RFQ Contract for Plaza Thermal Receipt Paper c~1.docx

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

RFQ# 18-0052 / Thermal Receipt Paper

*Quotes must be submitted no later than July 19, 2018 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 quantities of thermal receipt paper which will be printed on and distributed at the toll plazas located throughout the Tollway system. Specifications for thermal receipt paper are as follows:

· Paper Width: 3-1/8”

· Roll Length: 630’ +/- 5”

· Max Roll Outside Diameter 6.0” +1.0”

· Core Construction: Solid Fiber or Plastic

· Core Inside Diameter: 1.50” + / - .01”

· Core Outside Diameter: 1.75” + /- .10”

· Image Color: Black

· Case Weight: 20.4 LB. to 20.7 LB.

· Caliper: 3.30 Mils + / - .20 Mils

· Brightness: 86% - 90%

· End of Roll Warning Stripe: Last 8 to 10 Feet

· Paper Wind: Thermal Coated Side Wound Out (CSO)

· Packaging: 8 – 12 rolls per carton

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. 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.

1.1.2. 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 thermal receipt paper 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.

1.1.5. Samples:

If requested, the bidder shall submit one new non-returnable sample roll of thermal coated-side wound-out paper prior to the award of the contract but no later than 14 days after the Tollway’s request.

Samples shall be mailed separately from the bid to the Illinois Tollway’s Central Administration Building. 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.

If requested, samples shall be sent prepaid to:

Illinois Tollway Central Administration Building Attn: Procurement –Tom Unterfranz 2700 Ogden Avenue Downers Grove, Illinois 60515

The samples shall be labelled: “Samples for RFQ # 18-0052.” The sample shall be identified by the bidders with: company name, address, and telephone number.

(NOTE: THE BID DOCUMENT ITSELF SHALL NOT BE SENT TO THIS ADDRESS)

1.2. MILESTONES AND DELIVERABLES:

a. INVOICES: Deliveries shall be made within ten (10) working days after receipt of an order. The Vendor shall present 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, Illinois 60532.

1.3. VENDOR/STAFF SPECIFICATIONS: N/A

1.4. TRANSPORTATION AND DELIVERY: Delivery shall be freight on board (FOB) 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 the hours of 8:30 a.m. through 3:00 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 anticipated as August 16, 2018 through August 15, 2020. 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) 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.

No price increase shall be allowed for any renewal term(s).

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 # http://www.illinois.gov/cpo/general/Documents/Forms%20A%20Section%20V.15.2.docx

OR

FORMS B SECTION

Complete this section only if you are using an IPG Registration # http://www.illinois.gov/cpo/general/Documents/Forms%20B%20Section%20V.15.2.docx

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: 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 in order to be considered responsive. 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. Vendor shall be compensated by the following method:

ISTHA

Item #

Quantity

(Est. Qty. X Unit Price)

163393 Paper, Thermal Receipt Coated Side Wound Out (CSO)

(Per Specifications in Section 1)

Specify Product #

Specify Manufacturer:

SAMPLES

Bidder submitted a sample roll of thermal receipt paper per section 1.1.5.

|_| Yes |_| No

IPG Registration Number:

Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

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