Midwest Fleet Management Support - RFP

Background
The Illinois Department of Transportation (IDOT), representing the Midwest States (Illinois, Michigan, Missouri, Wisconsin), is seeking a Vendor to provide fleet management services for the High-Speed Rail (HSR) program. The goal is to effectively coordinate and manage maintenance, operational, ownership, and other issues related to the Midwest Next Generation Equipment Pool (NGEP), which includes Siemens Venture cars and Charger locomotives. The NGEP will also incorporate additional coach and cab cars by early 2026. This initiative aims to establish a transparent fleet management function that ensures effective stewardship over the NGEP throughout its service life.

Work Details
The Vendor will oversee fleet ownership, management, and maintenance of at least 33 diesel-electric locomotives, up to 94 single-level railcars, and up to 3 cab cars. Key tasks include:
- Coordinating with the Maintenance Contractor (MC), Federal Rail Administration (FRA), Service Operator, and Midwest States Oversight Body.
- Developing an annual work order identifying tasks, timelines, resources, and responsibilities associated with the Fleet Manager function.
- Preparing processes for fleet management operations including financial planning focusing on operating expenditures (OPEX) and capital expenditures (CAPEX).
- Establishing reliability targets and operational goals for the MW fleet.
- Supporting MC in implementing a comprehensive maintenance program.
- Conducting feasibility studies for maintenance facilities as an optional service.
- Establishing a monitoring plan for equipment performance and reporting processes to stakeholders.

Period of Performance
The contract will commence upon execution and will have an initial term of five years. The total term of the contract may not exceed ten years including any renewal terms.

Place of Performance
The services will be performed across various locations in the Midwest States including Illinois, Michigan, Missouri, and Wisconsin.

Bidder Requirements
The Vendor must demonstrate capability in managing complex programs within public service delivery or private corporations. Key personnel qualifications include:
- General Manager: Minimum eight years of experience in management overseeing complex programs; knowledge of public administration practices; degree in engineering or related field.
- Finance Executive/Manager: Minimum five years of experience in financial management within transportation sector; degree in business administration or related field. Additionally, Vendors must provide a plan for monitoring equipment performance and ensure compliance with federal and state funding requirements.