R-1882 - 06/09/2020 - EXTENSION - Resolutions ITEM 6.D.1
BOARD OF TRUSTEES MEETING
VILLAGE OF UPPER LEVEL CONFERENCE ROOM
OAK BR 0K . BUTLER GOVERNMENT CENTER
t 1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
June 9, 2020
SUBJECT: Agreement Extension—Janitorial Services
FROM: Rania Serences, Senior Purchasing Assistant
BUDGET SOURCE/BUDGET IMPACT: General Corporate Fund ($66,950 in 321-
71400 and $27,385 in 511-71400) Sports Core Fund($19,000 in 831-71400) for Janitorial
Services
RECOMMENDED MOTION: I move that the Village Board exercise its option to
extend the agreement by amending the 2016 agreement with Perfect Cleaning Service
Corp., Chicago,Illinois,for Janitorial Services at the Butler Government Center and
Public Works Building($63,629.28),the Oak Brook Public Library($24,369.80),and
the Oak Brook Golf Club ($20,764.80), from August 1,2020 to August 1, 2021, in the
amount of$108,763.88, and approve Resolution R-1882.
Background/History:
At the May 24, 2016 meeting, the Village Board approved a three year agreement with
Perfect Cleaning Service Corp. for Janitorial Services at the Butler Government Center,
the Public Works Building,the Public Library,the Golf Club, and the Bath&Tennis Club.
Also, at the July 9, 2019 meeting, the agreement was extended for an additional year from
August 1, 2019 to August 1, 2020 for janitorial services at the Butler Government Center,
the Public Works Building, the Public Library, and the Golf Club. The Bath & Tennis
Club currently has a different vendor for janitorial services. Section 8, of the agreement,
titled "Term of Agreement" states that the agreement may be extended annually for two
additional years after the initial three years. Perfect Cleaning Service Corp. have
performed janitorial services since 2011, have proven to be responsive to direction, and
have largely met standards. However, as with other agreements of this type, our
specifications allow the Village to cancel the agreement if the quality of work fails to meet
BOT AGENDA060920
Page 1
FG
our expectations. They are holding their unit pricing from August 1, 2020 through August
1, 2021 (see attached letter).
Recommendation:
That the Village Board exercise its option to extend the agreement by amending the 2016
agreement with Perfect Cleaning Service Corp.,Chicago, Illinois, for Janitorial Services at
the Butler Government Center and Public Works Building ($63,629.28), the Oak Brook
Public Library ($24,369.80), and the Oak Brook Golf Club ($20,764.80), from August 1,
2020 to August 1, 2021, in the amount of$108,763.88, and approve Resolution R-1882.
BOT AGENDA060920
Page 2
1'ERI TI 71"
May 7, 2020
To Whom it may Concern,
Perfect Cleaning would like to extend their Janitorial contract with Village fF oak
Brook for one year starting 08/01/2020 ending 08/01/1021 holding the same
price.
Sincerely,
PERFECT CLEANING SERVICE VILLAGE OF OAK BROOK
r
THE VILLAGE OF OAK BROOK
COOK AND DUPAGE COUNTIES, ILLINOIS
RESOLUTION
2020-JS-AG-R-1882
A RESOLUTION APPROVING
AN AMENDMENT TO THE AGREEMENT
BY AND BETWEEN THE VILLAGE OF OAK BROOK AND
PERFECT CLEANING SERVICE CORP.
TO PROVIDE JANITORIAL SERVICES
GOPAL G. LALMALANI, Village President
CHARLOTTE K. PRUSS, Village Clerk
JOHN BAAR
PHILIP CUEVAS
MICHAEL MANZO
MOIN SAIYED
EDWARD TIESENGA
ASIF YUSUF
Village Board
Published in pamphlet form by authority of the
President and the Board of Trustees of the Village of Oak Brook
on this the 9th day of June, 2020
Resolution 2020-JS-AG-R-1882
Amendment to Agreement Janitorial Services
Page 2 of 3
RESOLUTION 2020-JS-AG-R-1882
A RESOLUTION APPROVING
AN AMENDMENT TO THE AGREEMENT
BY AND BETWEEN THE VILLAGE OF OAK BROOK AND
PERFECT CLEANING SERVICE CORP.
TO PROVIDE JANITORIAL SERVICES
WHEREAS, Staff conducted the request for proposals process in 2016 for janitorial services and
Perfect Cleaning Corp. ("Perfect')was the proposer who offered the best overall value; and
WHEREAS, the Village Board awarded a three-year agreement ('Agreement') in 2016 to Perfect
for janitorial services ("Services'); and
WHEREAS, Perfect has previously provided satisfactory services to the Village since 2011; and
WHEREAS, the term of the Village's Agreement terminated in July, 2019; and
WHEREAS, the term of the Village's 15'Amendment terminates in July, 2020; and
WHEREAS, Staff desires to amend the Agreement to extend its term through August, 2021; and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to approve the Amendment to the Agreement in a final form as approved by the Village Attorney.
NOW THEREFORE, BE IT RESOLVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF
THE VILLAGE OF OAK BROOK, DU PAGE AND COOK COUNTIES, ILLINOIS as follows:
Section 1: Recitals. The foregoing recitals are hereby incorporated into, and made a part of,
this Resolution as the findings of the President and Board of Trustees of the Village of Oak Brook.
Section 2: Approval of the Amendment to the Agreement. The President and Board of
Trustees hereby approve the Amendment to the Agreement by and between the Village and Perfect for
Janitorial Services in a final form acceptable to the Manager and the Village Attorney.
Section 3: Authorization and Execution of the Amendment to the Agreement. The Village
Manager and Village Clerk shall be, and hereby are, authorized to execute the final Amendment to the
Agreement on behalf of the Village in a final form acceptable to the Village Manager and the Village
Attorney.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
[SIGNATURE PAGE FOLLOWS]
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Resolution 2020-JS-AG-R-1882
Amendment to Agreement Janitorial Services
Page 3 of 3
APPROVED THIS 9th day of June, 2020
Gopal G. Lalmalani
Village President
PASSED THIS 9th day of June, 2020
Ayes: Trustee Baar, Cuevas, Manzo, Saiyed, Tiesenga, Yusuf
Nays: None
Absent: None
4F 1A� ATT ST'
Charlotte K. Pruss
Village Clerk
G
co t1 tN4 V .
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EXHIBIT A
AMENDMENT