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TO: Mayor Richard C. Irvin
FROM: Jim Birchall, Superintendent, Fleet & Facilities Maintenance
DATE: October 13, 2020
SUBJECT:
A request to award contracts to vendors to perform custodial services at various City of Aurora facilities for a two year term with the option of two (2) additional one-year extensions upon mutual consent by both parties.
PURPOSE:
To provide continued janitorial services for various City of Aurora Facilities.
BACKGROUND:
The current contract for janitorial services for various City owned facilities is set to expire December 31, 2020. In order to provide continued services in 2021, the City of Aurora published Request for Proposal "Janitorial Cleaning Services at Various City-owned Buildings" (RFP 20-40) on August 2, 2020. Several vendors responded and participated in a mandatory, three (3) day, pre-bid walkthrough of the facilities which was conducted on August 11 - 13, 2020. Several proposals were received, publicly opened, and then evaluated using the following weighted criteria: minimum qualifications and responsiveness (10%), company qualifications (15%), experience/references (20%), availability and capacity of firm to perform the work (25%), and pricing (30%).
DISCUSSION:
These proposed janitorial contracts place an emphasis on the preservation of general conditions and a clean and environmentally friendly work place. The life cycles of the buildings, general conditions of the work place, and the appearance of the public areas of the buildings are critical to public safety, transparency, and accountability for the visitors and employees at the facilities.
After the base proposal evaluations were completed, multiple vendors emerged as best suited to provide services for the various City locations. While it did not play a significant role in the selection process, the wide geographic area of the facility locations, the facility locations in proximity to each other, and the total number of facilities ultimately awarded to each vendor were taken into consideration. Once all evaluation factors were considered, the following below median priced vendors are being recommended to provide janitorial services at the following City facilities (attached):
ATALIAN US Midwest, LLC, Jersey City, NJ - Customer Service ($7,140.00) and Thrive Collaborative Center ($3,096.00)
Eco-Clean Maintenance Inc., Elmhurst, IL - ACTV ($1,296.00) and Grand Army of the Republic/Public Arts ($12,336.00)
International Cleaning Services Inc., Naperville - Development Service Center ($21,240.00) and Central Garage ($17,280.00)
Smith Maintenance Co., Chicago, IL - Electrical Maintenance ($1,049.00) and Phillip's Park Admin/Golf/Visitor's Center ($17,604.43)
Total Facility Maintenance Inc., Wood Dale, IL - City Hall ($20,400.00), Elmslie/Hogan ($6,360.00), and the Alderman's Offices ($6,360.00)
The contracts shall be for twenty-four (24) months with an option for two (2), one (1) year extensions subject to mutual consent between the City of Aurora and the various vendors.
The above recommended companies have no outstanding debt with the City of Aurora.
Monies for these services will be allocated in the anticipated 2021 budget and will be drawn from the following accounts:
101-4010-417.36-03 $ 79,277.16
101-4440-451.36-03 $ 17,604.43
101-4460-431.36-03 $ 8,640.00
120-4431-418.36-03 $ 8,640.00
IMPACT STATEMENT:
These contracts will maintain the appearance and general maintenance conditions at the various City facilities.
RECOMMENDATIONS:
I request that the City Council adopt a resolution awarding contracts for janitorial services to ATALIAN US Midwest LLC, Eco-Clean Maintenance Inc., International Cleaning Services, Inc., Smith Maintenance Co., and Total Facilities Maintenance Inc.
cc: Infrastructure & Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution approving ATALIAN Midwest, LLC, Eco-Clean Maintenance, Inc., International Cleaning Services, Inc., Smith Maintenance Co., and Total Facilities Maintenance, Inc. as the lowest responsive responsible bidders for contracted janitorial services at various City of Aurora facilities effective January 1, 2021, in an amount not to exceed $114,161.59.
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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, various City buildings require regular janitorial services for the operation of the facilities; and
WHERAS, the City published RFP 20-40 "Janitorial Cleaning Services at Various City-owned Buildings" on August 2, 2020; and
WHEREAS, several proposals were received and publicly opened with a complete analysis of each proposal based minimum qualifications and responsiveness, company qualifications, experience/references, availability and capacity to perform the proposed work, and pricing; and
WHEREAS, ATALIAN US Midwest, LLC, Jersey City, NJ, Eco-Clean Maintenance, Inc., Elmhurst, IL, International Cleaning Services, Inc., Naperville, IL, Smith Maintenance Co., Chicago, IL, and Total Facilities Maintenance, Inc., Wood Dale, IL submitted the lowest most responsive responsible proposals as follows:
ATALIAN US Midwest LLC - Customer Service ($7,140.00) and Thrive Collaborative Center ($3,096.00)
Eco-clean Maintenance Inc. - ACTV ($1,296.00) and Grand Army of the Republic/Public Arts ($12,336.00)
International Cleaning Services Inc. - Development Service Center ($21,240.00) and Central Garage ($17,280.00)
Smith Maintenance Co. - Electrical Maintenance ($1,049.16), Phillip's Park Administration/Golf/Visitors Center ($17,604.43)
Total Facilities Maintenance Inc. - City Hall ($20,400.00), Elmslie/Hogan building ($6,360.00), and the Alderman's Offices ($6,360.00)
WHEREAS, the contracts shall be for twenty-four (24) months with the option of two (2), one (1) year extensions subject to mutual consent between the City of Aurora and the various vendors; and
WHEREAS, monies for these services will be allocated in the anticipated 2021 budget in the following accounts: 101-4010-417.36-03 ($79,277.16), 101-4440-451-36.03 ($17,604.43), 101-4460-431.36-03 ($8,640.00), and 120-4431-418.36-03 ($8,640.00); and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: approves ATALIAN US Midwest, LLC, Jersey City, NJ, Eco-Clean Maintenance, Inc., Elmhurst, IL, International Cleaning Services, Inc., Naperville, IL, Multisystem Management Co., Chicago, IL, Smith Maintenance Co., Chicago, IL, and Total Facilities Maintenance, Inc., Wood Dale, IL as the lowest responsive responsible bidders to the various 2021 City of Aurora facilities janitorial contracts for 24 months, in an amount not to exceed $114,161.59 per annum, with an option for two (2) additional, one (1) year extensions subject to mutual consent between the City of Aurora and the various vendors, and does hereby authorize the Director of Purchasing to issue the necessary orders to implement purchase of the same.