RFQ_String_Trimmers_Push Mowers~REV1.pdf

RFQ# 17-0206 / Snowplowable Raised Pavement Markers Page 1

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

RFQ #18-0157 String Trimmers and Rotary Lawnmowers

*Quotes must be submitted no later than December 27, 2018 by 10:00 a.m. Central Standard Time (CST)

AGENCY: Illinois Tollway ADDRESS: 2700 Ogden Avenue CITY: Downers Grove, Illinois 60515 CONTACT: Rutha Redmond, Buyer PHONE: 630.241.6800 ext. 4614

FAX: 630.795.7908

EMAIL: rredmond@getipass.com

Specifications and Requirements

The Illinois State Toll Highway Authority (ISTHA) is seeking a vendor to furnish and deliver its estimated requirements of straight shaft 4-cycle string trimmers and 4-stroke rotary lawnmowers including replacement-cutting blades. All trimmers and lawnmowers including replacement blades shall meet the following specifications:

• Honda String Trimmer, product # HHT35SUKA or equal;

• 1.1 horsepower minimum

• 26 cc displacement minimum

• Straight shaft

• 17 inch cutting ability

• .095 line diameter

• 2 Line Automatic self-advancing string heads (bump style not acceptable)

• Four cycle engine

• Double harness (included)

• Poulan Push Mower, product # PR500N21SH or equal;

• 21 inch cutting width.

• Stamped steel deck.

• 5 cutting height steps.

• Mulch or side discharge.

• High rear wheels

• 21 inch Mulch replacement Blade (product #5324067-12)

The resulting contract with the awarded vendor is for a one (1)-time purchase with an anticipated start date of January 31, 2019 and a completion date of April 30, 2019. The three-month timeframe is established for administrative purposes.

mailto:rredmond@getipass.com

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BRAND NAME OR EQUAL:

All of the items are specified by manufacturer and manufacturer’s product number. Specifications are to establish standards of quality and performance and not for the purpose of limiting competition. Unless specified in the Pricing section, products of other manufacturers may be substituted where specified if the bidder can establish that they are equal to or better than those specified in quality, performance, design, and suitability for intended use. The Illinois Tollway’s determination thereof shall be final.

The Illinois Tollway recognizes that differences in engineering design and methods may exist among manufacturers that do not significantly alter performance. The Illinois Tollway reserves the right to determine when such differences are acceptable substitutes to the contract specifications and may waive technical differences in the award of the bid when it is in the best interest of the Illinois Tollway to do so.

RETURN OF GOODS:

The Illinois Tollway may find it necessary to return materials purchased under the contract if they become unusable due to a change in requirement. The Vendor shall agree to credit the purchase price to the Illinois Tollway for any returned items obtained through the contract. It is understood and agreed that such returned items shall be clean, undamaged, and in a saleable condition. This return agreement shall be in effect for a period of ninety (90) days from the termination date of the contract even though the vendor does not hold the contract at the time the return is made.

BACKORDERS:

Electronic or written notification of backordered materials shall be sent immediately to the Tollway. For any backorders for materials manufactured prior to ordering that cannot be filled within ten (10) business days, the Tollway shall have the option of accepting or canceling the backorder or the Tollway may submit a request for a substitute.

MIS-SHIPMENTS AND DEFECTIVE MERCHANDISE:

The Vendor shall be responsible for any incorrect or damaged shipments and defective merchandise. The Vendor shall make arrangements with their common carrier or company personnel to pick-up any unacceptable materials within forty-eight (48) hours of notification.

The Vendor shall replace the incorrect, damaged, or defective merchandise or issue a credit within ten (10) business days of the return. If the replacement merchandise or a credit is not received within ten (10) business days, the Tollway shall deduct the amount of the return from any outstanding invoice at the time of payment.

The Tollway shall not be subject to re-stocking charges due to Vendor error.

The Illinois Tollway shall not pay any restocking charges for incorrect, damaged, or defective items returned under the contract.

PRODUCT LITERATURE:

Vendor shall provide product literature of all substituted items to the Tollway within seven (7) days of the Tollway’s request.

PRICE & AWARD:

If the Tollway issues an award, the award shall be made to the Responsive/Responsible bidder who submits the lowest Total Bid. Bidders must bid on all line items to be considered responsive.

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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 # http://www.illinois.gov/cpo/general/Documents/Forms%20A%20Section%20V.15.2.docx

OR

FORMS B SECTION

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

INVOICES:

The Vendor shall present itemized invoices within fifteen (15) days of completed order.

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

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 http://www.illinois.gov/cpo/general/Documents/Forms%20A%20Section%20V.15.2.docx http://www.illinois.gov/cpo/general/Documents/Forms%20B%20Section%20V.15.2.docx

RFQ# 17-0206 / Snowplowable Raised Pavement Markers Page 4 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.

DELIVERY:

Delivery shall be Freight on Board (FOB) Destination between the hours of 8:30 am through 3:00 pm CST to the following location: Illinois Tollway Central Warehouse, 4 S. 496 Naperville Road, in Naperville, IL 60563.

PRICING: METHOD AND RATE OF COMPENSATION: Vendor shall be compensated by the following method:

Pricing shall be submitted in the following format: The Tollway is providing the vendor information in the table below for the purpose of determining a low bidder. Vendor shall bid on all items to be considered responsive.

Line Description Quanti ty Cost per Box

Extended Cost (Cost per Box x

Quantity)

Straight shaft 4-cycle string trimmers Manufacturer: Honda Product # HHT35SUKA ) Or Equal

Each $ $

Specify Manufacturer:

Specify Product #:

4-stroke rotary lawnmower with replacement cutting blade Manufacturer: Poulan Pro Product # PR500N21SH including product #5324067-12(replacement cutting blade) per lawnmower Or Equal

Each $ $

Specify Manufacturer: Specify Product #:

Total Bid: $

IPG REGISTRATION NUMBER: ______________ EXPIRATION DATE: ___________

COMPANY NAME: ____________________________________________

PRICE(S) QUOTED BY: ____________________________________________

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DATE: ____________________________________________

SIGNATURE: ____________________________________________

*Notes to Vendor: All Quoted prices must be valid for 180 days from date of submission. No price increases will be accepted. In the event of a price decrease, the agency is guaranteed to receive the lowest price.