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TO: Mayor Richard C. Irvin
FROM: Jim Birchall, Superintendent of Central Services
DATE: August 2, 2018
SUBJECT:
Request to accept the proposal of Smith Maintenance Company of Chicago, IL in the amount of $13,693.43 monthly, as the most qualified and the highest percentage of desired factors of all proposers for the Janitorial Services for the Aurora Police Department Complex located at 1200 East Indian Trail to be effective September 1, 2018
PURPOSE:
The contract for janitorial services at APD Headquarters is in the final extension for services. Central Services in conjunction with the Administrative Services of the Aurora Police Department reviewed the scope of work and specifications of the contract during the spring of 2018. The scope of work and specifications were changed from the current work being performed to better serve the facility with a service contract to obtain the best practices in this secure and critical facility. Central Services monitors and maintains this work for the Aurora Police Department headquarters to ensure quality standards.
BACKGROUND:
A public notice was published on May 06, 2018 for Request for Proposal 18-32. The RFP package was sent to eleven contractors, posted to the City's website and Demandstar. A mandatory 2 hour pre-bid meeting was conducted at the facility on May 14, 2018. The RFP included the evaluation of 3 components to qualify the bids. The raw and weighted score for Price at 40%, the raw and weighed score for Qualifications and Experience at 20% and the raw and weighted score for Availability and Capacity at 40%. With the weighted scores for Qualifications, Experience and Capacity to fulfill the contract they are the most qualified bidder. A formal bid opening was conducted May 23, 2018, where nine proposals were received.
DISCUSSION:
The APD facility began public operation in January 2010. The building is operational 24/7, 365 days per year. The LEED certified building, the building furnishings along with the high traffic volume of employees and the secure functionality makes it a unique building for janitorial services. This contract includes an emphasis to preserve the general conditions and create a clean and environmentally friendly work place. The life cycle of the building, general conditions of the work place and the appearance in the public areas of the building are critical as a reflection of quality, public safety, transparency and accountability for the visitors and employees at the facility and to the citizens of Aurora.
Smith Maintenance Company was founded in 1994 by Michael Smith. Mr. Smith is actively involved in daily operations and the corporate structure includes many key personnel with strategic specialties for operations. The company employs over 500 employees, is Certified M.B.E. with the City of Chicago, State of Illinois and the Illinois Department of Human Rights. Their company references for services provided to public institutions is extensive and reference checks proved a high level of satisfaction. Smith has the highest weighted score for Qualifications, Experience and Capacity to fulfill the contract. This measurement for services was the determining factors for this recommendation. Michael Smith, President and Fernando Martinez, Field Supervisor were interviewed by Lt. William Hull, Jim Birchall, Superintendent of Central Services. In addition, federal background checks are current and still valid approval. This service is paid monthly from account number 101-4010-417.36-03. The contract would be for 24 months and an option for two one-year extensions per mutual agreement from both the city and the vendor. Smith Maintenance has no outstanding debt with the city.
IMPACT STATEMENT:
This contract will improve the general maintenance conditions at the APD facility and the scope of work listed in the specifications includes many services that were provided for by other contractual services by different vendors. This contract is more comprehensive and will provide better quality control and an increased level of service to a critical facility for Aurora.
RECOMMENDATIONS:
I request the approval of Smith Maintenance Company for the janitorial contract at the Aurora Police Department Headquarters to be adopted by the Aurora City Council.
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution for the approval of Smith Maintenance Company of Chicago, IL in the amount of $13,693.43 monthly, as the most qualified and the highest percentage of desired factors of all proposers for the Janitorial Services for the Aurora Police Department Complex located at 1200 East Indian Trail to be effective September 1, 2018.
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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 Aurora Police Department Complex requires daily janitorial service for the operation of the facility; and:
WHEREAS, nine bids were received and publically opened with a complete analysis of each bid specification based on experience, capacity to fulfill the specifications of the contract and price; and
WHEREAS, Smith Maintenance Company of Chicago, IL is the most responsible and qualified proposer to RFP 18-32; and
WHEREAS, this annual budgeted item is paid from account 101-4010-417.36-03
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: approval of Smith Maintenance Company of Chicago, IL as the lowest and most responsible proposer to the Aurora Police Department Complex janitorial contract RFP 18-32 as presented, and the Director of Purchasing is hereby authorized to issue the necessary orders to implement purchase of the same.