RFQ Microfilm Maintenance~2.docx

ILLINOIS STATE BOARD OF EDUCATION

REQUEST FOR QUOTE (RFQ)

Evaluation Management Services Specifications:

The Illinois State Board of Education (ISBE) is seeking a vendor to provide annual maintenance on microfilm machines, including tune-up and checkup once a year. On an as needed basis, the vendor must also provide servicing, including replacing worn parts as necessary, and moving machines between departments.

Maintenance, service and movement services on microfilm machines at ISBE’s Springfield office, division locations in parenthesis:

Lektriever – 1152 (Human Resources) Kardveyer – 5474 (Educator Effectiveness) MP90 Reader/Printer – 32100312 (Educator Effectiveness) MS400 Reader/Printer – AB305034 (School Business) MS400 Reader/Printer – AB305978 (Innovation & Improvement) MS800 Reader/Printer – BY300538 (Educator Effectiveness) MS800 Reader/Printer – BY300540 (Educator Effectiveness)

Expenses:

The Contractor must propose total rate inclusive of all costs, including any anticipated traveling expenses and all deliverables.

Effective Dates:

The term of this contract will be July 1, 2020 through June 30, 2021 with two renewal options.

Insurance:

Vendor shall, at all times during the Term of this Contract and any renewals or extensions, maintain and provide a Certificate of Insurance naming the State as an additional insured for all required bonds and insurance. Certificates may not be modified or canceled until at least thirty (30) days’ notice has been provided to the State. Vendor shall provide: (a) General Commercial Liability insurance in the amount of $1,000,000 per occurrence (Combined Single Limit Bodily Injury and Property Damage) and $2,000,000 Annual Aggregate; (b) Auto Liability, including Hired Auto and Non-owned Auto (Combined Single Limit Bodily Injury and Property Damage), in amount of $1,000,000 per occurrence; and (c) Worker’s Compensation Insurance in the amount required by law; (d) a Professional Liability Insurance Policy with a limit of liability not less than $1,000,000 for each claim, and not less than $1,000,000 in the aggregate on an annual basis, for errors, omissions or negligent acts arising out of the performance of (or the failure to perform) professional services hereunder such as, but not limited to: systems analysis, system design, programming, data processing, consulting, system integration and information services. The Professional Liability coverage shall include contractual liability coverage in support of the Vendor’s indemnification agreements in favor of ISBE, shall be written on a “claims made” basis and must be maintained for a period of not less than three (3) years following the date of final payment to the Vendor for all such Services. The Vendor shall cause all its subcontractors to purchase and maintain insurance coverages identical to those required of the Vendor hereunder. Insurance shall not limit Vendor’s obligation to indemnify, defend or settle any claims.

Upon execution of this Agreement, the Contractor shall provide a copy of certificate of insurance evidencing the coverage described in this Section. The policy specified above shall be placed with an insurance company reasonably acceptable to ISBE.

Quotes must include:

· Completed Forms B & Standard Certifications

· Total all-inclusive cost

Notes to Vendor:

· All quoted prices must be valid for 30 days from date of submission. All prices must include all charges.

· No price increases 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.

· Vendors are encouraged to register as a Small Business with the State of Illinois

· If you have questions about State of Illinois purchasing procedure, policy or payment please contact ISBE contact located below before placing your quote for consideration.

For Questions please contact: Jessica Crum at jcrum@isbe.net Telephone: 217-785-8777 or Fax 217-557-5839