TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 4, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Executive Director
Title
Authority to decrease purchase order and amend 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 of $1,176,855.54, from an amount of $5,627,300.00, to an amount not to exceed $4,450,444.46, 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.
As of November 21, 2025, there have been no change orders that increased or decreased the value on this purchase order.
Original Contract Amount $5,627,300.00
Date of Board Approval 7/14/2023
Cumulative Change Order (11/21/2025) $0.00
% Change of Original Contract Value 0.0%
Current Contract Value $5,627,300.00
Requested Increase or Decrease ($1,176,855.54)
New Contract Value $4,450,444.46
% Change of Current Contract Value -20.9%
Total % Change of Original Contract Value -20.9%
A decrease is requested for the purchase order and the agreement issued under Sourcewell Contract 030122-EFM to align funding with the current contract term and anticipated expenditure needs. Sourcewell Contract 030122-EFM is scheduled to expire on April 18, 2026.
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 decrease the purchase order and amend agreement under Sourcewell Contract 030122-EFM in the amount of $1,176,855.54 (approximately -20.9% of the current contract value), from an amount of $5,627,300.00, to an amount not to exceed $4,450,444.46.
Funds will be restored in Account 101-15000-612330.
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 December 4, 2025
Attachment