RFQ Worker Alert System~3.pdf

RFQ# 19-0155/Traffic Guard Worker Alert System Page 1

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

RFQ# 19-0155 / Traffic Guard Worker Alert System

*Quotes must be submitted no later than March 30, 2020 by 2:00 pm Central Daylight Time

(CDT)

AGENCY: Illinois Tollway ADDRESS: 2700 Ogden Avenue CITY: Downers Grove, Illinois 60515 CONTACT: Kim Rojas, Senior Buyer PHONE: 630-241-6800 ext. 4618

FAX: 630-795-7908

EMAIL: krojas @getipass.com

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 Traffic Guard [WAS] Worker Alert Systems, per the below specifications, for each of the Tollway's twelve Maintenance Sites. All individual items below together consist of making one unit.

• Charger, Wall (Astro Optics part # TG-SMRT-CHRG)

• Alarm, Siren (Astro Optics part# TG-WAS-RCHN)

• PSD, TRIGGER OPTION (Astro Optics part# TG-WAS-PSTX)

• Sensor, Trip Hose, 15FT (Astro Optics part # TG-WAS-HS15)

The resulting contract with the awarded vendor is for a one (1) time purchase with an anticipated start date of May 28, 2020 and a completion date of August 27, 2020. The three (3) month timeframe is established for administrative purposes.

1.1.1 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 to limiting competition. 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 mailto:EHukic-Hamzic@getipass.com https://crossroads/sites/-procurements/PTS/Templates/01Template%20for%20Solicitations/2018%20Solicitation%20Templates/Commonly%20Used%20IFB%20RFP%20language/Commonly%20Used%20IFB%20Language%2010-08-15.docx#Return

RFQ# 19-0155/Traffic Guard Worker Alert System Page 2 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.

1.1.2 Vendor Shall Bid on All Items to be Considered Responsive: Pricing shall be submitted in the following format: The Tollway is providing the vendor information in the table below for determining a low bidder. Vendor shall bid on all items to be considered responsive. Failure to bid on all items shall result in a disqualified bid.

1.1.3 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.

1.1.4 Backorders: Electronic or written notification of backordered items 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.

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

1.2 MILESTONES AND DELIVERABLES:

1.2.1. INVOICES: Delivery shall be made within ten (10) working days after receipt of an order. The order must ship complete. Vendor shall submit itemized invoices within fifteen (15) days of delivery to the Tollway.

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.

1.2.2. Right to Inspect/Reject Goods : The Illinois Tollway reserves the right to inspect the materials furnished under this contract after delivery to determine whether the equipment meets the contract specifications. If within thirty (30) days of delivery, the Illinois Tollway determines that any of the equipment does not meet the contract specifications, the Illinois Tollway at its sole discretion may:

Reject the items and return them to the Vendor at the Vendor’s expense, at which time the Illinois Tollway’s obligations to the Vendor as to the rejected goods shall become null and void.

https://crossroads/sites/-procurements/PTS/Templates/01Template%20for%20Solicitations/2018%20Solicitation%20Templates/Commonly%20Used%20IFB%20RFP%20language/Commonly%20Used%20IFB%20Language%2010-08-15.docx#Return https://crossroads/sites/-procurements/PTS/Templates/01Template%20for%20Solicitations/2018%20Solicitation%20Templates/Commonly%20Used%20IFB%20RFP%20language/Commonly%20Used%20IFB%20Language%2010-08-15.docx#Return https://crossroads/sites/-procurements/PTS/Templates/01Template%20for%20Solicitations/2018%20Solicitation%20Templates/Commonly%20Used%20IFB%20RFP%20language/Commonly%20Used%20IFB%20Language%2010-08-15.docx#Return mailto:ProInvoices@getipass.com https://crossroads/sites/-procurements/PTS/Templates/01Template%20for%20Solicitations/2018%20Solicitation%20Templates/Commonly%20Used%20IFB%20RFP%20language/Commonly%20Used%20IFB%20Language%2010-08-15.docx#Return

RFQ# 19-0155/Traffic Guard Worker Alert System Page 3

1.3 VENDOR/STAFF SPECIFICATIONS: N/A

1.4 TRANSPORTATION AND DELIVERY: Delivery shall be freight on board (FOB) destination between the hours of 8:30 am through 3:00 pm CDT to the following location: Illinois Tollway M-Site 02 Hillside, IL 60162, North of 22nd Street [I-294 Northbound Milepost 29.8].

2 TERM AND TERMINATION

2.1 TERM OF THIS CONTRACT: The estimated duration of this contract shall be for the period of three

(3) months from May 28, 2020 to August 27, 2020. Unless otherwise specified, this Contract shall commence upon the last dated signature of the Parties.

2.2 RENEWAL:

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 of time 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.

RFQ# 19-0155/Traffic Guard Worker Alert System Page 4

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 https://www2.illinois.gov/cpo/general/Pages/SolicitationandContractTemplates.aspx mailto:ProInvoices@getipass.com

RFQ# 19-0155/Traffic Guard Worker Alert System Page 5

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 total bid. Bidders shall bid all line items to be deemed responsive.

Vendor shall bid on all items in Group to be considered responsive.

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

Description Estimate Quantity Unit Price Total Charger,Wall

(Astro Optics part # TG-

SMRT-CHRG)

12 $ $

Alarm,Siren (Astro Optics part# TG-

WAS-RCHN)

12 $ $

PSD, TRIGGER OPTION

(Astro Optics part# TG-

WAS-PSTX)

72 $ $

Sensor, Trip Hose, 15FT (Astro Optics part # TG-

WAS-HS15)

12 $ $

Total Bid

IPG Registration Number:

Expiration Date:

COMPANY NAME:

PRICE(S) QUOTED BY:

DATE:

SIGNATURE: