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AUTHORIZATION TO PARTICIPATE IN THE CITY OF CHICAGO CONTRACT #126710 WITH ENTERPRISE FLEET MANAGEMENT, INC. FOR LEASING OF AUTOMOBILES AND LIGHT DUTY TRUCKS, FOR DISTRICTWIDE USE (SPEC NO. 195159A)
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To: The Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
Pursuant to Chapter XI, Section D.7.a. of the Code of the Chicago Park District and the recommendation of the Director of Facility Management, the Director of Purchasing recommends that the Chicago Park District Board of Commissioners approve this request for leasing of automobiles and light duty trucks, for district wide use from City Contract #126710 (SPEC #195159A) with Enterprise Fleet Management, Inc., in the amount not to exceed $4,500,000.
II. Contractor Information
Contractor: Enterprise Fleet Management, Inc.
1200 Jorie Boulevard
Oak Brook, IL 60523
Company Type: Business Corporation
Contract Period: Initial term shall run until February 28, 2030. In the event that the City of Chicago exercises one or more extension options of City Contract #126710 (Spec #195159A) past such initial term, the Park District may likewise exercise one or more extension options. If the extension options are exercised, funding shall be based on annual appropriations.
Contract Amount: Not to Exceed (NTE) $4,500,000 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.
Scope of Services: Leasing of automobiles and light duty trucks for districtwide use.
Compliance
Goals: The Minority and Women-Owned Business Enterprise (MBE/WBE) participation for this contract meets the compliance goals of 25% MBE participation and 5% WBE participation. The proposal for this authorization includes 25% MBE and 5% WBE participation.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the written Agreement. 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: Operations and Capital
Fiscal Year: 2025/2026
Source of Funds: Operations: 001.8485.8485. 626075
Capital: TBD
IV. Procurement Information
The City publicly advertised the Request for Quotation (RFP) (viz. IFB) for leasing of automobiles and light duty trucks for districtwide use from City Contract #126170 (SPEC #195159A). Bids were submitted to the City on the due date of November 12, 2019. The City of Chicago participation was granted from the original award date of March 12, 2020. The contract extension was awarded on January 29, 2025 with an end date of February 28, 2030. At at the time of advertisement, the RFP included Section 3.1.4.12, “Participation by Other Local Government Agencies” allowing participation by other local government agencies including the Chicago Park District to participate in the agreement during the contract term and extensions. Accordingly, this solicitation complies with the terms of the Joint Purchasing Agreement. The Department of Purchasing submitted this joint purchasing request to the Chief Procurement Officer for the City of Chicago and received their approval to proceed with participation in the City of Chicago Contract.
V. Explanation
The Department of Facility Management requires a company to lease automobiles and light-duty trucks for districtwide use. Leased vehicles are essential to the daily operations of multiple departments and parks, supporting a wide range of programs, services, and maintenance activities throughout the Park District. Vehicles range from compact 2-door and 4-door vehicles to SUVs, cargo vans, pick-up trucks, and box trucks. Administrative staff use compact cars and SUVs for field meetings with staff, patrons, and partner agencies. Community Recreation staff rely on pool vehicles including compact cars and passenger vans for daily operations, events, and Special Recreation programs. Trades staff use mini- and full-size cargo vans, pick-up trucks, and box trucks to perform maintenance and operational tasks. The Department of Safety and Security utilizes SUVs for park patrols and security at parks and events throughout the Park District. The Department of Planning and Construction uses cars and SUVs for site visits and meetings with community groups and city agencies as well as construction project site visits. Other departments such as Risk Management, Department of Cultural and Natural Resources, Office of Prevention and Accountability, Workforce Development operate districtwide and require vehicles to support programming, maintenance, and daily operations. It is in the best interest of the Department of Facility Management and the Chicago Park District, to take advantage of the City’s larger buying power and economies of scale by entering into joint participation with this agreement with Enterprise Fleet Management, Inc.
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: 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 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 not submitted a full and complete EDS prior to execution of the contract.