Springfield Generator Maintenance RFQ 27PS013005- updated.pdf

ILLINOIS SECRETARY OF STATE

REQUEST FOR QUOTE

Springfield Generator Maintenance and Repair

27-350SOS-PHYSE-B-52516

State of Illinois Secretary of State Request For Quote

OUTLINE

V.23.1

The Office of the Illinois Secretary of State (SOS), requests quotes from responsible vendors to meet its needs. A brief description is set forth below for Bidder’s convenience, with detailed requirements in subsequent sections of this solicitation. If interested and able to meet these requirements, the Secretary of State appreciates and welcomes a bid.

Brief Description:

The Illinois Secretary of State is seeking bids for a contractor to provide annual maintenance of generators, and repairs as needed for the generators located on, and around the Illinois State Capitol Complex.

The resulting contract with the awarded vendor shall have a term of upon execution through June 30, 2026. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions exceed ten (10) years. 30 ILCS 500/20-60. Subject to the maximum total term limitation, the Illinois Secretary of State has the option to renew for the following terms: Three 12-month renewal options.

Please read the entire solicitation package and submit a quote for evaluation in accordance with the instructions. All forms and signature areas contained in the solicitation package must be completed in full and submitted along with the price proposal which will constitute the quote. Do not submit the instructions pages with bids. Bidders should keep the instructions and a copy of their bids for future reference.

Bids that do not adhere to Form and Content of Bid requirements may not be considered.

Illinois Secretary of State Request For Quote v.23.1

A.1 SOLICITATION CONTACT: The individual listed below shall be the single point of contact for this solicitation. Unless otherwise directed, Bidders may only communicate with the Solicitation Contact.

The Secretary of State shall not be held responsible for information provided by or to any other person.

Solicitation Contact: Katie Speck Email: kspeck@ilsos.gov

Suspected errors should be immediately reported to the Solicitation Contact identified above. Do not discuss, directly or indirectly, the solicitation or any Bid with any State officer or employee other than the Solicitation Contact.

A.2 BIDDER QUESTIONS AND AGENCY RESPONSE: All questions, other than questions raised at the Bidder Conference/Site Visit, pertaining to this solicitation must be submitted in writing to the Solicitation Contact. Questions received and Agency responses may be posted as an Addendum to the original solicitation on the Bulletin; only these posted answers to questions shall be binding on the Secretary of State. Bidders are responsible for monitoring the Bulletin.

A.3 PRE-SUBMISSION CONFERENCE

In the Bulletin posting, the Agency may schedule a Pre-Submission Conference as the “Pre-Bid Conference:”.

Is attendance at the Pre-Submission Conference mandatory? Yes No

Date: 5/20/2026 at 9:00 am

Location: 501 S 2nd Street, Rm 037, Springfield, IL 62756

If attendance is mandatory, Bidder (current Vendor included) will be disqualified and considered non-responsive if Bidder does not attend, is not on time, leaves early or fails to sign the attendance sheet.

Bidder must allow adequate time to accommodate security screenings at the site.

A.4 BID DUE DATE, TIME, AND ADDRESS FOR SUBMISSION OF BIDS: Bids may be submitted to the solicitation contact via email or submitted in BidBuy.

Bid Due Date & Time: Please see “Bid Opening Date” in BidBuy

A.5 AWARD: The Secretary of State is not obligated to award a contract pursuant to this solicitation. If the Secretary of State issues an award, the award will be made to the Responsive and Responsible Bidder who submits the lowest price. The Secretary of State may accept or reject a Bidder’s Bid as submitted, or may require contract negotiations. If negotiations do not result in an acceptable agreement, the Secretary of State may reject the Bidder’s Bid and begin negotiations with another Bidder. The Secretary of State identifies the lowest priced Bidder that meets Responsibility and Responsiveness requirements. The State ranks Bids in order of price when appropriate.

https://www.bidbuy.illinois.gov/bso/ https://www.bidbuy.illinois.gov/bso/

Illinois Secretary of State Request For Quote v.23.1

A.6 INVOICING ADDRESS: The awarded Vendor shall invoice at the completion of the contract unless invoicing is tied in the contract to milestones, deliverables, or other invoicing requirements agreed to in the contract. Send invoices to:

Secretary of State

501 South 2nd Street Room 014

Springfield, IL 62756

Vendor shall not bill for any taxes unless accompanied by proof the State is subject to the tax. If necessary, Vendor may request the applicable Agency’s Illinois tax exemption number and Federal tax exemption information.

-END OF INSTRUCTIONS-

Maintenance and Repair – Springfield Generators

27PS013005

The Parties to this contract are the Illinois Secretary of State (hereinafter “Agency”) and the Vendor. This contract, consisting of the signature page and numbered sections listed below and any attachments referenced in this contract, constitute the entire contract between the Parties concerning the subject matter of the contract, and in signing the contract, the Contractor affirms that the Certifications and Financial Disclosures and Conflicts of Interest attached hereto are true and accurate as of the date of the Contractor’s execution of the contract. This contract supersedes all prior proposals, contracts and understandings between the Parties concerning the subject matter of the contract. This contract can be signed in multiple counterparts upon agreement of the Parties.

1. DESCRIPTION OF SUPPLIES AND SERVICES

2. PRICING

3. TERM AND TERMINATION

4. STANDARD BUSINESS TERMS AND CONDITIONS

5. STATE SUPPLEMENTAL PROVISIONS

6. STANDARD ILLINOIS CERTIFICATIONS

In consideration of the mutual covenants and agreements contained in this contract, and for other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree to the terms and conditions set forth herein and have caused this contract to be executed by their duly authorized representatives on the dates shown on the following CONTRACT SIGNATURES page.

Maintenance and Repair – Springfield Generators

27PS013005

VENDOR

Vendor Name: Click here to enter text. Address: Click here to enter text.

Signature: Date:

Printed Name: Click here to enter text. Email: Click here to enter text.

Title: Click here to enter text. Phone: Click here to enter text.

SECRETARY OF STATE

Official’s Printed Name: Alexi Giannoulias

Official’s Title: Secretary of State

Official’s Signature:

Date:

Designee’s Printed Name:

Designee’s Title:

Designee’s Signature:

Illinois Secretary of State Contract: Description of Supplies and Services V. 23.1

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1 GOAL: The Illinois Secretary of State is seeking bids for a contractor to provide maintenance of generators and repairs as needed for the generators every 18 months and Load Bank Testing every 3 years located on, and around the Illinois State Capitol Complex.

Location Description Last Load Bank Test Illinois State Power Plant 315 N Klein Street

(1) Caterpillar 900 KW Generator 3/2026

Willard Ice Building 101 W Jefferson Street (1) Caterpillar 1750 KW Generator 9/2024

Motor Vehicle Services 2701 S Dirksen Parkway

(1) Caterpillar 500 KW Generator

(1) Waukesha 325 KW Generator

4/2025 4/2025

DC 1

CMS Computer Center

(1) DC 1 – ASKA 28KW Generator 3/2026

DC 2

College & Edwards Streets

(1) DC 2 - Cummins 20 KW Generator 3/2026

DC 3

Capitol Lawn

(1) DC 3 – Cummins 20 KW Generator 3/2026

Index Building 111 E Monroe

(1) Caterpillar 300 KW Generator 5/2024

Howlett Building 501 S 2nd Street

(1) Caterpillar 750 KW Generator 5/2024

IL State Museum 502 S Spring Street

(1) Generac 35 KW Generator 5/2024

Underground Parking Ramp Jackson & Edwards Streets

(1) Caterpillar 285 KW Generator 3/2026

IL State Library 300 S 2nd Street

(1) Onan Model #80DGDA Generator

(1) Caterpillar Fire Pump 3208

11/2025

1.2 SUPPLIES AND/OR SERVICES REQUIRED:

1.2.1 Cooling System

1.2.1.1 Visually inspect the radiator/heat Exchanger for leaks, damage, and debris.

1.2.1.2 Visually inspect coolant for correct levels and conditions (rust, oil, contaminants, etc.). Check filler cap gasket and sealing surfaces.

1.2.1.3 Visually inspect hoses for deterioration. Check tightness of hose connections.

1.2.1.4 Check fan drive pulley and fan for loose or worn pulleys and lube fan drive bearing.

1.2.1.5 Check fan operation and clearance.

1.2.1.6 Inspect fan belts for wear and deterioration. Check tension and adjust as necessary.

1.2.1.7 Check thermostat setting for proper coolant temperature.

1.2.1.8 Check water pump operation and inspect for leaks or unusual noises.

Contract: Description of Supplies and Services V. 23.1

1.2.2 Fuel System

1.2.2.1 Visually inspect fuel tank system for leaks and fuel level. Test day tank pump for operation. Inspect fuel condition for contaminants.

1.2.2.2 Drain water from fuel tank or water separator.

1.2.2.3 Inspect fuel line and connections for leaks and tight connections and check line brackets.

1.2.2.4 Inspect governor and controls and check governor oil level. Inspect controls and linkage for proper operation. Add oil as necessary.

1.2.2.5 Inspect fuel filters, primary and secondary, for damage, leaks, and proper operation. Clean primary filter.

1.2.2.6 Check fuel pressure gauge for correct pressure.

1.2.3 Air Induction and Exhaust System

1.2.3.1 Inspect air filter and clean as necessary.

1.2.3.2 Inspect air inlet system piping and air filter housing for damaged or loose connections, and evidence of leaks.

1.2.3.3 Inspect the turbocharger for oil leakage or exhaust leakage. Check for unusual noises and proper operation.

1.2.3.4 Inspect exhaust manifold for damage, loose or missing hardware, and evidence of exhaust leakage.

1.2.3.5 Inspect exhaust system silencer and piping for damage, corrosion, or leakage. Check rain cap. Check supports for vibration damage and loose connections.

1.2.4 Lube Oil System

1.2.4.1 Inspect for correct oil level and/or contamination.

1.2.4.2 Visually inspect unit for leaks

1.2.4.3 Check oil pressure gauge for correct pressure.

1.2.4.4 Inspect crankcase breather for proper operation.

1.2.5 Starting System

1.2.5.1 Inspect batteries for damage or leakage. Clean and tighten all battery connections.

1.2.5.2 Check electrolyte level and specific gravity.

1.2.5.3 Inspect battery charger for proper operation, loose terminals, and deteriorated wiring.

1.2.5.4 Inspect starting motor electrical connection and wiring, check for abnormal engagement and cranking noises.

1.2.5.5 Inspect alternator for proper operation, loose connections, and mounting hardware. Check belts, pulleys, and voltage output.

1.2.6 Engine Monitors and Safety Controls

1.2.6.1 Inspect safety controls for proper operation, loose connections and wiring deterioration, check all safety controls for proper operation.

1.2.6.2 Inspect remote annunciators and alarms. Test all panels and system alarms for proper operation.

Contract: Description of Supplies and Services V. 23.1

1.2.6.3 Remove and inspect power generator brushes and clean slip rings.

Adjust as necessary.

1.2.6.4 Inspect space heaters for proper operation.

1.2.6.5 Check control panel manual/auto switch for proper operation.

1.2.6.6 Check automatic start.

1.2.6.7 Check Voltmeter for correct load and no-load readings.

1.2.6.8 Cold start engine. Check for abnormal noises, leaks and vibrations. Run for 30 minutes.

1.2.6.9 Check operation of all safety devices including water temperature, oil pressure, over speed, and over crank.

1.2.6.10 Check and record amps, volts, oil pressure, water temperature, fuel pressure, and frequency.

1.2.6.11 Check and record time for startup for signal delay, engine start, load pick-up automatic load transfer, and load re-transfer.

1.2.6.12 Restore system to automatic operation.

1.2.7 Fuel Filter

1.2.7.1 Replace fuel filter and inspect for proper sealing and operation.

1.2.8 Lube Oil System

1.2.8.1 Change oil and filter.

1.2.8.2 Inspect all gaskets and seals.

1.2.8.3 Dispose of old oil and filter.

1.2.8.4 Obtain oil sample for analysis if applicable.

1.2.8.5 Inspect and clean crankcase breather.

1.2.9 Engine Monitors and Safety Controls

1.2.9.1 Check oil pressure, water temperature, and alternator gauges for accuracy. Notify ILSOS and replace if authorized.

1.2.10 Generator

1.2.10.1 Lubricate generator rear bearing if required.

1.2.10.2 Check for proper adjustment and condition of vibration isolators.

1.2.11 Automatic Transfer Switch Service (Done every 18 months)

1.2.11.1 Check and adjust all voltage sensors as necessary.

1.2.11.2 Perform comparative temperature readings across the main contacts.

1.2.11.3 Record the actual time for all time delays to ensure proper function.

Adjust as needed.

1.2.11.4 Remove pole covers. Visually inspect open contacts, and record milli volt drop across closed contacts.

1.2.11.5 Check the integrity of the control panel’s electrical hardware.

1.2.11.6 Inspect all indicators, alarms, and gauges if applicable.

1.2.11.7 Inspect mechanical and electrical interlocks and test for proper operation. Notify ILSOS and replace if approved.

1.2.11.8 Clean the enclosure, remove debris, and confirm proper signage.

1.2.11.9 Check the engine start contacts and test for proper operation.

1.2.11.10 Perform transfer switch testing.

1.2.11.11 Record voltage, frequency, and amperage on all phases.

Contract: Description of Supplies and Services V. 23.1

1.2.11.12 Confirm pickup and dropout voltage settings for emergency and normal voltage sensors.

1.2.12 Fire Pumps – Library

1.2.12.1 Cooling System

• Visually inspect radiator/heat exchanger for leaks, damage, and debris. Check that louvers are operating correctly.

• Visually inspect coolant for correct levels and condition (rust, oil contaminants, etc.). Check coolant conditioner concentration and temperature protection. Check filler cap gasket and sealing surfaces.

• Visually inspect hoses for deterioration and check tightness of connections.

• Check fan drive pulley and fan for loose or worn pulleys and lube fan drive bearing. Check fan operation and clearance.

• Inspect fan belts fore wear and deterioration. Check tension and adjust as necessary.

• Check thermostat setting for proper coolant temperature.

1.2.12.2 Fuel System

• Visually inspect fuel tank system for leaks and fuel level. Test day tank pump for operation. Inspect fuel condition for contaminants.

• Drain water from fuel tank or water separator.

• Inspect fuel line and connections for leaks and tight connections.

Check line brackets.

• Inspect governor and controls and check governor oil level. Inspect controls and linkage for proper operation. Add oil as necessary.

• Inspect fuel filters, primary and secondary, for damage, leaks, and proper operation. Clean primary filter.

• Check fuel pressure gauge for correct pressure.

1.2.12.3 Air Induction and Exhaust System

• Inspect air filter and clean as necessary.

• Inspect air inlet system piping and air filter housing for damaged, loose connections, and evidence of leaks.

• Inspect turbocharger for oil leakage or exhaust leakage, Check for unusual noises and proper operation.

• Inspect exhaust manifold for damage, loose or missing hardware, and evidence of exhaust leakage.

• Inspect exhaust system silencer and piping for damage, corrosion, or leakage.

• Check rain cap.

• Check supports for vibration damage and loose connections.

1.2.12.4 Lube Oil System

Contract: Description of Supplies and Services V. 23.1

• Inspect for correct oil level and/or contamination. Visually inspect unit for leaks.

• Check oil pressure gauge for correct pressure.

• Inspect crankcase breather for proper operation.

1.2.12.5 Starting System

• Inspect batteries for damage or leakage. Clean and tighten all battery connections.

• Check electrolyte level and specific gravity.

• Inspect battery charger for proper operation, loose terminals, and deteriorated wiring.

• Inspect starting motor electrical connection and wiring. Check for abnormal engagement and cranking noises.

• Inspect alternator for proper operation, loose connections, and mounting hardware. Check belts, pulleys, and voltage output.

1.2.12.6 Engine Monitors and Safety Controls

• Inspect safety controls for proper operation, loose connections, and wiring deterioration.

• Inspect space heaters for proper operation.

• Check control panel manual/auto switch for proper operation.

• Cold start engine. Check for abnormal noises, leaks, and vibrations.

Run for 30 minutes.

• Check operation of all safety devices including water temperature, oil pressure, over speed, and over crank.

• Check and record amps, volts, oil pressure, water temperature, and fuel pressure.

• Restore system to automatic operation.

1.2.12.7 Fuel Filter

• Replace fuel filter.

• Inspect for proper sealing and operation.

1.2.12.8 Lube Oil System

• Change oil and filter.

• Inspect all gaskets and seals.

• Dispose of old oil and filter.

• Obtain oil sample for analysis if applicable.

• Inspect and clean crankcase breather.

1.2.12.9 Engine Monitors and Safety Controls

• Check oil pressure, water temperature, and alternator gauges for accuracy. Notify ILSOS and replace if authorized.

1.2.13 Vendor will provide the inspection report with recommendations to ILSOS following service.

1.2.14 Authorization to Make Repairs: If during the inspection, the need for repairs is found, the Contractor shall not proceed with making repairs which will result in extra billing until authorized to do so by ILSOS. The Contractor shall immediately

Contract: Description of Supplies and Services V. 23.1 notify ILSOS in writing of the existence or the development of any defects in, or repairs required to the equipment covered by this Contract, including the cost to make such repairs as discovered. Authorization by ILSOS must be obtained in writing, prior to the repair work being completed.

1.2.15 Per Hour Labor Rate: Per hour labor rate shall include all cost and expenses for trucks and/or vehicles, tools, basic shop supplies and equipment associated with trade, travel, pick-up and delivery of materials, estimating, call-backs, supervision, administrative, overhead and profit. There will be no additional travel/lodging/mileage costs allowed. Time and material charges are for “on-site” only.

1.2.16 Chargeable Labor Time: Labor time shall only be billed for actual time spent on the jobsite performing requested services. Such labor shall be billable in increments of one-quarter (1/4) hour segments. Example: If the service representative arrives on site at 1:30pm and finishes the requested services at 3:15pm, the chargeable labor time would be one and three-quarters (1 ¾) hours.

A one (1) hour minimum charge shall be allowable for billings under this agreement.

1.2.17 Vendor Sign-In: The vendor and his employees shall report to, and sign in and out with ILSOS, indicating times of arrival and departure with a brief description of the services rendered, work order number, and/or location in the facility. Sign in and out times shall be indicated on the Vendor’s job ticket.

1.2.3 Billing: All billings must be presented showing the Vendor’s name, address, and telephone number. Each billing shall be itemized stating the building name, location, and details reflecting the exact area in which services were provided. It musts also state the date, on-site labor time, and list any chargeable materials utilized in such repair at vendor’s cost.

1.3 MILESTONES AND DELIVERABLES: Response Time: Response time shall be four (4) hours maximum for trouble calls. Response time shall be three (3) hours or less for Emergency calls. Emergency calls are normally those related to human safety and health, property materials sensitive to environment. The determination of whether a service call is non-emergency (4 hours) or Emergency (3 hours) will be determined solely by the state’s representative at the time the call is placed; the Contractor shall be required to respond accordingly. Response time is defined as the time lapse from the time a call is placed until a service representative arrives at the designated building fully equipped with proper tools. It shall be the Contractor’s obligation to furnish a response to all service calls, as defined above, at any hour of the day and night, weekends or holiday’s. Any response time in excess of the four (4) hour or three (3) hour minimums specified shall be credited on the billing for that particular service call, and any subsequent calls, until such hours are reconciled.

1.3 VENDOR / STAFF SPECIFICATIONS: Vendor must have a minimum of 7 years’ experience working with industrial generators.

Contract: Description of Supplies and Services V. 23.1

1.3.1 Vendor may use partial subcontracting, but 100% subcontracting is not allowed under this contract.

1.4 TRANSPORTATION AND DELIVERY:

1.5 WHERE SERVICES ARE TO BE PERFORMED: Unless otherwise disclosed in this section all services shall be performed in the United States. If the Vendor performs the services purchased hereunder in another country in violation of this provision, such action may be deemed by the Agency as a breach of the contract by Vendor.

Vendor shall disclose the locations where the services required shall be performed and the known or anticipated value of the services to be performed at each location. If the Vendor received additional consideration in the evaluation based on work being performed in the United States, it shall be a breach of contract if the Vendor shifts any such work outside the United States.

• Location where services will be performed:

Value of services performed at this location:

Contract: Pricing V. 23.1

2 PRICING

2.1 FORMAT OF PRICING:

2.1.1 Vendor shall submit pricing in the format shown below, based on the terms and conditions set forth in section 1 of this Contract.

2.1.2 Hours listed below are estimated for evaluation purposes only and do not reflect guaranteed minimums or maximums.

2.1.3 Award will be given to the vendor with the lowest responsive and responsible bid by total cost.

2.1.4 Pricing may be submitted in the line items in BidBuy or submitted in the format below:

Initial Term (7/1/26 – 6/30/29)

Service Annual Cost

Year 1 - Generator Service/Inspection Cost $_____________

Year 2 - Generator Service/Inspection Cost $_____________

Year 3 - Generator Service/Inspection Cost $_____________

Hourly Rates

Item Hourly Rate Estimated Quantity of Hours

Total Estimated Cost

Regular Hours: Monday-Friday, 7am to 4pm $__________ 120 $__________

Premium Hours: Monday-Friday & Saturday before 7am

$__________ 5 $__________

Sunday & Holiday Hours $__________ 5 $__________

Renewal Term (7/1/29 – 6/30/31)

Service Annual Cost

Renewal Year 1 - Generator Service/Inspection Cost $_____________

Renewal Year 2 - Generator Service/Inspection Cost $_____________

Contract: Pricing V. 23.1

Hourly Rates

Item Hourly Rate Estimated Quantity of Hours

Total Estimated Cost

Regular Hours: Monday-Friday, 7am to 4pm $__________ 80 $__________

Premium Hours: Monday-Friday & Saturday before 7am

$__________ 5 $__________

Sunday & Holiday Hours $__________ 5 $__________

2.2 TYPE OF PRICING: The Illinois Office of the Comptroller requires the State to indicate whether the contract value is firm or estimated at the time it is submitted for obligation.

The total value of this contract is firm.

2.3 EXPENSES ALLOWED: Expenses are not allowed.

2.4 DISCOUNT: The Secretary of State may receive a Click here to enter text % discount for payment within Click here to enter text days of receipt of correct invoice. This discount will not be a factor in making the award.

2.5 VENDOR’S PRICING: Attach additional pages if necessary or if the format of pricing specified above in Section 2.1 requires additional pages.

2.5.1. Vendor’s Price for the Initial Term: Click here to enter text

2.6 MAXIMUM AMOUNT: The total payments under this contract shall not exceed $______________ without a formal amendment. The maximum amount will be entered by the State prior to execution of the contract.

Contract: Term and Termination V. 23.1

3 TERM AND TERMINATION

3.1 TERM OF THIS CONTRACT: This contract has an initial term of upon execution to June 30, 2029. If a start date is not identified, the term shall commence upon the last dated signature of the Parties.

3.1.1 In no event will the total term of the contract, including the initial term, any renewal terms and any extensions, exceed ten (10) years.

3.1.2 Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

3.2 RENEWAL: Any renewal is subject to the same terms and conditions as the original contract unless otherwise provided in the pricing section. The State may renew this contract for any or all the option periods specified, may exercise any of the renewal options early, and may exercise more than one option at a time based on continuing need and favorable market conditions, when in the best interest of the State. The contract may neither renew automatically nor renew solely at the Vendor’s option.

3.2.1. Pricing for the renewal term(s), or the formula for determining price, is shown in the pricing section of this contract.

3.2.2. The State reserves the right to renew for a total of 2 years in any one of the following manners:

3.2.3.1 One renewal covering the entire renewal allowance;

3.2.3.2 Individual one-year renewals up to and including the entire renewal allowance; or

3.2.3.3 Any combination of full or partial year renewals up to and including the entire renewal allowance.

3.3 TERMINATION FOR CAUSE: The Agency may terminate this contract, in whole or in part, immediately upon notice to the Vendor if: (a) the Agency determines that the actions or inactions of the Vendor, its agents, employees or subcontractors have caused, or reasonably could cause, jeopardy to health, safety, or property, or (b) the Vendor has notified the Agency that it is unable or unwilling to perform the contract.

If Vendor fails to perform to the Agency’s satisfaction any material requirement of this contract, is in violation of a material provision of this contract, or the Agency determines that the Vendor lacks the financial resources to perform the contract, the Agency shall provide written notice to the Vendor to cure the problem identified within the period of time specified in the Agency’s written notice. If not cured by that date the Agency may

Contract: Term and Termination V. 23.1 either: (a) immediately terminate the contract without additional written notice or (b) enforce the terms and conditions of the contract.

For termination due to any of the causes contained in this Section, the Agency retains its rights to seek any available legal or equitable remedies and damages.

3.4 TERMINATION FOR CONVENIENCE: The Agency may, for its convenience and with thirty

(30) days prior written notice to Vendor, terminate this contract in whole or in part and without payment of any penalty or incurring any further obligation to the Vendor.

Upon submission of invoices and proof of claim, the Vendor shall be entitled to compensation for supplies and services provided in compliance with this contract up to and including the date of termination.

3.5 AVAILABILITY OF APPROPRIATION: This contract is contingent upon and subject to the availability of funds. The Agency, 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). Contractor will be notified in writing of the failure of appropriation or of a reduction or decrease.

Contract: Standard Business Terms and Conditions V. 23.1

4 STANDARD BUSINESS TERMS AND CONDITIONS

4.1 PAYMENT TERMS AND CONDITIONS:

4.1.1 Late Payment: Payments, including late payment charges, will be paid in accordance with the State Prompt Payment Act and rules when applicable. 30 ILCS 540. This shall be Vendor’s sole remedy for late payments by the Agency.

Payment terms contained in Vendor’s invoices shall have no force or effect.

4.1.2 Minority Contractor Initiative: Any Vendor awarded a contract of $1,000 or more under Section 20-10, 20-15, 20-25 or 20-30 of the Illinois Procurement Code (30 ILCS 500) is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

4.1.3 Expenses: The Agency will not pay for supplies provided or services rendered, including related expenses, incurred prior to the execution of this contract by the Parties even if the effective date of the contract is prior to execution.

4.1.4 Prevailing Wage: As a condition of receiving payment Vendor must (i) be in compliance with the contract, (ii) pay its employees prevailing wages when required by law, (iii) pay its suppliers and subcontractors according to the terms of their respective contracts, and (iv) provide lien waivers to the Agency upon request. Examples of prevailing wage categories include public works, printing, janitorial, window washing, building and grounds services, site technician services, natural resource services, security guard and food services. The prevailing wages are revised by the Illinois Department of Labor (DOL) and are available on DOL’s official website, which shall be deemed proper notification of any rate changes under this subsection. Vendor is responsible for contacting DOL at 217-782-6206 or (https://labor.illinois.gov) to ensure understanding of prevailing wage requirements.

4.1.5 Federal Funding: This contract may be partially or totally funded with Federal funds. If Federal funds are expected to be used, then the percentage of the good/service paid using Federal funds and the total Federal funds expected to be used will be provided to the awarded Vendor in the notice of intent to award.

4.1.6 Invoicing: By submitting an invoice, Vendor certifies that the supplies or services provided meet all requirements of this contract, and the amount billed and expenses incurred are as allowed in this contract. Invoices for supplies purchased, services performed, and expenses incurred through June 30 of any year must be submitted to the Agency no later than July 31 of that year; otherwise Vendor may have to seek payment through the Illinois Court of Claims. 30 ILCS 105/25. All invoices are subject to statutory offset. 30 ILCS 210.

4.1.6.1 Vendor shall not bill for any taxes unless accompanied by proof that the Agency is subject to the tax. If necessary, Vendor may request the applicable Agency’s Illinois tax exemption number and Federal tax exemption information.

https://labor.illinois.gov/

Contract: Standard Business Terms and Conditions V. 23.1

4.1.6.2 Vendor shall invoice at this completion of the contract unless invoicing is tied in this contract to milestones, deliverables, or other invoicing requirements agreed to in the contract.

Send invoices to:

Agency: Illinois Secretary of State

Attn: Fiscal Officer

Address: 501 S. 2nd Street, Rm 014

City, State, Zip Springfield, IL 62756

4.2 ASSIGNMENT: This contract may not be assigned or transferred in whole or in part by Vendor without the prior written consent of the Agency.

4.3 SUBCONTRACTING: For purposes of this section, subcontractors are those specifically hired to perform all or part of the work covered by this contract. Vendor must receive prior written approval before use of any subcontractors in the performance of this contract. Vendor shall describe, in an attachment if not already provided, the names and addresses of all authorized subcontractors to be utilized by Vendor in the performance of this contract, together with a description of the work to be performed by the subcontractor and the anticipated amount of money that each subcontractor is expected to receive pursuant to this contract. If required, Vendor shall provide a copy of any subcontracts within fifteen (15) days after execution of this contract. All subcontracts must include the same certifications that Vendor must make as a condition of this contract. Vendor shall include in each subcontract the subcontractor certifications as shown on the Standard Certification form available from the Agency. If at any time during the term of the Contract, Vendor adds or changes any subcontractors, then Vendor must promptly notify, by written amendment to the Contract, the Agency Purchasing Officer or the Chief Procurement Officer of the names and addresses and the expected amount of money that each new or replaced subcontractor will receive pursuant to the Contract.

4.4 AUDIT/RETENTION OF RECORDS: Vendor and its subcontractors shall maintain books and records relating to the performance of this contract and any subcontract necessary to support amounts charged to the Agency pursuant this contract or subcontract. Books and records, including information stored in databases or other computer systems, shall be maintained by the Vendor for a period of three (3) years from the later of the date of final payment under the contract or completion of the contract, and by the subcontractor for a period of three (3) years from the later of final payment under the term or completion of the subcontract. If Federal funds are used to pay contract costs, the Vendor and its subcontractors must retain their respective records for five (5) years. Books and records required to be maintained under this section shall be available for review or audit by representatives of: the procuring Agency, the Auditor General, the Chief Procurement Officer, State of Illinois internal auditors, upon reasonable notice and during normal business hours. Vendor and its subcontractors shall cooperate fully with any such audit and with any investigation conducted by any of these entities. Failure to maintain books and records required by this section shall establish a presumption in favor of the Agency for the recovery of any funds paid by the Agency under this contract or any subcontract for which adequate books and records are not available to support the purported disbursement. The Vendor or subcontractors shall not impose a charge for audit or examination of the Vendor’s or subcontractor’s books and records. 30 ILCS 500/20-65.

Contract: Standard Business Terms and Conditions V. 23.1

4.5 TIME IS OF THE ESSENCE: Time is of the essence with respect to Vendor’s performance of this contract. Vendor shall continue to perform its obligations while any dispute concerning this contract is being resolved unless otherwise directed by the Agency.

4.6 NO WAIVER OF RIGHTS: Except as specifically waived in writing, failure by a Party to exercise or enforce a right does not waive that Party’s right to exercise or enforce that or other rights in the future.

4.7 FORCE MAJEURE: Failure by either Party to perform its duties and obligations will be excused by unforeseeable circumstances beyond its reasonable control and not due to its negligence, including acts of nature, acts of terrorism, riots, labor disputes, fire, flood, explosion, and governmental prohibition. The non-declaring Party may cancel this contract without penalty if performance does not resume within thirty (30) days of the declaration.

4.8 CONFIDENTIAL INFORMATION: Each Party to this contract, including its agents and subcontractors, may have or gain access to confidential data or information owned or maintained by the other Party in the course of carrying out its responsibilities under this contract. Vendor shall presume all information received from the Agency or to which it gains access pursuant to this contract is confidential. Vendor information, unless clearly marked as confidential and exempt from disclosure under the Illinois Freedom of Information Act, shall be considered public. No confidential data collected, maintained, or used in the course of performance of this contract shall be disseminated except as authorized by law and with the written consent of the disclosing Party, either during the period of this contract or thereafter. The receiving Party must return any and all data collected, maintained, created or used in the course of the performance of this contract, in whatever form it is maintained, promptly at the end of this contract, or earlier at the request of the disclosing Party, or notify the disclosing Party in writing of its destruction.

The foregoing obligations shall not apply to confidential data or information lawfully in the receiving Party’s possession prior to its acquisition from the disclosing Party; received in good faith from a third Party not subject to any confidentiality obligation to the disclosing Party; now is or later becomes publicly known through no breach of confidentiality obligation by the receiving Party; or that is independently developed by the receiving Party without the use or benefit of the disclosing Party’s confidential information.

4.9 USE AND OWNERSHIP: All work performed, or supplies created by Vendor under this contract, whether written documents or data, goods or deliverables of any kind, shall be deemed work for hire under copyright law and all intellectual property and other laws, and the Agency is granted sole and exclusive ownership to all such work, unless otherwise agreed in writing. Vendor hereby assigns to the Agency all right, title, and interest in and to such work including any related intellectual property rights, and/or waives any and all claims that Vendor may have to such work including any so-called "moral rights" in connection with the work. Vendor acknowledges the Agency may use the work product

Contract: Standard Business Terms and Conditions V. 23.1 for any purpose. Confidential data or information contained in such work shall be subject to the confidentiality provisions of this contract.

4.10 INDEMNIFICATION AND LIABILITY: The Vendor shall indemnify and hold harmless the Agency, its agencies, officers, employees, agents and volunteers from any and all costs, demands, expenses, losses, claims, damages, liabilities, settlements and judgments, including in-house and contracted attorneys’ fees and expenses, arising out of: (a) any breach or violation by Vendor of any of its certifications, representations, warranties, covenants or agreements; (b) any actual or alleged death or injury to any person, damage to any real or personal property, or any other damage or loss claimed to result in whole or in part from Vendor’s negligent performance; (c) any act, activity or omission of Vendor or any of its employees, representatives, subcontractors or agents; or (d) any actual or alleged claim that the services or goods provided under this contract infringe, misappropriate, or otherwise violate any intellectual property (patent, copyright, trade secret, or trademark) rights of a third party. Neither Party shall be liable for incidental, special, consequential, or punitive damages.

4.11 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 Agency as an additionally 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 Agency. 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. Insurance shall not limit Vendor’s obligation to indemnify, defend, or settle any claims.

4.12 INDEPENDENT CONTRACTOR: Vendor shall act as an independent contractor and not an agent or employee of, or joint venturer with the Agency. All payments by the Agency shall be made on that basis.

4.13 SOLICITATION AND EMPLOYMENT: Vendor shall not employ any person employed by the Agency during the term of this contract to perform any work under this contract.

Vendor shall give notice immediately to the Agency’s director if Vendor solicits or intends to solicit Agency employees to perform any work under this contract.

4.14 COMPLIANCE WITH THE LAW: The Vendor, its employees, agents, and subcontractors shall comply with all applicable Federal, State, and local laws, rules, ordinances, regulations, orders, Federal circulars and all license and permit requirements in the performance of this contract. Vendor shall be in compliance with applicable tax requirements and shall be current in payment of such taxes. Vendor shall obtain at its own expense, all licenses and permissions necessary for the performance of this contract.

Contract: Standard Business Terms and Conditions V. 23.1

4.15 BACKGROUND CHECK: Whenever the Agency deems it reasonably necessary for security reasons, the Agency may conduct, at its expense, criminal and driver history background checks of Vendor’s and subcontractors officers, employees or agents. Vendor or subcontractor shall immediately reassign any individual who, in the opinion of the Agency, does not pass the background check.

4.16 APPLICABLE LAW:

4.16.1 PREVAILING LAW: This contract shall be construed in accordance with and is subject to the laws and rules of the State of Illinois.

4.16.2 EQUAL OPPORTUNITY: The Department of Human Rights’ Equal Opportunity requirements are incorporated by reference. 44 ILL. ADM. CODE 750.

4.16.3 COURT OF CLAIMS; ARBITRATION; SOVEREIGN IMMUNITY: Any claim against the Agency arising out of this contract must be filed exclusively with the Illinois Court of Claims. 705 ILCS 505/1. The Agency shall not enter into binding arbitration to resolve any dispute arising out of this contract. The Agency does not waive sovereign immunity by entering into this contract.

4.16.4 OFFICIAL TEXT: The official text of the statutes cited herein is incorporated by reference. An unofficial version can be viewed at (www.ilga.gov/legislation/ilcs/ilcs.asp).

4.17 ANTI-TRUST ASSIGNMENT: If Vendor does not pursue any claim or cause of action it has arising under Federal or State antitrust laws relating to the subject matter of this contract, then upon request of the Illinois Attorney General, Vendor shall assign to the Agency all of Vendor’s rights, title and interest to the claim or cause of action.

4.18 CONTRACTUAL AUTHORITY: The Secretary of State shall be the only State entity responsible for performance and payment under this contract. When the Secretary of State’s Chief Procurement Officer or authorized designee or Secretary of State’s State Purchasing Officer signs in addition to an Agency, he/she does so as approving officer and shall have no liability to Vendor. When the Secretary of State’s Chief Procurement Officer or authorized designee or Secretary of State’s State Purchasing Officer signs a master contract on behalf of the Secretary of State, only the Secretary of State shall have any liability to the Vendor for that order or orders.

4.19 NOTICES: Notices and other communications provided for herein shall be given in writing via electronic mail whenever possible. If transmission via electronic mail is not possible, then notices and other communications shall be given in writing via registered or certified mail with return receipt requested, via receipted hand delivery, via courier (UPS, Federal Express or other similar and reliable carrier), or via facsimile showing the date and time of successful receipt. Notices shall be sent to the individuals who signed this contract using the contact information following the signatures. Each such notice shall be deemed to have been provided at the time it is actually received. By giving notice, either Party may change its contact information.

http://www.ilga.gov/legislation/ilcs/ilcs.asp

Contract: Standard Business Terms and Conditions V. 23.1

4.20 MODIFICATIONS AND SURVIVAL: Amendments, modifications and waivers must be in writing and signed by authorized representatives of the Parties. Any provision of this contract officially declared void, unenforceable, or against public policy, shall be ignored and the remaining provisions shall be interpreted, as far as possible, to give effect to the Parties’ intent. All provisions that by their nature would be expected to survive, shall survive termination. In the event of a conflict between the Agency’s and the Vendor’s terms, conditions and attachments, the Agency’s terms, conditions and attachments shall prevail.

4.21 PERFORMANCE RECORD / SUSPENSION: Upon request of the Agency, Vendor shall meet to discuss performance or provide contract performance updates to help ensure proper performance of this contract. The Agency may consider Vendor’s performance under this contract and compliance with law and rule to determine whether to continue this contract, suspend Vendor from doing future business with the Agency for a specified period of time, or whether Vendor can be considered responsible on specific future contract opportunities.

4.22 FREEDOM OF INFORMATION ACT: This contract and all related public records maintained by, provided to, or required to be provided to the Agency are subject to the Illinois Freedom of Information Act (FOIA) notwithstanding any provision to the contrary that may be found in this contract. 5 ILCS 140.

4.23 SCHEDULE OF WORK: Any work performed on State premises shall be performed during the hours designated by the Agency and performed in a manner that does not interfere with the Agency and its personnel.

4.24 WARRANTIES FOR SUPPLIES AND SERVICES:

4.24.1. Vendor warrants that the supplies furnished under this contract will: (a) conform to the standards, specifications, drawing, samples or descriptions furnished by the Agency or furnished by the Vendor and agreed to by the Agency, including but not limited to all specifications attached as exhibits hereto; (b) be merchantable, of good quality and workmanship, and free from defects for a period of twelve months or longer if so specified in writing, and fit and sufficient for the intended use; (c) comply with all federal and state laws, regulations and ordinances, including but limited to those pertaining to the manufacturing, packing, labeling, sale and delivery of the supplies; (d) be of good title and be free and clear of all liens and encumbrances and; (e) not infringe any patent, copyright or other intellectual property rights of any third party. Vendor agrees to reimburse the Agency for any losses, costs, damages or expenses, including without limitations, reasonable attorney’s fees and expenses, arising from failure of the supplies to meet such warranties.

4.24.2. Vendor shall ensure that all manufacturers’ warranties are transferred to the Agency and shall provide to the Agency copies of such warranties. These

Contract: Standard Business Terms and Conditions V. 23.1 warranties shall be in addition to all other warranties, express, implied or statutory, and shall survive the Agency’s payment, acceptance, inspection or failure to inspect the supplies.

4.24.3. Vendor warrants that all services will be performed to meet the requirements of this contract in an efficient and effective manner by trained and competent personnel. Vendor shall monitor performances of each individual and shall immediately reassign any individual who does not perform in accordance with this contract, who is disruptive or not respectful of others in the workplace, or who in any way violates the contract or Secretary of State policies.

4.25 REPORTING, STATUS AND MONITORING SPECIFICATIONS: Vendor shall immediately notify the Agency of any event that may have a material impact on Vendor’s ability to perform this contract.

4.26 EMPLOYMENT TAX CREDIT: Vendors who hire qualified veterans and certain ex-offenders may be eligible for tax credits. 35 ILCS 5/216, 5/217. Please contact the Illinois Department of Revenue (telephone #: 217-524-4772) for information about tax credits.

State of Illinois Secretary of State Standard Illinois Certifications 30 ILCS 500/50-90 v.23.1

5. SECRETARY OF STATE SUPPLEMENTAL PROVISIONS

5.1. STATE SUPPLEMENTAL PROVISIONS

Agency Definitions

Required Federal Clauses, Certifications and Assurances

Public Works Requirements (construction and maintenance of a public work) 820

ILCS 130/4.

Prevailing Wage (janitorial cleaning, window cleaning, building and grounds, site technician, natural resources, food services, and security services, if valued at more than $200 per month or $2,000 per year or printing) 30 ILCS 500/25-60.

Appendix A & E Provisions

Agency Specific Terms and Conditions

DATA SECURITY STANDARDS

CONTRACTOR hereby acknowledges the existence of AGENCY’S Data Security Standards, which have been adopted and published by AGENCY at:

http://www.cyberdriveillinois.com/publications/pdf_publications/dataaccessstandards.pdf. It shall be the responsibility of CONTRACTOR to become informed of all such standards and procedures which may be associated with work to be performed under this CONTRACT and to remain in full compliance with the same at all times.

SECURITY POLICY

CONTRACTOR hereby acknowledges the existence of AGENCY’S Security Policy. It shall be the responsibility of CONTRACTOR to become informed of such Policy and to remain in full compliance with the same at all times.

NETWORK SECURITY ASSESSMENT

CONTRACTOR hereby acknowledges that this CONTRACT is contingent upon CONTRACTOR’S satisfactory completion of AGENCY’S Network Security Assessment. It shall be the responsibility of CONTRACTOR to provide notice to AGENCY in the event of a change in the information provided to AGENCY in any response to AGENCY’S Network Security…