Title
AUTHORIZATION TO ENTER INTO A CONTRACT WITH MCFIELD & ASSOCIATES INC. FOR ROOFING MATERIALS AND SUPPLIES: SUPPLY AND DELIVERY
SPECIFICATION NO. P-24004
Body
To: The Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
It is recommended that an order be entered authorizing the General Superintendent or their designee to enter into a contract with McField & Associates Inc. for the supply and delivery of roofing materials and supplies, districtwide. The contractors were selected pursuant to a publicly advertised Invitation for Bid (“IFB”). No work may commence and no payment shall be made prior to the execution of a written agreement.
II. Award Information
Awardee: McField & Associates
24325 W. Bristol Ave.
Plainfield, IL 60585
Company Type: Business Corporation
Majority Interest: Seretha McField-Gibbs 100%
Contract Period: One (1) year initial term with four (4) additional one (1) year extension options. If extension options are exercised, funding shall be based upon annual appropriations.
Contract Amount: Not to Exceed (NTE) $500,000 annually
This is a DUR (Depends Upon Requirements) Contract, where the actual annual spending for the initial contract term and any extension term is determined based on the District’s identified needs and which is authorized by annual appropriation and subject to each year’s budget. Material costs may increase in extension terms if justified and recommended by the Director of Purchasing.
Compliance
Goals: The Minority and Women Owned Business Enterprise participation is in compliance for this proposed contract.
This proposal participation is for 75% participation with McField & Associates Inc. as an MBE and 25% participation with Sustainable Custom Solutions as a WBE.
Scope of Services: For the supply and delivery of Roofing Materials and Supplies, districtwide, on an as-needed basis.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the written Agreement. Authorize the General Superintendent or their designee 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 and Capital
Fiscal Year: 2024
Source of Funds: 001.8485.8485.620020.00001.01.01.00001
IV. Procurement Information
Specification Number: P-24004
Date Advertised: May 23, 2024
Date Bids Due: July 11, 2024
Number of Bids Received: Four (4)
Bid Evaluation Detail: Lowest responsible and responsive bidder
This contract was publicly advertised as an Invitation for Bids (“IFB”), and there was one (1) section, with a total of 8 categories for bid, and bidders could bid on one, some, or all categories. Four (4) bids were submitted and were received on the due date and time. Department of Purchasing (“Purchasing”) reviewed all bids received and found three (3) bidders non-responsible and responsive, found one (1) bidder responsible and responsive. The Department of Facility Management reviewed the bids of the apparent lowest responsive bidder, and it has been determined that McField & Associates, Inc. is the lowest responsible and responsive bidder for Categories A-G.
Category Awardee
A: Membranes & Underlayment McField & Associates
B: Coatings, Primers, Sealers, and Cement McField & Associates
C: Screws, Nails, and Miscellaneous Hardware McField & Associates
D: Shingles and Related Materials McField & Associates
E: Gutters and Downspouts McField & Associates
F: Miscellaneous McField & Associates
G: Roofing Tools McField & Associates
H: Specialized Weatherproofing No Awardee
V. Explanation
The Department of Facility Management is responsible for repairing and maintaining Chicago Park District facilities districtwide and requires the services of experienced companies that supply roofing materials and supplies to perform this responsibility, on an as-needed basis year-round. Having this contract in place allows the Department of Facility Management to meet operational needs at a fair and reasonable price, while maintaining facilities that often have heavy use and require constant upkeep and maintenance. The awardee(s) has submitted the lowest responsible responsive bids for the applicable contract categories. Therefore, it is in the best interest of the Chicago Park District to award McField & Associates, Inc. the contract for the applicable categories for the supply and delivery of Roofing Materials and Supplies - districtwide.
VI. General Conditions
1) Conflicts: The Agreement shall not be legally binding on the Chicago Park District if entered into in violation of the provisions of 50 ILCS 105, the Public Officer Prohibited Activities Act.
2) Ethics: The agreement shall contain a provision requiring compliance with Chapter III of the Code of the Chicago Park District ("Governmental Ethics").
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 70 ILCS 1505/17(i).
4) Economic Disclosure Statement (“EDS”). Contractor has submitted full and complete EDS.