RFQ Parts Washer Rental~3.docx

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

RFQ #21-0111/ Automotive Parts Cleaning Machines Rental

BIDBUY BID #23889

*Quotes must be submitted no later than as published on the Bid in BidBuy.

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 Automotive Parts Cleaning Machines Rental, Service, Maintenance, and Repair. The units shall be tub-style machines and shall have an aqueous-based washer system to clean automotive parts. Requirements are as follows:

· The Vendor shall provide fourteen (14) parts cleaning machines, as well as the monthly service maintenance, and repair of the machines. The bid price shall include the initial delivery and setup of the fourteen (14) parts cleaning machines to the designated Tollway maintenance sites and Central Auto Parts facility.

· Each of the fourteen (14) parts cleaning machines shall be serviced monthly at no additional charge. Monthly service shall include:

1. Complete replacement of the aqueous solution.

1. If equipped, the cleaning unit’s filters shall be cleaned or replaced.

1. Additive levels necessary to maintain the cleaning solution to industry standards shall be checked and rejuvenated as needed.

· The aqueous-based system shall use water as the carrying agent for the cleaning solution. The cleaning agent shall contain a rust inhibiter and other chemicals needed to clean typical automotive parts.

· The Vendor shall maintain the cleaning units in excellent operating condition at all times. Any required service or repair to the cleaning units shall be made on the Tollway’s premises within forty-eight (48) hours of notification at no additional charge. Business hours are Monday through Friday, 7:30 am to 3:00 pm CST.

· The Vendor shall be responsible for the removal and disposal of all waste oils, greases, and spent aqueous solution in compliance with Environmental Protection Agency (EPA) regulations and the Resource Conservation and Recovery Act (RCRA).

· Product Literature: Each Vendor shall submit literature describing the cleaning units and cleaning systems that will be furnished. The literature shall indicate technical specifications that can be used to verify compliance with minimum requirements stated in the specifications. Any bid which is not accompanied by the literature may be deemed non-responsive.

· Material Safety Data Sheet: Each Vendor shall submit a Material Safety Data Sheet for the type of cleaning agent or solvent used in the cleaning units. Any bid which is not accompanied by the Material Safety Data Sheet may be deemed non-responsive.

· Determining aqueous solution cleaning performance: The Vendor’s product shall be evaluated for cleaning solution performance for two (2) months. If the solution does not clean to the Tollway’s expectations, the Vendor shall have one (1) opportunity to correct the cleaning problems. The Tollway may cancel the contract if the cleaning solution problem/efficiency is not corrected and issue the contract to the next lowest bidder.

1.2 MILESTONES AND DELIVERABLES:

1.2.1 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, or FinanceInvoices@getipass.com

1.3 VENDOR/STAFF SPECIFICATIONS: The cleaning system shall meet the following specifications:

1. The unit shall use a heated aqueous solution supply that is adjustable from 105° to 135° designed for continuous use.

2. 1500-watt (minimum) heating system designed for continuous use with thermostat.

3. Timer to control heating system with a continuous setting.

4. Flexible nozzle/hose.

5. Flow-through cleaning brush.

6. Flow regulating valve.

7. Stainless steel debris cup with stainless steel filter strainer.

8. Overhead adjustable work light.

9. 25-gallon minimum tank capacity.

10. Minimum size tub shall be 20” wide x 32” long x 7.5” deep.

11. 300 gallon per hour (GPH) submersible pump, minimum.

12. 120-volt ground fault protection for submersible pump.

13. Water purification system with oil collection system to allow for easy draining of oil-based products from the system.

Bidders shall complete and return Attachment “A”, the Specification Compliance Questionnaire with the bid.

1.4 TRANSPORTATION AND DELIVERY: The awarded Vendor shall deliver and set-up a total of fourteen (14) parts cleaning machines within three (3) business days of award. Twelve (12) of the machines shall be delivered to Tollway Maintenance Sites (M-sites) and two (2) machines to the Central Auto Parts facility (CAP). Delivery locations are identified below and on the attached Tollway map. The cleaning machines shall, at all times, remain the property of the Vendor and shall be removed from the Tollway’s premises within fourteen (14) business days after termination or expiration of the contract. Should the Vendor not remove the cleaning machines from the Tollway’s premises as required, the Tollway may ship the cleaning units to the Vendor at the Vendor’s expense. No charges shall be incurred by the Tollway for installation and/or removal of the machines.

OF UNITS

*The unit for M-16 will used at M-14 until the M-16 facility is open, August 2021.

1.5 INSURANCE: The 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 Vendor, his/her agents, representatives, employees or subcontractors. Work shall not commence until insurance required by this section has been obtained, and documentation has been submitted to and accepted by the Illinois Tollway. The insurance companies providing coverage shall be rated by A.M. Best Company with a Financial Strength Rating of A- or better and a financial size category of not less than VII. Insurance coverage shall not limit Vendor’s obligation to indemnify, defend or settle any claims

A. Minimum Scope of Insurance Coverage shall be at least as broad as:

1. Commercial General Liability coverage on an unmodified, Insurance Service Office “Occurrence” form, current edition or an alternative form providing equivalent protection.

2. Automobile Liability on an unmodified, Insurance Service Office form, current editor or an alternative form providing equivalent protection.

3. Worker’s Compensation insurance as required by the State of Illinois and include Employers Liability.

4. Pollution Liability or Environmental Impairment Liability insurance covering third-party injury and property damage claims, including coverage for clean-up costs, defense costs, contractual liability, transportation, and disposal, for the services to be provided under the Contract.

B. Minimum Limits of Insurance Vendor shall maintain no less than:

1. Commercial General Liability: limits of liability of not less than $1,000,000 each occurrence for bodily injury, personal injury, and property damage and $2,000,000 general aggregate and $2,000,000 products/completed operations aggregate.

2. Automobile Liability: $1,000,000 combined single limit per accident for bodily injury and property damage. Worker’s Compensation and Employers Liability: Statutory Limits with Employers Liability limit of not less than $500,000 per occurrence.

3. Worker’s Compensation and Employers’ Liability: Workers Compensation providing statutory benefits, and Employers’ Liability of not less than $1,000,000 each accident, $1,000,000 disease each employee, and $1,000,000 disease policy limit, including voluntary compensation.

4. Pollution Liability or Environmental Impairment Liability insurance: limit of liability of not less than $2,000,000 each pollution condition and $2,000,000 aggregate per policy period of one year.

The Illinois State Toll Highway Authority together with its officials, directors, and employees, shall be named “Additional Insured” as part of the commercial general liability and automobile liability coverage. These policies 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. Policies shall contain a waiver of subrogation waiving any rights of recovery that the insurer(s) may have against the Illinois Tollway and its officials, directors, and employees.

All deductibles or self-insured retentions must be declared and accepted by the Illinois Tollway. Proof of insurance shall include copies of the applicable “additional insured” endorsements for the review of and approval by the Illinois Tollway. Any failure by the Illinois Tollway to request proof of insurance will not waive the requirement for procuring and maintaining the minimum insurance coverages specified.

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 commencing upon August 30,2021 or upon the last dated signature of the parties, whichever is later.

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.

This Contract does not contain any renewal options and therefore cannot be renewed.

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 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. 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: ProInvoices@getipass.com

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: Bidders shall submit an offer in the price table below. The monthly rental cost per parts cleaning machine shall be placed in [B]. Total monthly cost for 14 cleaning units [C] is calculated by multiplying the quantity [A] by the monthly cost per machine [B] = [C]. To determine total bid [E], the total monthly cost for 14 cleaning units [C] is multiplied by the term [D] = [E]. Bidders shall provide the manufacturer’s name and model number of the parts cleaning machine that they are bidding.

Bid prices for the Parts Cleaning Machines Rental and Service shall remain fixed throughout the two (2) year contract term. No additional charges will be allowed.

[A] Monthly cost per machine (rental/service)

[B] Total monthly cost for fourteen (14) cleaning units (A times B) [C]

Term (Months)

[D]

Total Bid (C times D)

[E]

Total Bid

Manufacturer’s Name___________________________ / Model #____________________________________

BIDDER HAS SUBMITTED THE FOLLOWING INFORMATION WITH THE BID:

Attachment - A Specification Compliance Questionnaire

Bidders shall complete this specification compliance questionnaire and shall return it with the bid. Failure to submit the specification compliance questionnaire may result in disqualification.

The lines below correlate to the specifications for the items being purchased in this contract. Indicate below by marking “Yes” if the units being offered meet the specifications as noted for each specification line. Mark “No” if the units offered differs from any line specification. Please explain all specification differences. Bidders shall complete and return this form with the bid. If no exceptions are noted, the Illinois Tollway shall assume complete compliance with the specifications noted herein.

Bidder’s Company Name: ___________________________

Cleaning Unit Name and Model: ________________________________________

Describe the type of the cleaning solution and the expected effectiveness: ________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________

IPG Registration Number:

Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE:

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