Title
AUTHORIZATION TO ENTER INTO A CONTRACT WITH
REINDERS, INC. FOR THE PURCHASE AND MAINTENANCE OF LANDSCAPE MOWERS
SPECIFICATION P-17012
Body
To the Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
It is recommended that the General Superintendent and CEO or his designee enter into a contract with Reinders, Inc., for the purpose of providing and maintaining Landscape Mowers throughout the Chicago Park District. The contractor was selected pursuant to a Request for Proposals (“RFP”). No work may commence and no payment shall be made to the contractor prior to the execution of a written agreement.
II. Award Information
Company: Reinders, Inc.
W227 N6225 Sussex Road
Sussex, WI 53089
Company Type: Wisconsin Business Corporation
Majority Interests: See Attachment
Contract Term: Two (2) year initial term, with three (3) additional one (1) year extension options.
Contract Amount: Not to exceed $2,600,000 for the initial contract term. Expenditures for services under each extension term will be authorized by annual appropriation and subject to each year’s budget.
Scope of Services: The purchase or lease, and maintenance and repairs of landscape mowers district-wide, on an as-needed basis.
Affirmative
Action Goals: The Minority and Women Owned Business Enterprise participation for this contract have been waived.
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: 2018
Source of Funds: 001.8450.8450.623130.1.1.1.1
078.8450.8450.627045.BD118.01.01.55294
IV. Procurement Information
Specification Number: P-17012
Date Issued: November 16, 2017
Number of Proposals Received: Three (3)
Date Proposals Due: December 14, 2017
This contract was publicly advertised as a Request for Proposals (“RFP”). Three (3) proposals were received on the due date and all were found by the Department of Purchasing (“Purchasing”) to be responsive with the requirements specified in the RFP.
The Evaluation Committee (“EC”) was comprised of nine (9) voting members, all CPD staff. The EC began their evaluation of the proposals at their first meeting on December 21, 2017. They met again on January 11 and January 19, 2018, and decided at the conclusion of these meetings to invite all three (3) proposers to oral presentations. Oral presentations were held on January 26, and each session lasted approximately one hour. The EC met once following oral presentations, and at the end of their meeting on February 15 they decided to send a request for Best and Final Offers to the top two proposers on February 21. Purchasing received the Best and Final Offers on February 23 and February 26. The EC concluded their evaluation and unanimously scored Reinders, Inc. the highest and recommended them for award.
V. Explanation
The CPD maintains between approximately 8800 acres of parkland at over 600 parks. The amount of turf at each park that is mowed can range from under one (1) acre to over one-thousand (1000) 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. Rocks, stones, and/or pebbles also exist within the turf and terrain. Generally, CPD personnel mow turf from spring through the fall, and during inclement weather. Each park is mowed weekly during this period. The mowers are typically in use five (5) days per week from early morning to mid afternoon, approximately six to eight hours per day, with additional
hours of use daily and on weekends as needed. Some mowers are also converted each fall for use in plowing snow throughout the parks. The CPD currently has over 170 mowers in its fleet.
VI. General Conditions
1) Conflicts: The Agreement shall not be legally binding on the Chicago Park District if entered into in violation of the provisions of 50 ILCS 105, the Public Officer Prohibited Activities Act.
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 the agreement.
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 submitted a full and complete EDS.