Midwest Fleet Management Support RFP~3.docx

Illinois Department of Transportation (IDOT) Request for Proposal Midwest Fleet Management Support - RFP

B-49491 / 26-OIPI-R-283496

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

The Illinois Department of Transportation (IDOT), on behalf of the Midwest (MW) States (inclusive of the states of Illinois, Michigan, Missouri, Wisconsin), is seeking a Vendor to provide fleet management services who will oversee and coordinate the High-Speed Rail (HSR) program throughout the MW. These services will include the coordination with the Maintenance Contractor (MC), Federal Rail Administration (FRA), the Service Operator, and Midwest States Oversight Body (a board comprised of MW State representatives) who will oversee fleet ownership, management, and maintenance of the MW Next Generation Equipment Pool (Siemens Venture cars and Charger locomotives) that are running on Midwest rail corridors. The MW NGEP must also oversee 9 additional coach cars and cab cars that will be added to the fleet in early 2026.

The goal and purpose of the MW Fleet Manager (FM) is to effectively and efficiently coordinate and manage maintenance, operational, ownership and other issues related to the MW NGEP. The MW FM shall also coordinate and communicate on issues relating to the MW NGEP with IDOT, the other MW States, FRA, the Service Operator, and other contractors and stakeholders.

This new MW NGEP will include at least 33 diesel-electric locomotives, up to 94 single-level railcars, and up to 3 cab cars with the potential for additional locomotives and cars as future funding opportunities are identified. The MW states replaced, almost in its entirety, the current service operator-provided rolling stock. All equipment has the same manufacturer, Siemens, and have been placed into service in phases as they completed production, 2027-2026. The FM and the Service Operator will work together to ensure that the mix of equipment is used along the MW “Hub” (see table below) are used in accordance with operational needs and based on each states required use. The FM and the Maintenance Contract actor will work together to ensure that the equipment is being properly maintained in a state of good repair with adequate spare ratios to meet the existing operations.

The MW NGEP was purchased with grant funding from the FRA. IDOT led the locomotive procurement on behalf of itself and the other MW States, while the California Department of Transportation (CALTRANS) led the single-level railcar procurement with IDOT serving as the lead MW state. The NGEP will serve on various MW routes as indicated in Section G, Table 1.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

The intended outcome of this engagement is the establishment of a stable, disciplined, and transparent fleet management function that enables the Midwest States to exercise effective stewardship over the Next Generation Equipment Pool (NGEP) throughout its service life. Successful performance will be reflected in consistent fleet availability, informed and timely decision-making, and clear visibility into equipment condition, maintenance activities, lifecycle costs, and operational impacts across the Midwest “Hub” network.

The Fleet Manager (FM) is expected to provide the structure, coordination, and analytical support necessary to align maintenance execution and daily operations with the objectives of the Midwest States. The FM shall coordinate closely with the Maintenance Contractor (MC), the Service Operator, and other key stakeholders to ensure effective fleet oversight and accountability. Over time, the engagement should result in predictable fleet performance, reduced operational risk, and a management framework that supports long-term reliability, fiscal accountability, and sustained passenger rail service delivery across the Midwest “Hub” network.

The Midwest States expect the Vendor to demonstrate innovation and flexibility in the conduct of fleet management services. Vendors shall describe in their proposals the processes, resources, tools, systems, and organizational capabilities necessary to develop, implement, and execute ongoing fleet management operations to manage the MW NGEP, oversee the MC and Service Operator with respect to equipment performance and maintenance activities, and coordinate with participating states and other stakeholders.

The Agency has identified key tasks that must be addressed in the Vendor’s proposal and incorporated into the proposed methodology and work order. Vendors shall consider these tasks when preparing their proposals and may also propose additional tasks, processes, or innovations that enhance the effectiveness, efficiency, or long-term management of the NGEP fleet.

At a minimum, every twelve (12) months the Vendor shall develop and present to the Midwest States a proposed work order identifying tasks, timelines, resources, and responsibilities associated with the FM function. The Vendor and the Midwest States will review progress at least annually, or more frequently as determined necessary, to evaluate performance, update priorities, and adjust implementation activities as required.

Statement of Work:

The Vendor’s proposal shall be organized into the following two sections:

Methodology The Vendor’s proposal shall demonstrate an understanding of the scope of work, including all tasks identified herein, and describe the methodology proposed to fulfill the scope. The proposal shall include a description of interfaces and responsibilities with key stakeholders, including the Midwest States, the Maintenance Contractor (MC), and the Service Operator. The Vendor must demonstrate the capability to provide all necessary resources, including subcontractors, required to accomplish the scope of work.

Work Order The Vendor’s proposal shall also include an initial work order outlining the tasks identified in Task 1. It is anticipated that Task 1 will be completed within four (4) months of contract execution. Following contract execution, the Vendor and the Agency will finalize the work order in order to begin implementation.

Task 1: Plan for Fleet Management Implementation – Work Order During Task 1, the FM shall prepare the processes, assign resources, and create the tools and systems required to implement and execute ongoing fleet management operations for the MW NGEP. This includes overseeing the MC and Service Operator with respect to equipment maintenance and performance and collaborating with participating states and stakeholders.

Recommendations for processes, resources, and tools/systems standards shall be reviewed and agreed upon by the Midwest States. Completion of this task is anticipated within four (4) months following contract execution (see Figure 1 in Section G).

Plan Development (Task Period of Performance: approximately 4 months) As part of this subtask, the FM shall address all equipment planning requirements and procedures. At a minimum, the Vendor’s proposal shall include the following elements:

· Create a financial plan with particular emphasis on operating expenditures (OPEX) and capital expenditures (CAPEX) related to the MW fleet.

· Establish reliability targets and other operational and performance goals for the MW fleet, to be reviewed annually and revised as necessary.

· Establish the maintenance tasks that the Maintenance Contractor (MC) will be required to perform.

· Support the MC in ramping up and implementing a comprehensive maintenance program for the NGEP fleet.

· Establish a method to evaluate equipment modification or improvement programs for the MW fleet proposed by the MC.

· Establish guidelines and criteria for fleet maintenance plans and budgets to be prepared annually by the MC.

Task 2: Maintenance Facility Feasibility Study (Optional Service) The Agency seeks to evaluate the Vendor’s plan for the long-term maintenance and deployment of a fleet composed of both state-owned and service operator-owned rolling stock. This task shall not be included in the Vendor’s submitted work order but shall be addressed in the proposal as part of the methodology.

This task is an optional service. The Illinois Department of Transportation (IDOT) will determine at a later date whether this portion of the contract will be implemented. If IDOT elects to proceed with the feasibility study, it will be incorporated into a future annual work order.

At a minimum, the feasibility study shall address:

· A strategy for deployment and maintenance of the mixed fleet of state-owned and service operator-owned rolling stock.

· A transition plan covering all activities associated with the complete replacement of the service operator-owned equipment.

· Minimum requirements for maintenance facilities, including associated equipment necessary to support the Midwest “Hub” fleet.

· Recommended locations for such facilities.

· A timeline for planning, design, construction, and implementation of the facilities.

Task 3: Establishment of the Fleet Manager Function The Vendor’s proposal shall describe how the Fleet Manager function will be established following the planning and implementation phase. The plan shall include, at a minimum:

· Identification of all transition and ramp-up activities required to establish the FM function and transition to full day-to-day management and oversight responsibilities.

· A proposed organizational structure and staffing plan for the FM function.

Minimum qualifications for key personnel shall include:

General Manager

· A minimum of eight (8) years of extensive and progressively responsible management experience overseeing complex programs within a large public service delivery entity or private corporation.

· Demonstrated knowledge of public administration practices and rail transportation system operations.

· Graduation from an accredited college or university with a bachelor’s degree in engineering or a related field. Direct relevant experience may be considered in lieu of formal education.

Finance Executive/Manager

· A minimum of five (5) years of experience in accounting, financial management planning, disbursement operations, and project finance, preferably within the passenger rail or transportation sector.

· Demonstrated experience with federal and state funding requirements and financial compliance.

· Graduation from an accredited college or university with a bachelor’s degree in business administration, financial management, or a related field.

In addition, the Vendor shall:

· Provide a plan for monitoring equipment performance and identifying the process for escalating issues to the Midwest States through IDOT.

· Provide a plan for the ongoing execution of routine fleet management operations once the NGEP fleet is fully in service.

· Describe the process for formal and regular reporting to the Midwest Executive Board.

· Describe how coordinated configuration control activities will be conducted with the MC.

· Describe how on-site oversight of the MC and coordination with the Service Operator will be performed.

Task 4: Organizational Development of the Final Fleet Management Model The Vendor’s proposal shall identify, assess, and recommend organizational models that could serve as the preferred long-term structure for the Fleet Manager function.

At a minimum, the Vendor shall:

· Evaluate the current FM organization and operations and suggest revisions based on operational experience and lessons learned.

· Identify and assess alternative organizational models and relevant industry best practices.

· Prepare a recommendation for one preferred long-term organizational solution that meets all program requirements, including a viable and sustainable long-term funding approach for the FM function.

A.3. SCHEDULE & BUDGET

The coverage that the fleet manager provides is critical to the Midwest States and as such, time is of the essence. The project is funding through an annual appropriation that is adjusted annually based on an assessment 18 months prior to start date, meaning that future annual work orders would need to be estimated in a timely matter. As the MW NGEP is currently in service, there are ongoing services that will need immediate support upon execution of a contract and established work order, all related to oversight of the equipment at the operator/maintainer yard (currently one and the same), and reviewing any mechanical proposals or contract language that would impact either the locomotives or the cars.

A.4. TERM

A.4.1. TERM OF THIS CONTRACT: TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term commencing Upon Execution and ending five (5) years after execution date. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. 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.

A.4.2. RENEWAL: Subject to the maximum total term identified above, the State has the option to renew for the following term(s): five (5) years.

A.4.2.1. Pricing for the renewal term(s), or the formula for determining price, is in the Pricing section of this solicitation.

A.4.2.2. Any renewal of the resulting contract is subject to the same terms and conditions that apply to the initial term of the contract unless otherwise provided. The State may renew the contract for any or all of 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.

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

Currently, IDOT and the MW States have the same vendor as the Service Operator and Maintainer. As the MW States continue to review the growth and needs across the MW routes, there may be opportunities to consider other operators and maintainers based on those future needs/changes. It would be the Fleet Manager’s role to help advise based on equipment needs or future vendor selections. Due to this unique role of the Fleet Manager and any future selection process, the Fleet Manager will not be allowed to bid on any Maintenance Contractor or Service Operator opportunities (30ILCS500/50.10.5(e).

As the MW States have an active fleet in operation, Fleet Manager would transition into this role with potential open active actions from previous fleet manager, such as an overview of any equipment modification on the locomotives or railcars, ongoing open mechanical problems by the Maintenance Contractor, service disruptions by Service Operator, or material shortages by Technical Support and Spares Supply Agreement Vendor (via Maintenance Contractor), contract renewals with either the Maintenance Contractor and/or Service Operator - all which may require immediate support.

B.2. AREAS OF CONCERN/CHALLENGES

Currently, the car fleet, although enough to cover service is stretched across the Midwest routes and when there are any mechanical issues that place the cars out of service it has an immediate impact to services operating in the Midwest. The Midwest States, collaborating with the Service Operator, are reviewing what can be done in the short, medium, and long term to reduce or eliminate service disruptions and cancellations. The locomotives face challenges with the number available to meet daily service. These challenges have resulted in current open reviews of maintenance activities and planning with the Service Operator and Maintenance Contractor. Fleet Manager would help in evaluating any data provided by SO and MC and advising the Midwest States based on industry standard and best practices.

Ongoing issues with the maintenance follow through of the rolling stock by the MC is a continued issue. Identifying the issues found during an inspection and communicating with the Midwest States and the MC are critical in improving conditions for the mechanical team and the passengers.

The MW States Oversight Body is actively reviewing each states’ needs for existing routes and growth, as well as future expansions. Each state has various financial support and state rail plans that must be carefully coordinated in any future growth of the existing MW NGEP.

B.3. STRENGTHS

There are great support and collaboration among the Midwest States, all working together to ensure that the equipment provides the level of service that they intended when it was procured. In addition, the willingness of the Maintenance Contractor to share additional level of details regarding proposed equipment modifications and upgrades allows the current Fleet Manager to understand and advise the states accordingly. This shared working history and collaboration with the stakeholders have allowed all meet to meet the challenges faced by the fleet and to plan for its care as it ages.

B.4. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS

Figure 1: Located in Section G, shows a figure of the relationship of the Fleet Manager and all relevant stake holders involved in the daily activities for the locomotives and railcars.

Table 1: Located in Section G, lists the 8 Midwest hubs located in the Midwest that utilize the state-owned locomotives and railcars.

Attachment A: Sample Work Order (attached in BidBuy under B-49491)

Section C. PROPOSAL REQUIREMENTS Only Electronic Submissions through BidBuy of Offers will be Accepted

C.1. REQUIRED DOCUMENTS TO COMPLETE AND SUBMIT

The Offeror shall submit the listed documents in BidBuy under the Attachments tab in the appropriate “Required Attachments” spaces.

· Vendor Disclosure or IPG Active Registered Vendor Disclosure

· Technical response

· Offer to the State of Illinois (Including Subcontractor Disclosure and Where services are to be performed, found in BidBuy attachments.)

· Commitment to Diversity

· Pricing (Price Table is attached separately in B-49491, Pricing must be locked).

Blank documents may be found on the Chief Procurement Officer for General Service’s website at https://cpo-general.illinois.gov/solicitation-and-contract-templates.html and on the BidBuy posting under “File Attachments:”. Business Enterprise Program/Veterans Small Business Program Utilization Plan may be downloaded from the Commission on Equity and Inclusion’s website at https://cei.illinois.gov/purchasing-entity-resources/compliance.html.

Failure to submit Vendor Disclosure or IPG Active Registered Vendor Disclosure, as applicable, and the Utilization Plan(s), as applicable, with the Offer submitted in BidBuy shall render the Offer non-responsive.

Offerors are required to submit their response to the State’s solicitation through BidBuy. Any information sent to the State outside of BidBuy, for example by US Mail, FedEx, UPS, e-mail, or hand delivery, will neither be accepted nor considered. Offeror submissions will only be considered if they are received through BidBuy and on or before the time and date indicated as the “Bid Opening Date” on the BidBuy posting. Any required attachments must be submitted via BidBuy.

Price entries on the Items tab will be locked automatically upon submission of the quote. Entering cost, pricing or discount information in the Alternate Description may result in disqualification. If the agency requires pricing to be submitted in an attachment, Offeror shall upload pricing under the “Required Documents” section on the Attachments tab and check the box “Does the attachment contain any pricing, cost or discount information?”. Failure to check this box allows your pricing to be viewed when bids are opened and will result in disqualification of your offer. NOTE: Do not check “Does the attachment contain any pricing, cost or discount information” if the attachment does NOT include pricing, cost, or discount information.

Documents shall be submitted in an electronic format that is accessible and readable using Microsoft Office suite software or Adobe Reader. Corrupted files shall not be considered. It is the Offeror’s responsibility to check that files are accessible and legible after uploading.

The Offeror is solely responsible for ensuring timely submission of their electronic solicitation response. Failure to allow adequate time prior to the Bid Opening Date to complete and submit a response to a solicitation, particularly in the event technical support assistance from the State is required, places the Offeror and their offer or response at risk of not being accepted.

The State encourages the Offeror to ensure that their BidBuy account is up-to-date. It is recommended that you access your BidBuy account prior to the solicitation due date and time to make sure that your company’s information is up-to-date and your password is current. Files may be uploaded at any time prior to submission.

File size may impact the uploading and downloading speed and may lead to browser time-outs, resulting in failed upload/download attempts. Please consider this dependency when attaching very large documents.

OFFEROR INSTRUCTIONS TO SUBMIT IN BIDBUY

Create Quote:

Note: any pricing entered in the Unit Cost of the Items Tab will be locked until after Technical Evaluations take place. Do not enter cost, pricing, or any discount information in the Alternate Description field. Entering cost, pricing or discount information in the Alternate Description may result in disqualification.

Note: If taking any exceptions to Standard Terms and Conditions an offeror must submit a redline version of the Standard Terms and Conditions with their proposal.

: “Upload” (next to each required attachment) : “Choose File” Note: If a pricing document is required, mark the box next to the question, “Does this attachment contain any pricing, cost, or discount information?”

Failure to mark this box when attaching a pricing document will result in disqualification.

Check this box ONLY if a separate pricing document is required.

Do NOT check this box for any other required quote attachment such as the Technical Proposal, Vendor Disclosure / IPG Active Registered Vendor Disclosure, or Utilization Plan(s), or Offer.

Offerors may also view the “Request for Proposal (RFP) Vendor Submission Instructions Video found at https://cpo-general.illinois.gov/vendor-resources.html

C.2. DUE DATE AND TIME FOR SUBMISSION OF OFFERS

Each solicitation contains the Offer due date and time, appearing as the “Bid Opening Date:” on the BidBuy posting. Offeror shall submit Offers in BidBuy, and the State shall open Offers electronically in BidBuy on the “Bid Opening Date”. The Offer must remain firm for 180 days from opening.

C.3. CONFLICT BETWEEN INFORMATION IN ELECTRONIC DOCUMENTS AND ON BIDBUY

If the State provides information in electronic documents (i.e., the RFP and other attachments) that is different or in conflict with the information the State provides on BidBuy, then the information in electronic documents is presumed to represent the State’s intent. If the Offeror provides information in electronic documents that is different or in conflict with the information the Offeror provides in BidBuy through their Seller Account, then the information in electronic documents shall represent the Offeror’s intended submission.

C.4. PUBLISHED PROCUREMENT INFORMATION

The State publishes procurement information, including solicitations, awards, and amendments, on the Chief Procurement Officer for General Services’ Illinois Procurement Bulletin, known as the Bulletin or BidBuy (https://www.bidbuy.illinois.gov/bso/). Procurement information may not be available in any other form or location. Offeror is responsible for monitoring BidBuy. The State will not be held responsible if Offeror fails to receive the optional e-mail notice of future amendments to the solicitation.

C.5. INFORMATION CONTACT

The individual listed in the “Info Contact:” field on the BidBuy posting shall be the single point of contact for this solicitation. Unless otherwise directed, Offeror should only communicate with the Information Contact. The State/Agency shall not be held responsible for information provided by or to any other person.

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

C.6. OFFEROR QUESTIONS AND AGENCY RESPONSE

All questions, other than questions raised at the Pre-Submission Conference, pertaining to this solicitation must be submitted in writing to the Information Contact deidre.evans@illinois.gov no later than 10 days before Bid Opening date. Questions received and Agency responses may be posted as a Bid Amendment to the original solicitation on BidBuy; only these posted answers to questions shall be binding on the State. Offeror is responsible for monitoring BidBuy and BidBuy email notifications.

C.7. PRE-SUBMISSION CONFERENCE

The Agency may conduct a Mandatory or Non-Mandatory Pre-Submission Conference, listed in the “Pre-Bid Conference:” field of the BidBuy posting. Please refer to BidBuy for this information.

If attendance is mandatory, Offeror (current contractor included) will be disqualified and considered non-responsive if Offeror does not attend, is not on time, leaves early, or fails to sign the attendance sheet. Offeror must allow adequate time to accommodate security screenings at the site.

There is no pre-submission conference for this solicitation.

C.8. SMALL BUSINESS SET-ASIDE

In the Bulletin posting, if “Yes” is shown to the question “Is this a Small Business Set-Aside Procurement?”, then Offeror must be registered by the Illinois Small Business Set-Aside Program at the time Offers are due for the Offer to be evaluated. For requirements on qualifying Offeror’s business in the Small Business Set-Aside Program, please go to the Chief Procurement Office for General Service’s website at https://cpo-general.illinois.gov/sell-2-illinois.html .

C.9. SECURITY

Bid/Performance Bond: $N/A. If a bond is required, Offeror must submit the Bid Bond with your offer or Performance Bond to the Information Contact within ten (10) days after contract execution. The bond must be from a surety licensed to do business in Illinois. An irrevocable letter of credit is an acceptable substitute. The form of security must be acceptable to the State.

C.10. TERMS AND CONDITIONS

Standard Terms and Conditions will become a part of any resulting contract. To view the Standard Terms and Conditions, please go to https://cpo-general.illinois.gov/solicitation-and-contract-templates.html.

Section D. EVALUATION PROCEDURES

D.1. EVALUATION PROCESS

The State assesses each Offer for Responsibility (E.10) and Responsiveness. The State considers the information provided and the quality of that information when assessing Offers. If the State finds a failure or deficiency, the State may reject the Offer or reflect the failure or deficiency in the assessment.

There are three scored parts to each proposal – technical, commitment to diversity, and pricing. Each part of the proposal is evaluated and ranked independently of the other parts of the proposal. The results of the evaluation of all three parts shall be used in ranking the proposals.

The State may award to the most responsive and responsible offeror whose offer best meets the specified criteria.

D.2. RESPONSIVENESS

A responsive offeror is one who submits an offer that conforms in all material respects to the Request for Proposal and includes all required forms.

D.2.1. The State will determine whether the Offeror complied with the instructions for submitting offers. Except for late submissions, and other requirements that by law must be part of the submission, the State may require that an Offeror correct deficiencies as a condition of further evaluation.

D.2.2. Subcontractor Disclosure: If the Offer includes any subcontractors, then Offeror shall complete the Subcontractor Disclosure section of the Offer to the State of Illinois.

D.2.3. If completing IPG Active Registered Vendor Disclosure, then responsiveness may include and may not be limited to:

· Active Illinois Procurement Gateway registration # with expiration date

· Certifications timely to this solicitation

· Disclosure of lobbyists for Offeror and parent entity(ies)

· Disclosure of pending and current contracts

D.2.4. If completing Vendor Disclosure, required parts may include and may not be limited to:

• Business and Directory Information: Offeror should complete and return the Business and Directory Information form in Vendor Disclosure, Part 1.

• Illinois Department of Human Rights (IDHR) Public Contracts Number: Offeror shall complete and return the IDHR Public Contracts Number form in Vendor Disclosure, Part 2.

• Authorized to Transact Business or Conduct Affairs in Illinois: A person (other than an individual acting as a sole proprietor) must be a duly constituted legal entity prior to submitting an Offer and authorized to transact business or conduct affairs in Illinois prior to execution of the contract. For more information, see Authorized to Transact Business or Conduct Affairs in Illinois in Vendor Disclosure, Part 3.

• Standard Illinois Certifications: Offeror shall complete and return the Standard Illinois Certifications form in Vendor Disclosure, Part 4.

• State Board of Elections Registration: Offeror may be prohibited from making political contributions and be required to register with the State Board of Elections. For more information, see State Board of Elections in Vendor Disclosure, Part 5.

• Disclosure of Business Operations with Iran: Offeror should complete and return the Disclosure of Business Operations with Iran form in Vendor Disclosure, Part 6.

• Financial Disclosures and Conflicts of Interest: Offeror shall complete and return the Financial Disclosures and Conflicts of Interest form in Vendor Disclosure, Part 7.

• Taxpayer Identification Number: Offeror should complete and return the Taxpayer Identification form in Vendor Disclosure, Part 8.

D.2.5. The State will determine whether the Offer meets the stated Technical requirements. Minor differences or deviations that have negligible impact on the price or suitability of the supply or service to meet the State’s needs may be accepted or corrections allowed. If no offeror meets a particular Technical requirement, the State may waive that requirement.

D.2.6. When the specification calls for “Brand Name or Equal,” the brand name product is acceptable. Other products will be considered with proof that the other product meets stated specifications and is equivalent to the brand product in terms of quality, performance, and desired characteristics.

D.3. EVALUATION METHODOLOGY

The Technical Requirements are described in Sections F.2. and F.3. The State evaluates the Technical Requirements without consideration of price.

D.3.1. Total Number of Points Available for Technical Requirements is: 750.

D.3.2. Offeror shall complete and return Sections F.1., F.2., F.3.

D.3.3. Relative Weight in Point Format

D.4. COMMITMENT TO DIVERSITY ELEMENTS

Sections 20-15 and 35-30 of the Illinois Procurement Code (30 ILCS 500/) require offerors to be evaluated on their commitment to diversity. The points available for Commitment to Diversity are described in Section F.4. and are equivalent to 20% of the Technical Requirements points. The State evaluates Commitment to Diversity without consideration of price.

D.4.1. The total number of points for Commitment to Diversity is 150.

D.4.2. Offeror shall complete and return Section F.4 Commitment to Diversity

D.4.3. Commitment to Diversity Categories: The percentages at the end of each section reflect the weighted distribution of points available identified in D.4.1.

Category 6 – Diversity in Staffing - % of individuals on governing board and/ or Senior executives who identify as women, minorities or person with disabilities. 10% % of individuals in management /supervisor positions who identify as women, minorities or person with disabilities. 13% % of total staff who identify as women, minorities or person with disabilities. 12% 52.5

D.5. MINIMUM REQUIRED POINTS

Requests for Proposal may specify that offerors must receive a minimum number of points in their Technical and Commitment to Diversity proposals combined to be considered for price evaluation and award.

The State determines how well offers meet the Technical and Commitment to Diversity requirements and rank the offers from best to least qualified using a point ranking system (unless otherwise specified) as an aid in conducting the evaluation. Offerors who receive fewer than the minimum required points will not be considered for price evaluation and award.

D.5.1. The total number of available points for Technical (750) and Commitment to Diversity (150) is 900.

D.5.2. A minimum of 650 of the available (Technical and Commitment to Diversity) points is required for price evaluation and award consideration.

D.6. PRICE

D.6.1. The State opens Price proposals after evaluating all Technical and Commitment to Diversity proposals.

If the State does not consider the price to be fair and reasonable and negotiations fail to meet an acceptable price, the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State determines whether the price is fair and reasonable by considering the offer, including the offeror's qualifications, the offeror's reputation, all price proposals submitted, other known prices, the project budget, and other relevant factors.

D.6.1. The total number of points for Price is 200.

D.6.2. The State will determine Price points using the following formula:

Maximum Price Points X (Lowest Price/Offeror’s Price) = Total Price Points

D.7. MAXIMUM AVAILABLE POINTS

The maximum number of points is 750 (Technical) + 150 (Commitment to Diversity) + 200 (Price) = 1,100 maximum available points.

Section E. ADMINISTRATIVE REQUIREMENTS

E.1. GOVERNING LAW AND FORUM

Illinois law and rules govern this solicitation and any resulting contract. Offeror must bring any action relating to this solicitation or any resulting contract in the appropriate court in Illinois. This document contains statutory references designated with “ILCS”. To view the full text, go to https://ilga.gov/Legislation/ILCS/Chapters . The Illinois Procurement Code (30 ILCS 500) and the Standard Procurement Rules (44 ILL. ADM. CODE PART 1) are applicable to this solicitation. To view them respectively, go to and Illinois General Assembly - ADMINISTRATIVE CODE.

E.2. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT

Offers become the property of the State. All offers will be open to the public under the Illinois Freedom of Information Act (FOIA) (5 ILCS 140) and other applicable laws and rules, unless Offeror requests in its Offer that the State treat certain information as confidential. A request for confidential treatment will not supersede the State’s legal obligations under FOIA. The State will not honor requests to keep entire Offers confidential. Offerors must show the specific grounds in FOIA or other law or rule that support confidential treatment. Regardless, the State will disclose the successful Offeror’s name, the substance of the Offer, and the price.

If Offeror requests confidential treatment, Offeror must submit additional copy/copies (see Instructions for Submission of Offers in Section C.) of the Offer with proposed confidential information redacted. This redacted copy must tell the general nature of the material removed and shall retain as much of the Offer as possible. In a separate attachment, Offeror shall supply a listing of the provisions identified by section number for which it seeks confidential treatment and identify the statutory basis or bases under Illinois law, including a detailed justification for exempting the information from public disclosure.

Offeror will hold harmless and indemnify the State for all costs or damages associated with the State defending Offeror’s request for confidential treatment. Offeror agrees that the State may copy the Offer to facilitate evaluation, or to respond to requests for public records. Offeror warrants that such copying will not violate the rights of any third party.

E.3. MINORITY CONTRACTOR INITIATIVE

The State requires a fee of $15 to cover expenses related to the administration of the Minority Contractor Opportunity Initiative. Any offeror 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.

E.4. FEDERAL FUNDS

The resulting contract may be partially or totally funded with Federal funds. Upon notice of intent to award, the percentage of supplies and/or services involved that are Federally funded and the dollar amount of such Federal funds will be disclosed.

E.5. EMPLOYMENT TAX CREDIT

Offerors who hire qualified veterans and certain ex-offenders may be eligible for tax credits. 30 ILCS 500/45-67 and 45-70. Please contact the Illinois Department of Revenue (217-524-4772) for information about tax credits [35 ILCS 5/216, 5/217].

E.6. RESERVATIONS

Offeror must read and understand the solicitation and tailor the Offer and all activities to ensure compliance. The State reserves the right to amend the solicitation, reject any or all offers, award by item/services, group of items/services, or grand total, and waive minor defects. The State may request clarification, inspect Offeror’s premises, interview staff, request a presentation, or otherwise verify the contents of the Offer, including information about subcontractors and suppliers. The State may request Best & Final Offers when appropriate. The State will make all decisions on compliance, evaluation, and terms and conditions, and shall make decisions in the best interests of the State and in accordance with the Illinois Procurement Code, rules and other applicable State and Federal statutes and regulations. This competitive process may require that Offeror provide additional information and otherwise cooperate with the State. If an offeror does not comply with requests for information and cooperate, the State may reject the offer as non-responsive to the solicitation. Submitting an offer does not entitle Offeror to an award or a contract. Posting a vendor’s name in a Bulletin notice does not entitle the vendor to a contract. The State is not responsible for and will not pay any costs associated with the preparation and submission of any offer.

Awarded Offeror(s) shall not commence and will not be paid for any billable work undertaken prior to the date all parties execute the contract, unless approved in writing in advance by the State Purchasing Officer or the Chief Procurement Officer (or designee).

E.7. AWARD

The State is not obligated to award a contract pursuant to this solicitation. If the State issues an award, the award will be made to the responsive and responsible offeror whose offer best meets the specified criteria unless otherwise permitted by the Illinois Procurement Code and Illinois Administrative Code. However, if the State does not consider the price to be fair and reasonable and negotiations fail to meet an acceptable price, then the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State will determine whether the price is fair and reasonable by considering the offer, including the offeror's qualifications, the offeror's reputation, all prices submitted, other known prices, the project budget and other relevant factors. The State will post a notice to the Bulletin identifying the apparent most responsive and responsible offeror.

E.8. 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. The Bulletin posting contains the “Bill-to Address:” where invoices should be sent.

Vendor shall not bill for any taxes unless accompanied by proof that 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.

E.9. PROTEST REVIEW OFFICE

Offeror may submit a written protest to the Protest Review Office following the requirements of the Standard Procurement Rules. 44 ILL. ADM. CODE 1.5550. For protests related to specifications, the Protest Review Office must physically receive the protest no later than fourteen (14) days after the solicitation or related addendum was posted to the Bulletin. For protests related to rejection of individual proposals or awards, the protest must be received by close of business no later than fourteen (14) days after the protesting party knows or should have known of the facts giving rise to the protest. The Protest Review Office’s information is as follows:

Chief Procurement Office Attn: Protest Review Office Email: cpogs.pro@illinois.gov

E.10. RESPONSIBILITY

A responsible Offeror is one who has the capability in all respects to perform fully the contract requirements and who has the integrity and reliability that will assure good faith performance. The State determines whether the Offeror is a “responsible” offeror; an offeror with whom the State can or should do business. For example, the State may consider the following:

E.10.1. A “prohibited bidder” includes any person assisting an employee of the State of Illinois by reviewing, drafting, directing, or preparing any invitation for bids, a request for proposal, or request of information, or providing similar assistance unless such assistance was part of a publicly issued opportunity to review drafts of all or part of these documents. For purposes of this section, an employee of the State of Illinois means one who, by the nature of his or her duties, has the authority to participate personally and substantially in the decision to award a State contract. No person or business shall submit specifications to a State agency unless requested to do so by an employee of the State. No person or business that contracts with a State agency to write specifications for a particular procurement need shall submit a bid or proposal or receive a contract for that procurement need.

Nothing herein is intended to prohibit a vendor from bidding or offering to supply developing technology, supplies or services after providing the State with a demonstration of the developing technology, supplies, or services; provided the subject of the demonstration to the State represents industry trends and innovation and is not specifically designed to meet the State's needs. Nothing herein is intended to prohibit a person or business from submitting a bid or offer or entering into a contract if the person or business: (i) initiates a communication with an employee to provide general information about products, services, or industry best practices and, if applicable, that communication is documented in accordance with Section 50-39 of the Illinois Procurement Code or (ii) responds to a communication initiated by an employee of the State for the purposes of providing information to evaluate new products, trends, services, or technologies.

E.10.2. Other factors that the State may use to evaluate to determine responsibility include, but are not limited to: political contributions, certifications, conflict of interest, financial disclosures, taxpayer identification number, past performance in business or industry, references (including those found outside the Offer), compliance with applicable laws, financial responsibility, insurability, effective equal opportunity compliance, payment of prevailing wages if required by law, capacity to produce or sources of supply, and the ability to provide required maintenance service or other matters relating to the offeror’s ability to deliver in the quality and quantity within the time and price as specified in this solicitation.

E.10.3. Awarded offerors must always have financial resources sufficient, in the opinion of the State, to ensure performance of the contract and must provide proof upon request. The State may require a performance bond if, in the opinion of the State, it ensures performance of the contract. The State may terminate the contract, consistent with the termination for cause provision of the contract, if the vendor lacks the financial resources to perform under the contract.

E.10.4. The State may require that an offeror correct any deficiencies as a condition of further evaluation.

E.11. BidBuy Terminology and Guidance: BidBuy is an online e-procurement system. There may be some difference between the procurement terminology used in this solicitation and the terms used in BidBuy. Please learn more about BidBuy by accessing the online resources found here:

https://pathway2procurement.illinois.gov/bidbuy.html

Section F. PROPOSAL FORMS Offeror must complete and return:

· The following three (3) tables include: Contract Requirements (Section F.1), and Technical Requirements: Mandatory Requirements with Evidence (Section F.2), and Proposed Technical Solution (Section F.3)

· Commitment to Diversity (Section F.4)

· Offer to the State of Illinois Please read and follow each instruction carefully.

F.1. CONTRACT REQUIREMENTS

Please read each contract requirement carefully in F.1. These contract requirements shall be included in any contract resulting from this solicitation.

CONTRACT REQUIREMENTS

Response

F.1.1. FM understands that as the equipment is in operation across the Midwest and requires constant adjustments to guidance as fleet is impacted by availability, special events, passenger input – all among the existing maintainer and operator challenges. FM must adjust to these changing fleet needs to best guide the Midwest States Oversight Body. Contract requires that FM must provide annual work orders, that address these changing conditions, that will be reviewed by IDOT and its contract manager prior to being approved.

|_| Agree

F.1.2. FM must have the necessary staffing to ensure that the technical requests and physical inspections are covered for the entire fleet.

F.1.3. FM must provide monthly reports of activities covered during previous work periods. Report should include any tasks involving any of the stakeholders and include the condition of the locomotives and cars, inclusive of high-level consist cancellation and/or deviation.

F.1.4. FM must provide weekly reports of inspection of state-owned equipment. FM must maintain a database that can be accessed by the State of Illinois and must have the capability to export data to communicate information with all shareholders.