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TO: Mayor Richard C. Irvin
FROM: Jim Birchall, Superintendent Fleet & Facilities Maintenance
Martin Lyons, Chief Financial Officer/City Treasurer
DATE: July 16, 2020
SUBJECT:
Janitorial Service for City of Aurora Facilities
PURPOSE:
To obtain City Council approval for the use of contracted janitorial services in 2020.
BACKGROUND:
On September 15, 2015 the City solicited a request for proposal (RFP 15-44) "Janitorial Cleaning Services at Various City-Owned Buildings". By Resolution R15-343, The City Council awarded a twenty-four (24) month contract to Total Facility Maintenance Inc., of Wood Dale, IL, with an optional two (2), one (1)-year extensions. The second extension expired December 31, 2019.
DISCUSSION:
The janitorial service provided by Total Facility Maintenance, Inc. during the contract term met the City's expectations and they provide the same service in 2020 with no cost increases from 2019. In lieu of a new RFP solicitation and subsequent contract award, I am seeking Council approval to utilize Total Facility Maintenance Inc. for janitorial services through December 31, 2020. Normally the Purchasing Division compares new invoices at the start of the fiscal year with Resolutions. In this case, at a busy time of year, Purchasing did not catch that the multi-year agreement had expired including the two extensions and issued the new P.O. for 2020. Facilities Maintenance staff also should have taken the necessary steps in the fall of 2019 with Purchasing support to put this service out for bid. Attached to this report are copies of the original Purchase Order and the most recent Purchase Order for this year’s services. Also attached is a new format of Purchase Orders that the Finance Department has enacted to track multi-year contracts and ensure Purchase Orders are only issued for ongoing contracts. This sample purchase order is for Invest Aurora, associated with a multi-year agreement which is noted at the bottom of the P.O.
Monies for janitorial services is budgeted in 2020 in the following accounts:
101-4010-417.36-03 $230,200.00
101-4440-451.36-03 $ 17,800.00
101-4460-431.36-03 $ 10,000.00
120-4431-418.36-03 $ 9,500.00
Total Facility Maintenance Inc. is not indebted to City.
Staff commits to solicit these services for 2021 per Procurement Policy guidelines (bid/RFP or consortium purchase) prior to the expiration of this contract this year.
IMPACT STATEMENT:
N/A
RECOMMENDATIONS:
That the City Council approves a resolution authorizing the use of Total Facility Maintenance Inc., for janitorial services in 2020.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Ratifying Payment to Total Facility Maintenance Inc. for the not to exceed amount of $125,266.00, for Janitorial Services Rendered at Various City of Aurora Facilities in 2020 for the contract expiring December 31, 2020.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, On September 15, 2015 the City solicited a request for proposal (RFP 15-44) "Janitorial Cleaning Services at Various City-Owned Buildings"; and
WHEREAS, By Resolution R15-343, The City Council awarded a twenty-four (24) month contract to Total Facility Maintenance Inc., of Wood Dale, IL, with an optional two(2), one(1)-year extensions; and
WHEREAS, the 2020 expenditures for Total Facility Maintenance, Inc. have exceeded the threshold requiring City Council approval; and
WHEREAS, Monies for janitorial services is budgeted in 2020 in the following accounts: 101-4010-417.36-03: $230,200.00, 101-4440-451.36-03: $17,800.00, 101-4460-431.36-03: $10,000.00, and 120-4431-418.36-03: $9,500.00; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to issue the orders to ratify payment to Total Facility Maintenance Inc., of Wood Dale, IL, for the not to exceed amount of $125,266.00, for janitorial services through December 31, 2020, for various City of Aurora facilities.