Title
AUTHORIZATION TO ENTER INTO A CONTRACT WITH WESTREC SMI LLC (SUNTEX MARINA INVESTORS) FOR MANAGEMENT AND OPERATION OF OUTDOOR ICE RINKS
SPECIFICATION NO. P-23010
Body
To the Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
It is recommended that the General Superintendent and CEO or her designee enter into a contract with Westrec SMI LLC (Suntex Marina Investors) (“Westrec”) for the purpose of managing and operating outdoor ice rinks throughout the Chicago Park District. The contractor was selected pursuant to a publicly advertised Request for Proposals. No work may commence, and no payment shall be made to the contractor prior to the execution of a written agreement.
II. Award Information
Contractor: Westrec SMI LLC (Suntex Marina Investors, LLC)
17330 Preston Road, Suite #100C
Dallas, TX 75252
Company Type: Limited Liability
Majority Interests: Suntex REIT, LLC (46.65%)
Contract Term: Two (2) year initial term with three (3) one-year extension options.
Contract Amount: Annual Management Fee Schedule:
$125,000 Year 1
$130,000 Year 2
$135,000 Year 3 (extension)
$140,000 Year 4 (extension)
$145,000 Year 5 (extension)
Scope of Services: Management and operation of five (5) outdoor ice rinks: McKinley Park, Midway Plaisance Park, Mt. Greenwood Park, Warren Park, and Wentworth Park.
Affirmative
Action Goals: The Minority and Women Owned Business Enterprise participation for this contract includes 25% Minority Owned and 5% Women Owned.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the written Agreement, including but not limited to provisions allowing for modifications in the scope of services and termination for convenience. Authorize the General Superintendent to execute the Agreement and the Secretary to attest as to the signing of the Agreement and keep an original copy of the Agreement on file.
III. Budget and Financial Information
Budget Classification: Operating
Fiscal Year: 2023 - 2025
Source of Funds: 001.9310.9310.626015.00001.01.01.00001
IV. Procurement Information
Specification Number: P-23010
Date RFP Advertised: June 02, 2023
Date of Pre-Submittal Meeting: N/A
Proposals Due Date: June 27, 2023
Number of Proposals Received: Two (2)
This contract was publicly advertised as a Request for Proposals (“RFP”). Two (2) proposals were received on the due date and all proposals were found by the Department of Purchasing (“Purchasing”) to be compliant and responsive.
The Evaluation Committee (“EC”) was comprised of five (5) voting members and two (2) nonvoting members, all CPD staff, and they began their evaluation of the proposals at their first meeting on July 14, 2023. They met again on July 19, 2023, to discuss proposals and complete preliminary scores. The EC concluded their evaluation by July 26, 2023.
V. Explanation
The Chicago Park District (“CPD”) requires the services of a firm to manage and operate five (5) outdoor ice rinks (“rinks”) located throughout the city. The management and operation responsibilities include: daily management during operating season, resurfacing the ice, maintaining the refrigeration and all other equipment, developing and managing rink schedules including rentals, marketing the rinks for skating lessons and hockey, maintaining and renting skates, and custodial services.
Westrec managed the CPD’s outdoor ice rinks from 2008-2013 and 2017-2023. Locally, they managed the ice-skating ribbon at Maggie Daley Park and the City of Chicago’s Millennium Park Ice Rink in the past. Westrec has the capacity, knowledge and equipment to implement operational plans and perform many repairs in real time. Additionally, they have a team of year-round, committed employees and will be keeping summer boating season employees on staff to work at the rinks during the winter. Westrec has a solid implementation plan and is ready to start immediately to ensure the rinks open on time for the season.
Westrec SMI LLC (Suntex Marina Investors) has the demonstrated experience and capability to manage and operate the outdoor ice rinks, and therefore, it is in the best interest of the Chicago Park District to recommend Westrec SMI LLC (Suntex Marina Investors) for the award of the Management and Operation of Outdoor Ice Rinks contract.
VI. General Conditions
1. Conflicts: No agreement authorized herein shall be legally binding on the Chicago Park District if entered into in violation of the provisions of the Public Officer Prohibited Activities Act, 50 ILCS 105/0.01 et seq.
2. Ethics: The Chicago Park District’s Ethics Code, Chapter III of the Code of the Chicago Park District, shall be incorporated into and made part the agreement.
3. Contingent Liability: Any agreement lawfully entered into for a period of more than one year shall be executory only for the amounts for which the Park District may become liable in succeeding fiscal years pursuant to Section 17(i) of the Chicago Park District Act, 70 ILCS 1505/17(i). All agreements authorized herein shall contain a clause that any expenditure beyond the current fiscal year is subject to appropriation in the subsequent fiscal year budget.
4. Economic Disclosure Statement (“EDS”): Contractor has submitted a full and complete EDS.