RFQ- Marketing-Tour Bus IL Grain Tour.doc

J.B. Pritzker, Governor

John Sullivan, Director

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

AGENCY:

IL Department of Agriculture

ADDRESS:

John R. Block Building, 801 E. Sangamon Ave.

CITY/STATE/ZIP:

Springfield, Illinois 62794-9281

CONTACT:

Chelsea Sidener

PHONE:

(217) 524-4340

FAX:

(217) 785-4505

EMAIL:

Chelsea.sidener@illinois.gov

Goal: The Illinois Department of Agriculture- Bureau of Marketing and Promotions is seeking a vendor to provide Bus transportation and Driver for a minimum of 50 people for the 2019 Illinois Grain Industry Tour (Tuesday, August 27- Thursday, August 29, 2019) Specifications:

· All drivers of the vehicle shall have specialized driver training, appropriate Commercial Driver’s License (CDL), and meet Interstate Commerce Commission driver license certification requirements.

· Driver must be available to stay overnight when applicable. The department will make reservations and payment for driver’s room when overnight stays are required. (Tuesday August 27th and Wednesday August 28th)

· The Department will provide 3 meals per day for Coach Driver.

· Vendor to arrive at Wyndham Springfield City Centre, 700 E Adams St, Springfield, IL 62701 promptly at 6:00a.m. August 27th.

· Ending location will be at Hotel Cass-Holiday Inn Express, 640 N. Wabash Ave., Chicago, IL 60611 Thursday, August 29th at 1:00p.m.

· Vendor shall include the cost of motor coach transportation that should be available to the group the entire time of the trip in compliance with industry, state and federal regulated policies. Motor coach should have seats for a minimum of fifty-five (55), include working microphone system, restroom on board with ample supplies for the duration of the trip (i.e.: toilet paper, hand sanitizer, etc.) and the vehicle shall be no more than six (6) years old. Overall appearance, interior and exterior, must be clean, in good repair, and free of unpleasant odors.

· Driver must have experience in driving in unfamiliar terrain (dirt, grass, and gravel) as most stops are farms and unpaved roads.

· Each vehicle shall be equipped to meet all applicable federal and state Highway Specifications, Interstate Commerce Commission specifications and local specifications, safety standards, emission requirements, and handicap provisions. It is preferred that each bus have a front destination sign. Offeror shall state if their vehicles are equipped with wheelchair lifts to allow persons with wheelchairs to board.

· The Contractor shall be responsible for paying all toll charges, licenses, fees, taxes, parking fees, violation fines, fuel, and other operating costs incurred by the Contractor as a part of this program. There shall be no add on charges of any kind.

· Bus must be equipped to meet all applicable federal and Illinois state Highway Specifications, Interstate Commerce Commission Specifications and local specifications, safety standards, and emission requirements.

· All vehicles shall have operable heating and air conditioning.

· Driver must submit a route plan with estimated times for each route and drop off to the requesting department for review by August 23rd , 2019 .

Travel Itinerary

Tuesday, August 27

6:00 AM

Bus arrives. Check-out, have breakfast in hotel restaurant called Worlds Apart, load bus just outside front doors.

Wyndham Springfield City Centre

700 East Adams Street

Springfield, Illinois 62701

Tel: 217/789-1530, extension 4111

7:00 AM

Finish breakfast and load bus.

7:30 AM

Depart for Tim Seifert (RTS) Farm - Auburn, IL

6600 Auburn Road, Auburn, IL 62615 | Tel: (217) 306-4262

8:00 AM

Arrive and tour RTS Farm - Auburn, IL

9:30 AM

Depart for GSI – Assumption, IL

1004 E Illinois St, Assumption, IL 62510 | Tel: (217) 226-4421

11:00 AM

Arrive and tour GSI, Lunch

1:00 PM

Depart for Farm Progress Show - Decatur, IL 4275 East Mound Road, Decatur, Illinois 62526

2:00 PM

Arrive and tour Farm Progress Show, Decatur IL

5:00 PM

Depart for Destihl Restaurant & Brew Works - Normal, IL

6:00 PM

Arrive at Destihl Restaurant & Brew Works, Normal, IL

101 East Adams, Springfield, IL 62701 | Tel: (217)528-5100

7:30 PM

Depart for Holiday Inn Express & Suites - Normal, IL

Holiday Inn Express & Suites

1715 Parkway Plaza Drive

Bloomington, IL 62701

Tel: 309/862-1600

Wednesday, August 28

6:30 AM

Check-out, have breakfast in hotel, and load bus just outside front doors.

7:00 AM

Finish breakfast and load bus.

7:30 AM

Depart for James Martin Farm - Streator, IL

800 E. IL Route 18 Streator, IL 61364

8:30 AM

Arrive for James Martin Farm - Streator, IL

10:00 AM

Depart for Marquis Energy LLC, Hennepin, IL

11953 Prairie Industrial Parkway - Hennepin, IL 61327

11:00 AM

Arrive for tour of Marquis Energy LLC - Hennepin, IL

1:00 PM

Depart for Seedburo Equipment Company, Des Plains, IL - Lunch enroute

2293 S Mt Prospect Rd, Des Plaines, IL 60018

Pit stop at TBD – to grab lunch

2:45 PM

Arrive and tour Seedburo Equipment Company - Des Plains, IL

4:45 PM

Depart for dinner at Giordanos - Rosemont, IL

9415 W Higgins Rd, Rosemont, IL 60018 | Tel: (847) 292-2600

5:00 PM

Arrive for dinner at Giordanos - Rosemont, IL

6:30 PM

Depart for Hotel Cass-Holiday Inn Express - Chicago, IL

640 N. Wabash Ave., Chicago, IL 60611 Tel: 312-787-0380

7:30 PM

Arrive at Hotel Cass-Holiday Inn Express - Chicago, IL

Thursday, August 29

7:00 AM

Breakfast in hotel

7:30 AM

Finish breakfast and load bus

8:00 AM

Depart for CME Group, Inc. - Chicago, IL

141 Jackson Blvd, Chicago, IL 60604 | Tel: (312) 930-1000

8:30 AM

Arrive at CME Group, Inc. to be met by Trader’s Group, Inc.

10:30 AM

Walk from CME/CBOT to Illinois Soybean Association office

222 West Adams 2nd Floor Franklin Center, Chicago, IL 60603 Option to walk will be contingent on weather. If weather is not of acceptable conditions for walking the bus will need to transport.)

1:00 PM

Pick up at Illinois Soybean Association

222 West Adams 2nd Floor Franklin Center, Chicago, IL 60603 | (312)260-3782

1:30 PM

Depart for Hotel Cass-Holiday Inn Express, Chicago, IL

640 N. Wabash Ave., Chicago, IL 60611 | Tel: 312-787-0380 Award: Award will go to lowest cost vendor who can meet all specifications and requirements.

Delivery: Vendor must arrive at Wyndham Springfield City Centre, 700 E Adams St, Springfield, IL 62701 promptly at 6:00a.m. August 27th. Vendor must submit a route plan with estimated times for each route and drop off to the requesting department for review by August 23rd , 2019 Questions: Should a vendor find discrepancies in the specification within scope of work or be in doubt as to the meaning or intent of any part thereof, the vendor shall request clarification from the buyer in writing, by 2:00 p.m. Wednesday August 21, 2019. Any changes to the RFQ that result from such a clarification request, will be communicated through Bidbuy.

Vendors Quote Total:

______________________________________ Date:

Vendors Name:

Vendors Address: ______________________________________________________________________________

City/State/Zip Phone: ______________________________________ Email: ___________________________________________

Bidbuy Vendor ID _______________ IL Procurement Gateway Number: __________________________________

Vendor Note: All Quoted prices must be valid for 90 days from date of submission. All prices must include shipping and handling charges. No price increased will be accepted. In the event of a price decrease, the agency is guaranteed to receive the lowest price. We reserve the right to reject all offers; to reject individual offers for failure to meet any requirement; to award by item, part or portion of an item, group of items, or total; and to waive minor defects. Vendor must agree to partial ship equipment in case of a delay on total order. Vendor may attach separate page describing his proposal for equipment or services. Winning vendor will be chosen on low total bid for all products/services.

Availability of Appropriation; Sufficiency of Funds.

This Agreement is contingent upon and subject to the availability of sufficient funds. The Department may terminate or suspend this Agreement, in whole or in part, without penalty or further payment being required, if (i) sufficient funds for this Agreement have not been appropriated or otherwise made available to the Department by the State or the Federal funding source, (ii) the Governor or the Department reserves funds, or (iii) the Governor or the Department determines that funds will not or may not be available for payment. The Department shall provide notice, in writing, to contracting party of any such funding failure and its election to terminate or suspend this Agreement as soon as practicable. Any suspension or termination pursuant to this Section will be effective upon the date of the written notice unless otherwise indicated. This Agreement may be terminated, in whole or in part, by Vendor without advance notice pursuant to a funding failure and Vendor may suspend this Agreement, in whole or in part, pursuant to a funding failure.

Equivalent Brands:

Equivalent brands will be considered provided descriptive literature and specifications accompany bid. Acceptability of equivalent items is determined by the Purchasing Agent. If any mandatory requirement is not met, or requested information is not provided, the entire bid will not be considered. If all responding vendors fail to meet a mandatory, that mandatory may, at the sole discretion of the State, be removed so the evaluation process may continue.

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