RFQ Contract Template 21-0154R Animal Carcass and Disposal JS Edit.pdf

RFQ# 21-0154R/Animal Carcass Disposal Services Page 1

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

RFQ# 21-0154R / Animal Carcass Disposal Services

BIDBUY BID #22-557THA-PROCU-B-26692

*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: Brian Chillmon, Senior Buyer PHONE: 630-241-6800 ext. 4604 EMAIL: BChillmon@getipass.com

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 disposal of roadside animal carcasses by cremation. The Tollway will deliver all carcasses to the Vendor using Tollway-supplied coded bags. The Illinois Tollway shall contact the Vendor prior to delivering any carcasses for disposal. With each disposal, the Vendor shall provide drop-off tickets, which shall include the information from the coded bag, including maintenance site garage number, date, and number of units dropped off. After disposal, the Vendor shall provide certificates of disposal certifying the cremation of the carcasses via email. The Vendor shall have all applicable State and local business licenses.

The Animal Carcauss Disposal location shall be located within a radius of eighty (50) miles from the Tollway’s Central Shop located at 3460 South Finley Road, in Downers Grove, Illinois

1.2. MILESTONES AND DELIVERABLES:

1.2.1. INVOICES: The Vendor shall present itemized invoices within fifteen (15) days of cremation of the carcasses.

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 mailto:BChillmon@getipass.com

RFQ# 21-0154R/Animal Carcass Disposal Services Page 2 the Agency. The Agency may also implement vaccination or testing requirements that exceed those in the Executive Orders.

1.4. TRANSPORTATION AND DELIVERY: N/A

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 August 1, 2022 through July 31, 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 four (4) 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.

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.

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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”.

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:

Initial 2 year term

Renewal 4 year Term

Award shall be based on the lowest total price submitted for the initial term and all subsequent renewal terms.

Resulting contract shall be for the initial term and include the renewal options which the Tollway may exercise at its discretion.

Total for Initial 2 Year Term $ Total for 4 Year Renewal $

Total Basis of Award: $

IPG Registration Number: Expiration Date:

Item # Specifications and Requirements Unit of Measure

Estimated Quantity for two (2) years

Unit Price

Extension (Estimated

Quantity x Unit Price)

099999 Disposal of animal carcasses found on the Illinois Tollway System.

EA 200 $ $

Total Bid: $

Item # Specifications and Requirements Unit of Measure

Estimated Quantity for four (4) year

Renewal

Unit Price

Extension (Estimated

Quantity x Unit Price)

099999 Disposal of animal carcasses found on the Illinois Tollway System.

EA 400 $ $

Total Bid: $

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COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: