Project Information

Bid Title

Bus Vacuum Replacement

Issuing Agency

Springfield Mass Transit District

Location

Illinois

Published Date

Mar 11, 2026

Closing Date

Apr 16, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bus Vacuum Replacement

Springfield Mass Transit District dba Sangamon Mass Transit District (the “District”) is requesting quotes from qualified companies capable of the demolition, supply, and installation of a total bus vacuum system per the specifications listed in this Request for Quotes (RFQ). All quotes are due no later than Thursday, April 16, 2026 by 2:00 PM CST. All official correspondence regarding this RFQ shall be transmitted to and from the District’s Grants and Procurement Manager, Hadley Markiewicz, in writing to purchasing@smtd.org.

Attachment Preview

Date:

February 26, 2026

To:

Potential Bidder

Subject:

Sangamon Mass Transit District Bus Vacuum System

To Whom It May Concern:

Springfield Mass Transit District dba Sangamon Mass Transit District (the “District”) is requesting

quotes from qualified companies capable of the demolition, supply, and installation of a total bus

vacuum system per the specifications listed in this Request for Quotes (RFQ). All quotes are due no

later than Thursday, April 16, 2026 by 2:00 PM CST. All official correspondence regarding this

RFQ shall be transmitted to and from the District’s Grants and Procurement Manager, Hadley

Markiewicz, in writing to purchasing@smtd.org.

All necessary information is attached as follows:

Section 1: General Information

2

Section 2: Scope of Work

3

Appendix A: Bus Vacuum System Drawings

5

Appendix B: Certification Regarding Lobbying 8

Appendix C: Bid Form

9

Appendix D: Draft Contract

10

Sincerely,

Hadley Markiewicz

Grants and Procurement Manager

Page 1 of 25

SECTION 1: GENERAL INFORMATION

1.0 Procurement Schedule

DATE

February 26, 2026

March 19, 2026

11:00 AM CST

March 26, 2026

4:00 PM CST

April 2, 2026

4:00 PM CST

April 16, 2026

2:00 PM CST

April 28, 2026

November 2026

TASK

Issue Requests for Quotes

OPTIONAL Site Visit

Deadline for submitting questions

Deadline for addressing questions

Quotes are due

Issue Notice to Proceed

Anticipated project completion

1.1 Optional Site Visit. The District will hold an optional site visit at 928 S 9th St, Springfield, IL

on March 19, 2026 at 2:00 PM CST. Individual site visits will not be scheduled.

1.2 Questions and Requests for Clarification. Requests for interpretations, clarifications, and/or

deviations shall be made in writing by 2:00 PM CST on March 26, 2026 to the Grants and

Procurement Manager, Hadley Markiewicz, at purchasing@smtd.org. Only requests made in

writing will be considered. Responses will be sent to all interested parties and posted at

smtd.org/bids by 2:00 PM CST on April 2, 2026.

2.0 Required Submission Content

2.1 A complete submission shall include the following:

• One (1) original quote with the best and final price using Appendix C;

• Preliminary installation drawing or a sample drawing of a similar project;

o These drawings are to include physical component layout and electrical

diagrams.

• List of subcontractors and manufacturers, if applicable;

o After approval of the list by the District, it shall not be changed unless

written approval of changes is authorized by the District.

• Wiring Diagrams detailing wiring for power and control systems; and

• Completed Required Certifications

2.2 Quotes shall be submitted electronically to bids@smtd.org.

2.3 Quotes shall be valid for 60 days from the date of submission.

3.0 Evaluation and Selection

This is a best value procurement where the District reserves the right to select the most

advantageous offer. The award of a firm, fixed-price contract shall be made to the lowest

responsive and responsible Respondent.

4.0 Payment Method

Upon award, a payment schedule shall be established. Payments are issued upon receipt of an

invoice detailing the work completed. The District issues all payment through ACH. Please be

prepared to complete an ACH form and supply a W-9.

Page 2 of 25

SECTION 2: SCOPE OF WORK

1.0 General Description

1.1 The system shall be capable of cleaning 40 vehicles (transit buses, vans, cars, and trucks)

daily.

1.2 The system shall collect coarse refuse (mud, leaves, sand, papers, wrappers) from the

grooved bus floors and driver area while preventing fine dust from contaminating electrical

or mechanical components in all types of.

1.3 The system will be capable of handling wet or dry refuse.

1.4 The District must approve the final layout of all equipment and related structures.

1.5 All work and materials shall be in accordance with the requirements of all applicable local

codes, ordinances, rules, and regulations of all authorities that have jurisdiction. Nothing on

the drawings and specifications shall be construed to permit work not in conformance with

these rules and regulations.

2.0 Demolition of Existing Bus Vacuum System

The current system has two vacuum lanes. Demolition shall include the removal of both lanes with

only one being replaced. The Contractor shall dispose of all removed material in accordance with

FTA recycling guidelines.

3.0 Component Specifications

The District is interested in the most effective and efficient solution. As such, the District does not

have specifications for every component (pre-separator, filter, control panel, etc.) and intends for

Respondents to propose a functional solution.

3.1 The vacuum pump must have enough power to effectively move debris from the buses to

the refuse container (dumpster).

3.2 All piping must be stainless steel to prevent rusting.

3.3 The vacuum system must include two hoses in one lane. The District prefers the location of

the hoses to remain the same as the current system.

4.0 Installation

4.1 The Contractor is responsible for the supply of necessary equipment, materials, and service

for the complete assembly and erection of the equipment- including any connections to

building services.

4.2 The vacuum system shall be set in place accurately, securely; plumbed level; properly

aligned; and anchored as required for secure operation.

4.3 The Contractor shall be responsible for wall and roof penetrations, patches, and repairs of

the penetrations, if required.

4.4 The Contractor shall secure all applicable permits for the project.

5.0 Start-up, Demonstration, and Training

5.1 A factory-authorized representative shall provide the system start-up, demonstration, and

training to District personnel after making any necessary adjustments for the safe and

proper operation of the equipment.

5.2 The Contractor shall supply a physical and digital copy of the Operation and Maintenance

manuals for the system, which address the following:

• Description of system and components

• Starting and stopping instructions

Page 3 of 25

• Special operating instructions

• Emergency stopping

• Routine maintenance procedures

• Servicing and lubrication schedule

• Wiring diagram

• Filter changing procedure

• Troubleshooting procedure

5.3 The Contractor shall supply a complete parts list of major components and a recommended

spare parts list.

5.4 A factory-authorized representative shall instruct the District’s personnel in the proper use

and maintenance of the vacuum system; including safety features, cleaning procedures,

troubleshooting, adjusting the system, preventative maintenance procedures, and proper

storage and handling of the equipment.

5.5 The system shall be considered acceptable after a functional testing period of one (1) work

week without any major problems. Training of appropriate personnel shall be conducted

during the functional testing period.

6.0 Final Acceptance

6.1 The District shall certify final acceptance upon successful completion of the functional

testing period.

6.2 The warranty period shall begin upon final acceptance. The procedure for warranty claims

and all applicable contacts shall be provided prior to final acceptance.

7.0 Warranty

The manufacturer warrants the work performed and materials furnished to be free from defects in

design, materials and workmanship for a period of one (1) year from date of final acceptance. The

manufacturer shall remedy any defect at their expense during the one (1) year warranty period.

8.0 Standard Insurance Requirements

COVERAGE TYPE

LIMITS

Worker's Compensation

Statutory Limits For Each Respective State

Employer's Liability

Auto Liability

$1,000,000 Each Accident

$1,000,000 Policy Limit

$1,000,000 Each Person

$1,000,000 Combined Single Limit

General Liability

Excess/Umbrella Liability

$1,000,000 Per Occurrence

$2,000,000 Aggregate

$2,000,000 Completed Operations

$5,000,000 Per Occurrence

$5,000,000 Aggregate

Liability limits can be satisfied with a combination of underlying and/or excess or umbrella

coverage. Please note, the above limits are the minimum acceptable to the District but may need to

be changed depending upon the specific requirements of the project owner.

Evidence of the above coverages must be supplied to the District within 10 days of being

issued a Notice to Proceed.

Page 4 of 25

Appendix A. Bus Wash and Vacuum Systems Drawings

The remainder of this page is left intentionally blank.

Page 5 of 25

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