERY: Delivery shall be FOB (Freight on Board) destination to the Illinois Tollway’s Central Warehouse located at 4 S. 496 Naperville Road, in Naperville, IL 60563, Monday through Friday, except State holidays, between 8:30 a.m. and 3:00 p.m. CST.

2. TERM AND TERMINATION

TERM OF THIS CONTRACT: The resulting contract with the awarded vendor is for a one (1) time purchase with an anticipated start date of January 1, 2020 and a completion date of April 30, 2020. The four (4) month timeframe is established for administrative purposes. Unless otherwise specified, this Contract shall commence upon the last dated signature of the Parties.

2.1 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.

2.2 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.

2.3 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

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

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: Pricing shall be submitted in the following format: 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 to be considered responsive. Failure to bid on all items shall result in a disqualified bid.

Encore Pro 540 Mono Headset Manufacturer: Plantronics Product #: 88828-01 No Substitutes

Voyager Legend UC B235 Standard Mobile Bluetooth Headset Manufacturer: Plantronics Product #: 87570-01 No Substitutes

Quick Disconnect Headset U10 Amplifier Cable, 10 FT Manufacturer: Plantronics Product #: 26716-01 No Substitutes

Total:

IPG Registration Number:

Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

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