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TO: Mayor Thomas J. Weisner
FROM: Jim Birchall, Superintendent of Central Services
DATE: November 25, 2015
SUBJECT:
Request to accept the proposals of Total Facility Maintenance of Wood Dale, IL for all Downtown Buildings in the amount of $72,480.00 annually, Total Facility Maintenance of Wood Dale, IL for Central Garage in the amount of $17,400.00 annually, All Cleaners Incorporated of Willowbrook, IL for Animal Control in the amount of $3,720.00 annually, A. Lindoo Building Maintenance, LTD. of Aurora, IL for Customer Service in the amount of $5,988.00 annually, A. Lindoo Building Maintenance, LTD. of Aurora, IL for Phillips Park Club House in the amount of $5,225.00 annually, A. Lindoo Building Maintenance, LTD. of Aurora, IL for Phillips Park Visitors Center in the amount of $4,407.00 annually, as the most qualified and most responsible bidders for the various locations listed above.
PURPOSE:
The contracts for janitorial services at the various locations are in the final extension for services. Central Services in conjunction with the Parks Department and Downtown Services have reviewed the scope of work and specifications of the contracts during the fall of 2015. The scope of work and specifications were changed from the current work being performed to better serve the facilities with service contracts to obtain the best practices in these facilities.
BACKGROUND:
A public bid announcement for RFP 15-44 was published on September 10, 2015. A mandatory 3 day pre-bid walkthrough was conducted at the facilities on September 1, September 2, and September 3, 2015. The RFP included the evaluation of 3 components to qualify the bids. The raw and weighted score for price at 40%, the raw and weighted score for qualifications and experience at 20% and the raw and weighted score for availability and capacity at 40%. Eight bids were submitted for the public opening. With the weighted scores of qualification, experience and capacity to fulfill the contracts the companies above are the most qualified and lowest responsible bidders.
DISCUSSION:
These contracts include an emphasis to preserve the general conditions and create a clean and environmentally friendly work place. The life cycles of the buildings, general conditions of the work place and the appearance in the public areas of the buildings are critical as a reflection of quality, public safety, transparency and the accountability for the visitors and employees at the facilities and to the citizens of Aurora. The above companies' references for services provided to public institutions is extensive and reference checks provided a high level of satisfaction. The above companies have the highest weighted score for qualifications, experience and capacity to fulfill the contract. This measurement with a below median price for services was the determining factors for this recommendation. The selection committee comprised of Jim Birchall, Superintendent of Central Services, Dan Anderson, Superintendent of Parks, and Joe Hopp, Superintendent of Downtown Services, performed reference checks on the above named companies. The contracts would be for 24 months with an option for two 1 year extensions based on mutual consent between the City of Aurora and the various vendors. The above companies have no outstanding debt with the City of Aurora. These services are allocated in the anticipated 2016 budget from account numbers - Parks 101-4440-451-36-03, Central Garage 50% 101-4460-431-36-03 and 50% 120-4431-418-36-03, Central Services 101-1710-417-36-03, Alschuler Building 101-1711-417-36-03, Customer Service 101-1713-417-36-03, Elmslie Building 101-1715-417-36-03, Public Arts Building 101-1717-417-36-03, Animal Control 101-1745-440-36-03.
IMPACT STATEMENT:
These contracts will improve the general maintenance conditions at the various facilities. These contracts are more comprehensive and will provide better quality control and an increased level of services to the facilities for the City of Aurora.
RECOMMENDATIONS:
I request the approval of Total Facility Maintenance, Incorporated, A. Lindoo Building Maintenance LTD., All Cleaners Incorporated for the janitorial contracts for the City of Aurora to be adopted by the Aurora City Council.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution for the approval of Total Facility Maintenance, Inc., Wood Dale, IL, A. Lindoo Building Maintenance LTD., Aurora, IL, and All Cleaners Inc., Willowbrook, IL as the lowest responsive responsible bidders for the janitorial contracts for the City of Aurora with the effective date of January 1, 2016.
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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 various city buildings require daily janitorial services for the operation of the facilities; and
WHEREAS, eight bids were received and publicly opened with a complete analysis of each bid specification based on price, experience and capacity to fulfill the specifications of the contract; and
WHEREAS, Total Facility Maintenance, Inc., Wood Dale, IL, A. Lindoo Building Maintenance LTD., Aurora, IL, and All Cleaners Inc., Willowbrook, IL submitted the lowest most responsive responsible bid as follows:
* Total Facility Maintenance - all Downtown Buildings in the amount of $72,480.00
* Total Facility Maintenance - Central Garage in the amount of $17,400.00
* All Cleaners Inc. - Animal Control in the amount of $3,720.00
* A. Lindoo Building Maint. - Customer Service in the amount of $5,988.00
* A. Lindoo Building Maint. - Phillips Park Club House in the amount of $5,225
* A. Lindoo Building Maint. - Phillips Park Visitors Center in the amount of $4,407.00
WHEREAS, the contracts shall be for 24 months with an option for two 1 year extensions based on mutual consent between the City of Aurora and the various vendors; and
WHEREAS, these services are allocated in the anticipated 2016 budget from account numbers - Parks 101-4440-451-36-03, Central Garage 50% 101-4460-431-36-03 and 50% 120-4431-418-36-03, Central Services 101-1710-417-36-03, Alschuler Building 101-1711-417-36-03, Customer Service 101-1713-417-36-03, Elmslie Building 101-1715-417-36-03, Public Arts Building 101-1717-417-36-03, Animal Control 101-1745-440-36-03.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: approves Total Facility Maintenance, Incorporated of Wood Dale, IL, A. Lindoo Building Maintenance LTD. of Aurora, IL, and All Cleaners Incorporated of Willowbrook, IL as the lowest responsive responsible bidders to the various 2016 City of Aurora facilities janitorial contracts for 24 months with an option for two 1 year extensions based on 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.