RFQ Driveshaft Repair.pdf

RFQ # 18-0175 / Driveshaft Repair Services Page 1

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

RFQ # 18-0175 R/ Driveshaft Repair Services

*Quotes must be submitted no later than March 31, 2020 by 10:30 Central Daylight Time (CDT)

AGENCY: Illinois Tollway ADDRESS: 2700 Ogden Avenue CITY: Downers Grove, Illinois 60515 CONTACT: Kim Rojas, Senior Buyer PHONE: 630-241-6800 ext. 4618

FAX: 630-795-7908

EMAIL: krojas@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(s) to provide driveshaft repair services. It is expected that the Vendor complete most repairs within forty eight (48) hours of receipt of the driveshaft or component.

The Illinois Tollway shall deliver the driveshaft and/or component(s) to the vendor. The Vendor shall thoroughly inspect the driveshaft/components and make all necessary repairs requested. At times, the Illinois Tollway may supply “U” joint(s) and/or center bearings when needed and available to complete the repair.

The following repairs may be required but are not limited to:

• Replace tube

• Replace yoke(s)

• Replace spline coupling

• Replace “U” joint(s)

• Replace center bearing

• Balance driveshaft assembly

• Paint driveshaft

• Fabricate complete assembly

Note: All repairs shall meet or exceed OEM (Original Equipment Manufacturer) specifications.

1.1.1. Pricing:

1.1.1.1. Labor Pricing Table (A): This RFQ includes a Labor component that shall be billed as an hourly rate. The hourly rate offered to the Tollway in this contract shall not exceed mailto:mhart@getipass.com

RFQ # 18-0175 / Driveshaft Repair Services Page 2 the bidder’s standard published rate, or be higher than a rate offered to any other public agency.

1.1.1.2. Parts Pricing Table (B): This RFQ includes a “Discount Sharing Program” for the replacement part component. The bidder shall determine the amount of discount sharing they are willing to offer the Tollway. The bidder shall share the amount of discount they receive from any manufacturers’ list price for replacement parts provided to the Tollway under this contract.

1.1.2. Warranty: Repaired driveshafts under this contract shall be unconditionally warrantied for a period of six (6) months from the date that the driveshaft is returned to the Illinois Tollway. This warranty provision shall be honored by the Vendor for all repaired driveshafts furnished during the Contract period, regardless of whether the failure occurs after the expiration date of the Contract. This warranty shall not apply to repaired driveshafts that have been subject to road hazards or accident damage.

This warranty shall be the responsibility of the Vendor under the Contract and the Illinois Tollway shall not be required to seek recourse from any third party for performance of the warranty terms.

Note: The Vendor shall reimburse the Illinois Tollway for all towing expenses incurred due to the failed repair or the Illinois Tollway may elect to retain funds owed to the vendor as reimbursement for towing expenses.

1.1.3. Repair Estimates and Repair Approval: All work shall require an estimate before a repair is initiated. The estimate shall be provided at no charge to the Illinois Tollway within twenty four (24) hours of receipt of the unit. The Vendor shall receive approval from the Illinois Tollway’s Fleet Manager (or authorized designee) before any repairs are initiated. Should additional unforeseen repairs arise related to the initial repair, the Vendor shall contact the Fleet Manager and provide an updated estimate and receive the Illinois Tollway’s approval before any repairs continue. Upon completion of the repairs, the unit shall be released to the Illinois Tollway.

The Vendor shall provide a shared discount on parts and supplies with a set labor hourly rate for the necessary repairs on Illinois Tollway driveshafts (refer to Pricing Section).

The awarded Vendor shall provide proof of their cost for any necessary parts, upon request of the Illinois Tollway. All invoices shall indicate the list price from a manufacturer, the vendor’s cost, and the shared discount.

1.1.4. Insurance: The contractor or vendor shall procure and maintain for the duration of the contract, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work by the contractor, vendor, his agents, representatives, employees or subcontractors. Work shall not commence until all insurance required by this section has been obtained. All coverages must be with Insurance Companies with an A.M. Best Company financial rating of “A minus” or better. Insurance protection shall not limit Vendor’s obligation to indemnify, defend or settle any claims.

RFQ # 18-0175 / Driveshaft Repair Services Page 3

Minimum Limits of Insurance Contractor or vendor shall maintain no less than:

1. Garage Liability/ General Liability: $1,000,000 combined single limit per occurrence for bodily injury, personal injury, and property damage and the general aggregate shall be twice the required occurrence limit. Garage Keepers Legal Liability must be included as part of this coverage.

2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage.

3. Worker’s Compensation and Employers Liability: Statutory Limits with Employers Liability limit of $500,000 per occurrence.

The Illinois Tollway shall be named “Additional Insured” for the garage liability/ general liability and automobile liability coverage. This coverage shall be primary for the Additional Insured and not contributing with any other insurance or similar protection available to the Additional Insured, whether said other coverage be primary, contributing or excess.

Proof of insurance shall include originals of the applicable “additional insured” endorsements for approval of the Illinois Tollway. Any failure by the Authority to request proof of insurance will not waive the requirement of maintenance of minimum protection specified.

1.2. MILESTONES AND DELIVERABLES: The Vendor shall present itemized invoices within fifteen (15) days of repair. 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 60532-8094.

1.3. VENDOR/STAFF SPECIFICATIONS: Vendor shall have an established full service driveshaft repair facility located within area(s) of bid (please refer to the attached Area Zone Map).

1.4. TRANSPORTATION AND DELIVERY: The Illinois Tollway shall deliver the driveshaft(s) to the vendor and will pick up driveshafts when repairs are completed.

2. TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The estimated duration of this contract shall be for the period of three (3) years from June 1, 2020 through June 2, 2023. 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 will be allowed for any renewal term(s).

The shared discounts bid in each Parts Pricing Table shall remain in effect for the entire term of the contract and any subsequent renewals. The Vendor is required to notify the Tollway in writing of any newly-issued

RFQ # 18-0175 / Driveshaft Repair Services Page 4 manufacturer’s price list(s) that are released during the term of the contract or any subsequent renewals. Upon acceptance by the Tollway of the new price list(s) for the initial or renewal term(s), the original quoted sharend percent discounts from the Parts Pricing Table(s) shall then be applied to the new price list(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

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/Documents/Forms%20A%20Section%20V.18.1.doc

OR

FORMS B SECTION

Complete this section only if you are using an IPG Registration # https://www2.illinois.gov/cpo/general/Documents/Forms%20A%20Section%20V.18.1.doc http://www.illinois.gov/cpo/general/Documents/Forms%20B%20Section%20V.15.2.docx

RFQ # 18-0175 / Driveshaft Repair Services Page 5 https://www2.illinois.gov/cpo/general/Documents/Forms%20B%20Section%20V.18.1.doc

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 https://www2.illinois.gov/cpo/general/Documents/Forms%20B%20Section%20V.18.1.doc http://www.illinois.gov/cpo/general/Documents/Forms%20B%20Section%20V.15.2.docx

RFQ # 18-0175 / Driveshaft Repair Services Page 6

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 Agency is guaranteed to receive the lowest price.

If the Illinois Tollway issues an award, the award shall be made by Area to the Responsive/Responsible bidder who submits the lowest total bid price, per Area. Bidders may bid on one (1), all, or any variation of areas if they have established full service driveshaft repair centers in multiple areas. Bidder does not have to bid on all Areas to be considered responsive but shall bid on both groups within an Area to be considered responsive.

Discount Sharing Program:

This contract includes a “Discount Sharing Program” for the replacement part component of the pricing tables below.

The bidder shall determine the amount of discount sharing they are willing to offer the Tollway. The bidder shall share the amount of discount they receive from any manufacturers’ list price for replacement parts provided to the Tollway under this contract.

For example only: In this example, the bidder is providing a part to the Tollway that has a list price of $1.00. The vendor receives a 20% manufacturer’s discount from their supplier on this part. Bidder is willing to share 50% of their discount with the Tollway. Since the bidder and the Tollway both receive 50% of the discount, the bid price would be the list price minus the discount: $1.00 – (.20 x .50 x $1.00) = $0.90.

Parts Pricing Table

1) Enter your Discount Sharing percentage in box “(C)”.

2) Multiply the Estimated Dollar Amount of Replacement Parts, box “(A)”, the Hypothetical Manufacturer’s Discount

“(B)”, and the Bidder’s Shared Discount Percentage “(C)” to arrive at the Tollway Discount Amount “(D)”.

3) To obtain the Total Parts Cost, box “(E)”, subtract the Tollway Discount Amount, box “(D)” from the Estimated Dollar Amount of Replacement Parts, box “(A)”.

Note: Box “(B) ” in the Parts Pricing Tables includes a hypothetical discount. This amount is added to the tables by the Tollway only for the sole purposes of completing the calculation in the bid document. The awarded vendor shall determine these figures with each replacement parts manufacturer when completing the invoices for all Tollway work. The number of hours, any dollar amounts and the hypothetical manufacturer’s discount indicated in the tables are solely for the purposes of determining low bid and the award amount may be more or less than the actual amount listed. Contract Award shall be made to the lowest bidder’s Total Bid Price per Area.

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Table 1A: Area 1 - Labor Pricing Table

Vendor’s Hourly Shop Labor Rate Estimated Quantity Labor Bid Price (Labor Rate X Estimated Quantity)

40 Hours $

Total Table 1A: $

Table 1B: Area 1 - Parts Pricing Table

Estimated Dollar Amount of

Replacement Parts at List Price

(A)

Hypothetical Manufacturer’s

Discount (B)

Bidder's Discount Sharing Percentage

(C)

Tollway Discount Amount (D)

(AxBxC)

Total Parts Cost (E) (A - D)

$2,500.00 1%

Total Table 1B: $

Total Table 1A: $

Total Table 1B: $

Total Area 1 (Table 1A + Table 1B): $

RFQ # 18-0175 / Driveshaft Repair Services Page 8

Table 2A: Area 2 - Labor Pricing Table

Total Table 2A: $

Table 2B: Area 2 - Parts Pricing Table

Replacement Parts at List Price

(A)

Hypothetical Manufacturer’s

Discount (B)

Bidder's Discount Sharing Percentage

(C)

Tollway Discount Amount (D)

(AxBxC)

Total Parts Cost (E)

Total Table 2B: $

Total Table 2A: $

Total Table 2B: $

Total Area 2 (Table 2A + Table 2B): $

RFQ # 18-0175 / Driveshaft Repair Services Page 9

Table 3A: Area 3 - Labor Pricing Table

Total Table 3A: $

Table 3B: Area 3 - Parts Pricing Table

Replacement Parts at List Price

(A)

Hypothetical Manufacturer’s

Discount (B)

Bidder's Discount Sharing Percentage

(C)

Tollway Discount Amount (D)

(AxBxC)

Total Parts Cost (E)

Total Table 3B: $

Total Table 3A: $

Total Table 3B: $

Total Area 3 (Table 3A + Table 3B): $

RFQ # 18-0175 / Driveshaft Repair Services Page 10

Table 4A: Area 4 - Labor Pricing Table

Total Table 4A: $

Table 4B: Area 4 - Parts Pricing Table

Replacement Parts at List Price

(A)

Hypothetical Manufacturer’s

Discount (B)

Bidder's Discount Sharing Percentage

(C)

Tollway Discount Amount (D)

(AxBxC)

Total Parts Cost (E)

Total Table 4B: $

Total Table 4A: $

Total Table 4B: $

Total Area 4 (Table 4A + Table 4B): $

DRIVESHAFT REPAIR LOCATION(S):

Bidder has established full service driveshaft repair center(s) in area(s) bid.

Yes No

IPG Registration Number: Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

Attachment A

AREA ZONE MAP

RFQ # 18-0175 / Driveshaft Repair Services Page 11