TITLE
REQUEST TO EXERCISE THE AGREEMENT’S SECOND ONE (1) YEAR EXTENSION OPTION WITH SHOREWOOD HOME & AUTO, INC. FOR THE PURCHASE OR LEASE, MAINTENANCE AND REPAIR OF LANDSCAPE MOWERS DISTRICT-WIDE
SPECIFICATION NO. P-22012
BODY
To: The Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
Pursuant to Chapter XI, Section C.3.a of the Code of the Chicago Park District, the Director of Purchasing and the Director of Cultural and Natural Resources recommend an order be entered authorizing the General Superintendent or their designee to exercise the second one (1) year extension option with Shorewood Home & Auto, Inc. for the purchase or lease, maintenance and repair of landscape mowers district-wide, Specification No. P-22012.
II. Initial Award Information
Date of Award: February 15, 2023, Park District Commissioner Board Meeting
Contractor SHOREWOOD HOME AND AUTO, INC.
Company Type: Illinois Business Corporation
Majority Interest: Marc Moyer 100%
Contract Period: Initial contract period from March 27, 2023 to March 26, 2025; the first one (1) year extension of the contract period from March 27, 2025 to March 27, 2026 was authorized by the Board of Commissioners on January 22, 2025 and exercised on March 27, 2025. If the contract period is further extended, the second extension option will run from March 27, 2026 to March 26, 2027. One option to extend for a third additional year will be remaining. If the second extension option is exercised, funding shall be subject to annual appropriations.
Contract Amount: Not to exceed $3,400,000 for the initial two-year term; not to exceed $1,700,000 annually for all remaining extension options. DUR (depends upon requirements) contract. Expenditures for services remain subject to annual appropriations and each year’s budget.
Scope of Services: Purchase or lease, maintenance and repair of landscape mowers.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the Extension Agreement. Authorize the General Superintendent or their designee to execute the Extension Agreement and the Secretary to attest as to the signing of the Extension Agreement and keep an original copy of the Extension Agreement on file.
III. Performance to Date:
Shorewood Home and Auto, Inc. has provided high quality landscape mowers in a timely manner that meet the needs of Chicago Park District landscape maintenance staff. They have also provided maintenance and repair services in a responsive and timely manner.
IV. Current Expenditures:
Contract Start Date: March 27, 2023
Contract End Date: March 27, 2026
Contract Amount: $5,100,000
Payments to Date: $1,521,289.31 (30% as of 10/10/2025)
V. Current MBE/WBE Compliance
Original MBE: 25%
Goals: WBE: 5%
Current MBE 16.8%
Compliance: WBE 5.1%
Shorewood has provided documentation of a vehicle order from an MBE subcontractor that will bring them into compliance with their 25% MBE participation goal no later than March. When they take delivery of the order and pay the subcontractor, the compliance report will be updated to reflect the purchase.
VI. Explanation of Recommendation
The Chicago Park District requests approval by the Board to authorize the second of three one (1)-year extension options to Shorewood Home and Auto, Inc. for a new contract end date of March 27, 2027.
The Chicago Park District maintains nearly 7,000 acres of natural turf grass annually. The amount of turf at each park can vary from less than an acre to over 1,000 acres. Turf areas include variable terrain and obstacles such as trees, shrubs, fences, benches and light poles. Park District staff mow from spring through fall in almost all weather conditions. Each park is mowed weekly during high grown seasons and bi-weekly when hot dry weather slows the growth of grass. The mowers are typically in use from early morning to mid-afternoon five days per week with additional use on weekends as required.
The Park District has approximately 170 commercial grade riding landscape mowers in its fleet that require regular preventive maintenance and repairs in order to keep them in good working condition through their useful life. The fleet includes a range of mower types to cover the wide variety of conditions found in the parks. New mowers are purchased annually to replace mowers at the end of their useful life.
Shorewood Home and Auto, Inc. has provided the majority of mowers purchased by the Chicago Park District since the start of this contract. They are the sole authorized dealer for John Deere mowers in our region. Park District maintenance staff have found that John Deere manufactures mowers that best meet the maintenance needs in our parks for a majority of conditions. Shorewood Home and Auto, Inc. has also provided maintenance and repair services for the John Deere equipment in the Park District fleet.
Therefore, it is in the best interest of the Chicago Park District to exercise the second one-year extension option with Shorewood Home and Auto, Inc. for Purchase or Lease, Maintenance and Repair of Landscape Mowers Districtwide, Specification No. P-22012.
VII. 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: Unless already provided for in the original contract, the Extension Agreement shall contain a provision requiring compliance with Chapter III of the Code of the Chicago Park Distric(“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). Unless already provided for in the original contract, the Extension Agreement 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 prior to submission to the Board of Commissioners.