TITLE
AUTHORIZATION TO ENTER INTO CONTRACTS WITH SHOREWOOD HOME & AUTO AND RUSSO HARDWARE, INC., FOR THE PURCHASE OR LEASE, MAINTENANCE AND REPAIR OF LANDSCAPE MOWERS DISTRICTWIDE SPECIFICATION P-22012
Body
To the Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
It is recommended that the General Superintendent and CEO or their designee enter into contracts with Shorewood Home & Auto and with Russo Hardware, Inc., for the purchase or lease, maintenance and repair of landscape mowers. The contractors were selected pursuant to a publicly advertised Request for Proposals. No work may commence and no payment shall be made to the contractor prior to the execution of a written agreement.
II. Award Information
Contractor: Shorewood Home & Auto
Company Type: Business Corporation
Majority Interests: Marc Moyer - 100%
Contract Term: Two (2) year initial term with three (3) one-year extension options.
Contract Amount: $ 3,400,000
Contractor: Russo Hardware, Inc.
Company Type: Business Corporation
Majority Interests: Anthony Russo - 33.3%
Frank Russo - 33.3%
John Russo - 33.3%
Contract Term: Two (2) year initial term with three (3) one-year extension options.
Contract Amount: $ 1,000,000
Scope of Services: The Chicago Park District (“CPD”) invites experienced firms to submit their proposals for Landscape Mowers District-Wide: Purchase or Lease, Maintenance and Repairs on an as-needed basis. The CPD is seeking the most value with this specification and is requesting prices to purchase, lease, lease with the option to buy, or lease to own the landscape mowers (“mowers”). Award will be determined on the quality and variety of mowers, prices proposed, and which option is 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.
Affirmative
Action Goals: The Minority and Women Owned Business Enterprise participation for this contract includes 25% Minority Owned and 5% Women Owned.
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: Operating and Capital
Fiscal Year: 2023
Source of Funds: 1.8450.8450.626025.1.1.1.1
082.8450.8450.627045.BD122.01.01.55294
IV. Procurement Information
Specification Number: P-22012
Date RFP Advertised: December 7, 2022
Proposals Due Date: January 18, 2023
Number of Proposals Received: Two (2)
This contract was publicly advertised as a Request for Proposals (“RFP”). Two (2) proposals were received on the due date and all proposals were found by the Department of Purchasing (“Purchasing”) to be compliant and responsive.
The Evaluation Committee (“EC”) was comprised of three (3) voting members and one (1) nonvoting member, all CPD staff, and they began their evaluation of the proposals at their first meeting on January 27, 2022. They met again on January 30, 2022, to discuss the proposals. Purchasing received the Best and Final Offers on February 2, 2023, and the EC concluded their evaluation by February 3, 2023.
V. Explanation
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 during this period. 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.
A contractor is needed that can both supply new mowers to replace machines that have reached the end of their useful life, as well as provide maintenance and repair services for the existing fleet. In addition, the CPD requires storage that is secure from the elements to prolong the useful life of our equipment and ensure that it is available for use when needed.
Therefore, it is in the best interest of the Chicago Park District to recommend Shorewood Home & Auto and Russo Hardware, Inc. for award of the contract for the purchase or lease, maintenance and repair of landscape mowers districtwide.
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 provision5s of the Public Officer Prohibited Activities Act, 50 ILCS 105/0.01 et seq.
2. Ethics: The Chicago Park District’s Ethics Code, Chapter III of the Code of the Chicago Park District, shall be incorporated into and made part of all agreements authorized herein.
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”): Contractors have submitted a full and complete EDS prior to execution of the contract.