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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 award...
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