AGR-DQ B and G-Equipment Repair and Maintenance

The Illinois Department of Agriculture issued an Invitation for Bid (IFB) for repair and maintenance services for equipment at the Du Quoin Building and Grounds facility, with bids due by March 4, 2026. The procurement seeks a qualified vendor to furnish all labor, equipment, and parts necessary to repair sixteen specific pieces of agency-owned agricultural equipment, including tractors and heavy machinery from manufacturers such as John Deere, New Holland, Kubota, Caterpillar, Ditch Witch, Takeuchi, and Case. Bidders may submit quotes for all listed equipment or select specific brands and models they can service. The contract is structured as a time and materials agreement with regular hourly rates for work performed during standard business hours (7:30 a.m. to 4:00 p.m., Monday through Friday) and emergency rates at one and one-half times the hourly rate for all other hours, including overnight, weekend, and holiday work. The vendor must provide cost estimates within forty-eight hours of equipment inspection at no charge and obtain written approval from the Fair Manager, Facility Manager, or Grounds Supervisor before commencing repairs. Qualified vendors must demonstrate at least three years of documented experience repairing agricultural tractors and heavy equipment, possess proper training certifications and required service tools, and utilize original equipment manufacturer parts when available. The State will evaluate bids based on responsiveness, responsibility, and price, with the award going to the lowest priced responsive and responsible bidder.

The contract carries an initial term from July 11, 2026, through July 10, 2028, with a maximum total contract duration not to exceed ten years including any renewals or extensions, and subcontracting is strictly prohibited. Vendors must submit pricing for both year one and year two, with prices remaining firm during the first contract year; subsequent price increases above 5% require written proof of cost increases and Illinois Department of Agriculture approval, while any decreases of 5% or more must be passed immediately to the agency. All bidders must comply with Illinois Procurement Code requirements and submit required documentation through the BidBuy electronic procurement system, including either a Vendor Disclosure Form (for vendors not registered in the Illinois Procurement Gateway) or an IPG Active Registered Vendor Disclosure, along with the completed Offer to the State of Illinois form and any applicable Business Enterprise Program or Veterans Business Program Utilization Plans if such set-asides apply to this solicitation. The procurement is subject to applicable federal and state laws, including preferences for domestically manufactured products and minority contractor initiative fees of $15 for contracts valued at $1,000 or more. The contract is contingent upon availability of appropriated funds, and the State reserves the right to terminate for convenience with thirty days' notice or for cause with immediate effect. No specific budgetary range or incumbent vendor information is disclosed in the solicitation documents.