TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 17, 2026
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Executive Director
Title
Authority to award Contract 26-673-11, Heavy Equipment Maintenance at Various Locations, Groups A, B, and C, to West Side Tractor Sales Co. d/b/a West Side Specialized Services Co., in an amount not to exceed $802,200.00, Accounts 101-67000/68000/69000-612760, Requisitions 1655274, 1655803, and 1655281 (As Revised)
Body
Dear Sir:
On May 7, 2026, the Board of Commissioners authorized the Director of Procurement and Materials Management to advertise for bids Contract 26-673-11, Heavy Equipment Maintenance at Various Locations.
In response to a public advertisement of July 22, 2026, a bid opening was held on August 11, 2026. The bid tabulation for this contract is:
GROUP A: STICKNEY SERVICE AREA
WEST SIDE TRACTOR SALES CO. $494,879.00
D/B/A WEST SIDE SPECIALIZED SERVICES CO.
GROUP B: CALUMET SERVICE AREA
WEST SIDE TRACTOR SALES CO. $266,100.00
D/B/A WEST SIDE SPECIALIZED SERVICES CO.
GROUP C: NORTH SERVICE AREA
WEST SIDE TRACTOR SALES CO. $61,100.00
D/B/A WEST SIDE SPECIALIZED SERVICES CO.
The quantities specified in the contract documents were used for the purpose of comparing bids and establishing unit prices. The total amount to be expended on this contract, should usage differ from the quantities, is not to exceed $802,200.00 for Groups A, B, and C combined.
The Director of Procurement and Materials Management has reviewed the bidders’ list for this contract and is satisfied that the market for this service has been adequately solicited. A planholders’ survey revealed the following reasons for not bidding: could not provide the services required and is not a union shop. In light of these findings, the Director of Procurement and Materials Management is of the opinion that the bid received is a fair and reasonable price, and nothing would be gained by rejecting the sole bid and re-advertising this contract.
West Side Tractor Sales Co. d/b/a West Side Specialized Services Co., the sole responsible bidder for Groups A, B, and C, is proposing to perform the contract in accordance with the specifications. The estimated cost for all groups of this contract combined was $802,200.00, placing their bid of $822,079.00 for Groups A, B, and C combined, approximately 2% above the engineer’s estimate.
West Side has executed the Multi-Project Labor Agreement (MPLA) certificate as required. It is anticipated that the following construction trades will be utilized on this contract: operating engineers. The list of construction trades is not intended to confer any rights or jurisdiction upon any union or unions.
The Affirmative Action Ordinance Revised Appendix D and Appendix V were not included in this contract because there are no MBE/WBE/VBE subcontractors available to perform the scope of work.
The contract will require approximately eleven (11) people for the services.
The work under this contract shall commence upon approval of the Contractor’s Bond or November 1, 2026, whichever occurs later, and terminating on December 31, 2028, or upon expenditure of available funds, whichever occurs sooner.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to award Contract 26-673-11, Groups A, B, and C, to West Side Tractor Sales Co. d/b/a West Side Specialized Services Co., in an amount not to exceed $802,200.00, subject to the contractor furnishing a performance bond in form satisfactory to the Law Department and approved by the Director of Procurement and Materials Management.
Funds for the 2026 expenditure for Group A, in the amount of $31,689.00, are available in Account 101-69000-612760. The estimated expenditures for 2027 and 2028 are $225,000.00 and $224,311.00, respectively. Funds for the 2027 and 2028 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Funds for the 2026 expenditure for Group B, in the amount of $11,200.00, are available in Account 101-68000-612760. The estimated expenditures for 2027 and 2028 are $125,000.00 and $125,000.00, respectively. Funds for the 2027 and 2028 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Funds for the 2026 expenditure for Group C, in the amount of $20,000.00, are available in Account 101-67000-612760. The estimated expenditures for 2027 and 2028 are $20,000.00 and $20,000.00, respectively. Funds for the 2027 and 2028 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Edward J. Staudacher, Director of Maintenance and Operations
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:gv
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 September 17, 2026
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