TITLE
REQUEST TO EXERCISE THE CONTRACT ONE (1) YEAR EXTENSION OPTION WITH SHOREWOOD HOME AND AUTO FOR LANDSCAPE MOWERS DISTRICTWIDE: PURCHASE OR LEASE, MAINTENANCE AND REPAIRS
SPECIFICATION NO. P-22012
BODY
To: The Honorable Board of Commissioners of the Chicago Park District
I. Initial Award Information
Award Date: Spec. No. P-22012 was awarded on February 15, 2023 by the Chicago Park District Board of Commissioners for the Department of Cultural and Natural Resources to Shorewood Home and Auto for the purchase or lease, maintenance and repair of landscape mowers.
Contractor: Shorewood Home and Auto
Company Type: Business Corporation
Contract Amount: $ 3,400,000
Scope of Services: The Chicago Park District (“CPD”) invited experienced firms to submit their proposals for Landscape Mowers District-Wide: Purchase or Lease, Maintenance and Repairs on an as-needed basis. The CPD was seeking the most value with this specification and requested prices to purchase, lease, lease with the option to buy, or lease to own the landscape mowers (“mowers”). Award was determined on the quality and variety of mowers, prices proposed, and which option was in the best interest of the CPD.
The awardee(s) shall provide all required equipment, manufacturers’ warranties, operations manuals, training materials, supervise all required training; as well as, transportation, vehicles, and any/all other services necessary to purchase or lease and to service, maintain and repair mowers in accordance with the terms and conditions of this specification. Additionally, the awardee will provide services of the highest and best quality that are competitively priced and delivered in a timely manner. Finally, the awardee must have experience and have an established, credible reputation for servicing large volume equipment to location customers on a just-in-time basis.
The awardee(s) shall be responsible to include and provide, or contract for the maintenance and repair of the mowers for the duration of the agreement. Accordingly, the awardee shall provide prompt maintenance service and shall contract for or have existing maintenance facilities with sufficient parts inventory and trained technicians experienced in providing service on the proposed mowers. Contractor shall pick up all equipment or do repairs in the field. Alternately, the CPD may choose to pick up, transport, and/or deliver equipment as necessary for repairs and maintenance throughout the life of this contract.
The CPD does not have facilities to accommodate winter storage of the mowers. Consequently, the awardee must have a storage facility of no less than 20,000sf to store the mowers and other CPD equipment throughout the year. The storage facility must be indoors and heated and able to accommodate over 200 mowers and other CPD equipment such as salt spreaders, and snow blowers. Also, the storage facility must be located within the six county area and no more than 50 miles from the limits of the City of Chicago. Additionally, the CPD will have unlimited and unrestricted access to the storage facility at all times. Lastly, the awardee will pick-up the mowers from the CPD and transport them to its facility or facilities at the end of each season and deliver the mowers to the CPD at the start of each season as directed by the CPD. The CPD reserves the right to pick up and deliver its equipment to the storage site at any time.
Contract Period: Two (2) year initial term with three (3) additional one (1) year extension options. Contract execution date of March 27, 2023 and expiration of March 27, 2025.
Contract Amount: Not to exceed $3.4 million for the initial contract term.
If the extension options are exercised, funding shall be based upon annual appropriations. This is a DUR contract (depends upon requirements). Expenditures for services under each extension term will be authorized by annual appropriation and subject to each year’s budget. DUR contract.
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.
II. Current Expenditures: (APRIL 2023 - DECEMBER 2024)
Contractor: Shorewood Home and Auto, Inc.
1002 W. Jefferson St.
Shorewood, IL 60404
Amount: Purchase Orders Issued to date - $1,647,442.81
Purchase Orders paid to date - $1,647,442.81
III. Current MBE/WBE Compliance
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 33.094% MBE participation and 9.346% WBE participation.
Contractor: Shorewood Home and Auto, Inc.
MBE - 33.094%
WBE - 9.346%
The percentages shown are against paid contract spend.
IV. Explanation of Recommendation
The CPD maintains approximately 7,000 acres of turf annually. The amount of turf at each park that requires mowing can range from under an acre to over 1,000 acres. The terrain at the parks is flat, sloped, and also has berms and hills. The mowers have to travel around trees, shrubs, fences, benches, light poles, and other obstructions and obstacles. Generally, CPD personnel mow the turf from spring through the fall, and during inclement weather. Each Park is mowed weekly or biweekly depending on weather conditions and turf growth rate. The mowers are typically in use from early morning to mid-afternoon, approximately six to eight hours per day, five days per week, with additional hours of use daily and on weekends, as required.
The CPD has over 170 riding landscape mowers (“mowers”) in its fleet that require regular preventive maintenance and as-needed maintenance and/or repair to keep them in good working condition throughout their useful life. The fleet includes wide area and zero-turn-radius mowers (including propane powered mowers), front mowers, and hydro walk-behinds. Further, the condition of the mowers varies from excellent to poor. Lastly, the number of mowers to be maintained and repaired during the contract term may vary as new mowers are added to the fleet and current ones removed as they reach the end of their useful life.
Shorewood Home and Auto is an authorized dealer for John Deere lawnmowers. DCNR staff selected John Deere equipment as the best option to meet our operational needs during the initial contract term. The CPD has purchased numerous John Deere landscape mowers from Shorewood Home and Auto during the initial contract term and has used the vendor for maintenance and repair services for these mowers. The CPD has been satisfied with the service provided by Shorewood Home and Auto. In addition, Shorewood has exceeded their compliance goals of 25% MBE participation and 5% WBE participation.
Therefore, it is in the best interest of the Chicago Park District to grant the first of three (3) one (1) year extension options with no change to the contract value to the awarded contracted vendor to Shorewood Home and Auto.