TITLE
REQUEST TO AMEND THE CONTRACT AND TO EXERCISE THE CONTRACT’S FIRST ONE (1) YEAR EXTENSION OPTION WITH PATSON, INC. DBA TRANSCHICAGO TRUCK GROUP FOR THE PURCHASE AND DELIVERY OF CAB/CHASSIS TRUCKS WITH AERIAL PLATFORMS, DERRICKS, BUCKETS, AUGERS, AND SERVICE BODIES DISTRICT-WIDE COOPERATIVE PURCHASING AGREEMENT - CITY OF CHICAGO CONTRACT (PO) NO. 177120,
SPECIFICATION NO. 1191565
BODY
To: The Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
Pursuant to Chapter XI, Section C.3.a and Chapter XI, Section D.7.a of the Code of the Chicago Park District, the Director of Purchasing and the Director of Facility Management recommend that the Board of Commissioners of the Chicago Park District (“Board”) authorize the General Superintendent or their designee to: (1) amend the contract (Crew/Cab Chassis Cooperative Purchasing Agreement - City of Chicago Contract (PO) No. 177120, Specification No. 1191565) (the “Contract”) with Patson, Inc. DBA TransChicago Truck Group (the “Contractor”) for the purchase and delivery of new cab/chassis trucks with aerial platforms, derricks, buckets, augers, and service bodies district-wide to increase the not-to-exceed amount of the Contract by $1,500,000.00 for the first one (1) year extension option on the Contract; and (2) exercise the first one (1) year extension option on the Contract.
II. Initial Award Information; Authorization
Date of Award: May 8, 2024 Board Meeting
Contractor: Patson, Inc. DBA TransChicago Truck Group
776 N. York Street
Elmhurst, IL 60126
Company Type: Illinois Business Corporation
Majority Interest: P. Douglas Cayce 100%
Contract Period: The initial Contract period is from May 8, 2024 to May 7, 2026. If the first extension option is exercised, additional options to extend the term of the Contract depend upon the City of Chicago Contract (PO) No. 177120, Specification No. 1191565 (“City Contract”) likewise being extended. The initial term of the City Contract is set to end on March 14, 2027 but may be extended for an additional thirty-six (36) months. If the City Contract is extended, the Contract may likewise be extended. If the first extension option is exercised, funding shall be subject to annual appropriations.
Original Authorized Amount: Not to exceed $3,000,000.00 for the initial Contract period and all extension periods. Expenditures for services remain subject to annual appropriations and each year’s budget. This is a DUR (depends upon requirements) contract.
Amended Authorized Amount: Not to exceed $3,000,000.00 for the initial Contract term. Not to exceed $1,500,000.00 for the first extension option. Expenditures for services remain subject to annual appropriations and each year’s budget. This is a DUR (depends upon requirements) contract.
Scope of Services: Purchase and delivery of new cab/chassis trucks with aerial platforms, derricks, buckets, augers, and service bodies district-wide.
Authorization: Authorize the General Superintendent or their designee to amend the Contract to increase the Contract’s amount as set forth in the Amended Authorized Amount above and to exercise the Contract’s first one (1) year extension option (the “Amendment”). Authorize the General Counsel include other relevant terms and conditions in the Amendment. Authorize the General Superintendent or their designee to execute the Amendment and the Secretary to attest as to the signing of the Amendment and keep an original copy of the Amendment on file.
III. Budget and Financial Information
Budget Classification: Capital, GO Bonds, and Operating
Fiscal Year: 2026
Funding for successive fiscal years shall be allocated annually
Source of Funds: 86.8460.8460.627070.BD126.01.01.55296
001.8485.8485.626075.00001.01.01.0001
IV. Performance to Date:
Contractor has met the expectations under the Contract in the initial Contract period for the purchase and delivery of new cab/chassis trucks with aerial platforms, derricks, buckets, augers, and service bodies district-wide. Furthermore, Contractor has the capacity to meet the delivery requirements and has done so in a timely and efficient manner to the Chicago Park District (“Park District”). In addition, Contractor has maintained good standing as a vendor.
V. Current Expenditures:
Contract Start Date: May 8, 2024
Contract End Date: May 7, 2026
Current Contract Amount: $3,000,000.00
Payments to Date: $2,805,348.90 (93.5% as of 1/24/2026)
VI. Current MBE/WBE Compliance
Original Goals: MBE: 0%
WBE: 0%
Contractor was granted a waiver from MBE/WBE commitment goals for both the City Contract and the Contract.
Current Compliance: MBE 0%
WBE 0%
VII. Explanation of Recommendation
The Director of Purchasing and the Director of Facility Management request the Board to authorize: (1) an amendment to the Contract to increase the not-to-exceed amount of the first one (1) year extension option on the Contract by $1,500,000.00; and (2) the first one (1) year extension option to the Contract for a new Contract end date of May 7, 2027.
The Department of Facility Management requires a vendor to supply and deliver new cab/chassis trucks equipped with aerial platforms, derricks, buckets, augers, and service bodies to support district-wide repair needs, including lighting maintenance, due to the aging condition of the current fleet. These specialized vehicles are essential tools for Park District trades staff, who rely on them daily to perform operational tasks, routine maintenance, and capital improvement projects across the Park District. Contractor has provided these specialized vehicles to the Park District since 2024 when the Board authorized that the Park District could use cooperative purchasing to join the City Contract.
The original Board authorization for the Contract authorized $3,000,000.00 for the initial Contract term and all extension options. As can be seen above, the Park District has paid Contractor $2,805,348.90. As equipment assessments occurred, it became apparent that additional vehicles and components were required to meet operational needs. Certain pieces of equipment also needed additional configuration than originally estimated, which increased expenditures earlier than expected. Because of this, the Department of Facility Management requires an increase in the not-to-exceed amount of the first one (1) year extension option. An additional $1,500,000.00 is necessary to support the contract extension and to replace additional aging equipment that has been identified as requiring timely replacement.
Therefore, it is in the best interest of the Park District to: (1) amend the Contract to increase the not-to-exceed amount of the first one (1) year extension option on the Contract by $1,500,000.00; and (2) exercise the first one (1) year extension option on the Contract.
VIII. 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 Contract contains 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 prior to submission to the Board.