TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 5, 2026
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Executive Director
Title
Authority to increase purchase order and extend agreement for a one (1) year period with Enterprise Fleet Management, Inc., Enterprise FM Trust under Sourcewell Contract 030122-EFM, to provide fleet vehicle services, in an amount of $1,176,855.54, from an amount of $4,351,080.24, to an amount not to exceed $5,527,935.78, Accounts 101-15000-612330 and 612860, Purchase Order 3126843
Body
Dear Sir:
On July 13, 2023, the Board of Commissioners authorized the Director of Procurement and Materials Management to issue a purchase order and enter into an agreement with Enterprise Fleet Management, Inc., Enterprise FM Trust to provide fleet vehicle services for the District under Sourcewell Contract 030122-EFM, in an amount not to exceed $5,627,300.00. This purchase order will expire on April 18, 2027.
On December 4, 2025, the Board of Commissioners authorized a decrease to this purchase order in the amount of $1,176,855.54 to align funding with estimated 2026 expenditures. As part of the FY2025 closeout process, maintenance and repair funds in the amount of $99,364.22 were further reduced due to lower-than-anticipated actual expenditures resulting from the newer composition of the District’s fleet.
Subsequent to the December 4, 2025 Board action, Sourcewell and Enterprise Fleet Management extended Sourcewell Contract 030122-EFM through April 18, 2027, with all other terms unchanged, allowing the District to continue utilizing the cooperative procurement consistent with the original Board authorization.
As of February 16, 2026, the attached list of change orders has been approved.
Original Contract Amount $5,627,300.00
Date of Board Approval 7/14/2023
Cumulative Change Order (2/16/2026) ($1,276,219.76)
% Change of Original Contract Value - 22.7%
Current Contract Value $4,351,080.24
Requested Increase or Decrease $1,176,855.54
New Contract Value $5,527,935.78
% Change of Current Contract Value 27.0%
Total % Change of Original Contract Value -1.8%
To maintain continuity of fleet management services and avoid disruption to vehicle acquisition and replacement schedules, an increase to the purchase order and a corresponding one-year extension of the agreement is requested. Use of the Sourcewell cooperative contract remains in the District’s best interest, providing competitively procured pricing, standardized terms and conditions, and efficient management of the fleet lifecycle program.
This change order is in compliance with the Illinois Criminal Code, as the circumstances were unforeseen at the time the original contract was signed and executed, and the change is in the best interest of the District.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to execute a change order to increase the purchase order and amend the agreement under Sourcewell Contract 030122-EFM in the amount of $1,176,855.54 (approximately 27.0% of the current contract value), from an amount of $4,351,080.24, to an amount not to exceed $5,527,935.78, and to extend the contract term from April 18, 2026, to April 18, 2027.
Funding for 2027 expenditures will be available in Accounts 101-15000-612330 and 612860. The requested increase is contingent upon the Board of Commissioners’ approval of the District’s 2027 Budget.
Requested, Shellie A. Riedle, Administrative Services Officer, CO:VA
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson 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 5, 2026
Attachment