EMA - Sandbag Machines

The Illinois Emergency Management Agency - Office of Homeland Security is conducting an Invitation for Bid (IFB) solicitation (number 26-588IEMA-MGMTA-B-50617) for the procurement of four sandbag machines to support the state's flood response operations. The procurement requires three manual sandbag machines and one automatic sandbag machine to be delivered to Anthony Gorup, Readiness and Deployment Coordinator, at 4800 Rodger Street, Springfield, Illinois 62703. The manual machines must produce 700-900 bags per hour with dual augers, weigh no more than 10,000 lbs, include four chutes, and accommodate sand (wet and dry), gravel, mulch, and soil with fill capacities ranging from 1-30 lbs per bag using polypropylene, polyethylene, canvas, and geotextile materials. The automatic machine must produce 1,200 bags per hour with a dual agitator system, weigh no more than 10,000 lbs, feature a minimum of four chutes or conveyor belts, include a programmable control system for precise adjustments, and accommodate the same fill types and materials with fill capacities up to 5,000 lbs per bag. All machines must be self-powered with stainless steel hoppers. The contract term commences upon execution and concludes on June 30, 2026, with no renewal options and a maximum contract duration not to exceed ten years. Bids are due January 27, 2026, and must be submitted electronically through the BidBuy Purchase Order system; all required submission documents include a Vendor Disclosure or IPG Active Registered Vendor Disclosure, an Offer to the State of Illinois, and a Business Enterprise Program/Veterans Small Business Program Utilization Plan. The State will award the contract to the lowest priced responsive and responsible bidder, and bids must remain firm for 90 days from the opening date.

The solicitation does not specify a small business set-aside designation, though vendors should note that preference is given to domestically manufactured products unless foreign products are unavailable, cost 12 percent or more less than comparable domestic products, or offer substantially superior quality. All bidders must maintain active registration with the State of Illinois or complete the Vendor Disclosure form, and those awarded contracts valued at $1,000 or more must pay a $15 minority contractor initiative fee that will be deducted from the first payment. Vendors must provide general commercial liability insurance of $1,000,000 per occurrence with $2,000,000 annual aggregate, auto liability coverage of $1,000,000 per occurrence, and workers' compensation insurance as required by law, with all work product becoming the property of the State of Illinois. Subcontractors with annual values exceeding $100,000 are permitted with prior State approval and must provide Illinois Standard Certifications. The contract is contingent upon appropriation availability and may be terminated for convenience with thirty days' written notice or for cause immediately, and the State may suspend or terminate without penalty if funds become unavailable. While specific award values and budget ranges are not disclosed in the solicitation materials, pricing will be determined through the BidBuy Purchase Order system based on the lowest priced responsive bid. The resulting contract may be partially or fully funded with Federal funds, with the percentage and dollar amount of Federal funding to be disclosed upon notice of award.