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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.
Moni...
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