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TO: Mayor Richard C. Irvin
FROM: Derrick Winston, Director of Public Facilities
DATE: October 16, 2024
SUBJECT:
Janitorial Services at Various City Facilities
PURPOSE:
To provide continued janitorial services at various City Facilities.
BACKGROUND:
The City's current janitorial services contracts, which place an emphasis on the cleanliness, safety, function, and overall appearance of various City facilities, will expire December 31, 2024.
To establish successor contracts for continued janitorial services to commence January 1, 2025, the City published Request for Proposal "Janitorial Cleaning Services at Various City-owned Buildings" (RFP 24-093) on August 14, 2024 (attached). Several vendors responded and participated in a mandatory, three (3) day, pre-bid walkthrough of the subject facilities, which was conducted on September 4-6, 2024.
Following the facility walkthroughs and the issuance of Addendum 1 (attached), a total of twelve (12) vendor proposals were received and publicly opened on September 18, 2024. Each proposal was evaluated by City staff using the following weighted criteria: minimum qualifications and responsiveness (10%), company qualifications (10%), experience/references (25%), availability and capacity of firm to perform the work (25%), and pricing (30%).
DISCUSSION:
After all proposal evaluations were completed (chart attached), the three vendors selected to best provide janitorial services for the various City facilities are:
International Cleaning Services Inc. of Naperville, IL, with a total bid of $231,246.00
Rainbow Property Maintenance of Lemont, IL, with a total bid of $257,325.00
The Tidy Queens Corporation of Oswego, IL, with a total bid of $247,891.68
Janitorial services for the various facilities will be distributed between the three vendors based mainly on individual pricing, but facility locations and proximity of the facilities to each other were also considered (proposals and location/price tabulation attached).
The recommended companies are not indebted to the City.
This is a Request for Proposal, so the Local Preference Ordinance does not apply to selection.
Monies to satisfy the costs for janitorial services are projected to be allocated in the anticipated 2025 budget and drawn from the following accounts: 101-4410-417.36-03($20,000.00), 101-4411-417.36-03($190,540.00),101-4440-451.36-03($35,400.00), 101-4060-431.36-03($10,000.00), 120-4431-418.36-03($11,000.00), 520-4432-437.36-03($4,000.00), and 550-4442-451.36-03($7,500.00). Monies will continue to be appropriated in future budget years to satisfy costs of janitorial services delivered through the terms of the contracts.
IMPACT STATEMENT:
N/A
RECOMMENDATIONS:
I request that the City Council adopts a resolution authorizing the acceptance of vendor proposals and the execution of contracts for janitorial services at various City buildings, for a term of two (2) years, with two (2) optional one-year extensions.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the acceptance of vendor proposals and the execution of contracts for janitorial services at various City buildings, for a term of two (2) years, with two (2) optional one-year extensions.
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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, the City's current janitorial services contracts, which place an emphasis on the cleanliness, safety, function, and overall appearance of various City facilities, will expire December 31, 2024; and
WHERAS, to establish successor contracts for continued janitorial services to commence January 1, 2025, the City published Request for Proposal "Janitorial Cleaning Services at Various City-owned Buildings" (RFP 24-093) on August 14, 2024; and
WHEREAS, a total of twelve (12) proposals were received and publicly opened on September 18, 2024. Each proposal was evaluated by City staff using the following weighted criteria: minimum qualifications and responsiveness (10%), company qualifications (10%), experience/references (25%), availability and capacity of firm to perform the work (25%), and pricing (30%); and
WHEREAS, the three vendors selected to best provide janitorial services for the various City facilities are: International Cleaning Services Inc. of Naperville, IL, Rainbow Property Maintenance of Lemont, IL, and The Tidy Queens Corporation of Oswego, IL; and
WHEREAS, monies to satisfy the costs for janitorial services are projected to be allocated in the anticipated 2025 budget and drawn from the following accounts: 101-4410-417.36-03($20,000.00), 101-4411-417.36-03($190,540.00), 101-4440-451.36-03($35,400.00), 101-4060-431.36-03($10,000.00), 120-4431-418.36-03($11,000.00), 520-4432-437.36-03($4,000.00), and 550-4442-451.36-03($7,500.00). Monies will continue to be appropriated in future budget years to satisfy costs of janitorial services delivered through the terms of the contracts; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizing the acceptance of vendor proposals and the execution of contracts for janitorial services at various City buildings, for a term of two (2) years to commence January 1, 2025, with two (2) optional one-year extensions subject to mutual consent between the City of Aurora and the selected vendors, and hereby authorizes the Director of Purchasing to issue the necessary purchase orders.