RFQ- Scantron Maintenance + 2 Scanners~2.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 is seeking to purchase two (2) Scantron Insight 4ES OMR scanners to add to the six (6) Scantron currently on inventory. The department is requesting a five (5) year maintenance agreement on all eight (8) scantron machines. The scanners are used for the grading of certification test for the pesticide applicator certification and licensing program Specifications:

· Five (5) year maintenance on all eight (8) Scantron Insight 4ES OMR Scanners

· Associated scan application software for all eight (8) scanners

· Vendor shall repair or replace parts necessary to keep the equipment in proper operating condition.

· Preventative maintenance and cleaning inspections will be preformed according to Scantron published Preventative Maintenance Schedule.

· Replacement parts will be provided at no charge except for those parts which by their nature are considered consumables.

· Vendor agrees to maintain at its location the stock of parts it considers adequate to maintain the equipment.

· Service calls will be made during regular business hours. Monday- Friday 8 A.M. to 5 P.M.

· All cost associated with transportation of requested machines as well as any travel for repair shall be at vendors cost.

· Upon equipment failure, customer shall notify Scantron during regular business hours. Upon notification, Scantron will ship via next day air a similar/equivalent loaner machine. Upon return of original machine, loaner will be sent back to the vendor.

Five (5) year maintenance on all Scantron insight 4ES OMR Scanners

Delivery: 801 E Sangamon Ave. Springfield, IL 62702 Questions: Any questions from the vendor shall be submitted to Chelsea Sidener at chelsea.sidener@illinois.gov 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.