TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 15, 2018
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with Chevin Fleet Solutions LLC, for a Dedicated Fleet Management Solution for 249 Fleet Vehicles for a period of thirty-six months, under the National Joint Powers Alliance (NJPA) Joint Purchasing Contract No. 022217-CVS, in an amount not to exceed $55,636.00, Account 101-15000-612860, Requisition 1489608
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Chevin Fleet Solutions LLC for a Dedicated Fleet Management Solution for 249 Fleet Vehicles for a period of thirty-six months, under NJPA Joint Purchasing Contract No. 022217-CVS. The District has the ability to participate in NJPA Contracts under the Government Joint Purchasing Act, 30 ILCS 525/0.01 et. seq. This purchase order will begin June 1, 2018 and expire on May 31, 2021.
The NJPA currently has a competitively bid contract with Chevin Fleet Solutions LLC, for the provision of fleet management and related technology solutions. On May 19, 2011, the Board of Commissioners granted authority to participate in the NJPA purchasing cooperative. The invitation to bid was issued to establish a contract to enable all state agencies and authorized local governmental units to purchase fleet management and related technology solutions during the contract period. The term of the contract began on June 1, 2017, and expires on June 1, 2021.
Chevin Fleet Solutions LLC will provide the District access to its FleetWave Core system as part of the terms of this agreement. FleetWave Core is an out-of-the-box fleet management software package containing the key tools the District needs to run an effective fleet operation.
Chevin Fleet Solutions LLC is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement is not applicable due to the specialized nature of the services required.
In view of the foregoing it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement with Chevin Fleet Solutions LLC, in an amount not to exceed $55,636.00.
Funds for the 2018 expenditure in the amount of $15,239.00 are available in Account 101-15000-612860. Funds for the 2019, 2020, and 2021 expenditures of $16,716.00, $16,716.00, and $6,965.00 respectively are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Eileen M. McElligott, Administrative Services Officer, JRM:TG
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for March 15, 2018