R-2028 - 07/12/2022 - AGREEMENTS - Resolutions Supporting Documents (2) ITEM 6.13.2
BOARD OF TRUSTEES MEETING
VILLAGE of SAMUEL E. DEAN BOARD ROOM
OAK BR , K BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
July 12, 2022
SUBJECT: Agreement Extension—Janitorial Services at the Bath & Tennis Club
FROM: Rick Valent, Public Works Director
BUDGET SOURCE/BUDGET IMPACT: Sports Core Fund ($14,000.00 in 821-71400
and$6,000 in 812-71400) for Janitorial Services at the Bath&Tennis Club
RECOMMENDED MOTION: I move that the Village Board approve the First
Amendment to the 2021 Agreement with Image One Facility Solutions,Rolling Meadows,
Illinois, for Janitorial Services at the Bath & Tennis Club, on a month-to-month basis, in
the amount of$450.00 per month for the Clubhouse and$1,398.00 per month for the Pool
Locker Rooms from Memorial Day to Labor Day,not to exceed$9,594.00 for twelve(12)
months, and approve Resolution R-2028.
Background/History:
The agreement in place with Image One Facilities Solutions for Janitorial Services at the
Bath & Tennis Club, dated October 8, 2021 expires July 31, 2022. Staff did not conduct
the Request for Proposals process for Village-Wide Janitorial Services in the first two (2)
quarters of 2022 because of staffing shortages and other challenges the Village faced.
Public Works staff will soon form a Facilities Committee,which will encompass staff from
all departments, to update and finalize the comprehensive scope of services needed to
satisfy the needs of each Village building.
Staff will conduct the Request for Proposals process upon completion and receipt of the
revised scope of services for each building from the Facilities Committee. The goal is to
have one vendor for all Village buildings. The Bath&Tennis Club currently has a different
vendor than the other buildings for these services. Image One Facility Solutions have
performed janitorial services for the Bath & Tennis Club since 2017 and has performed
satisfactorily. They have proven to be responsive to direction, and have largely met
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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 our expectations. They
are increasing their monthly pricing beginning August 1,2022(see-attached letter)and will
hold these prices for twelve(12)months. The amount for Janitorial Services at the Bath&
Tennis Club will increase from $400.00 to $450.00 per month at the Clubhouse and from
$1,358.00 to $1,398.00 for the Pool Lockers Rooms from Memorial Day to Labor Day.
The increase in cost is due to post pandemic price increases, staffing shortages, and the
minimum wage increase.
Recommendation:
That the Village Board approve the First Amendment to the 2021 Agreement with Image
One Facility Solutions, Rolling Meadows, Illinois, for Janitorial Services at the Bath &
Tennis Club, on a month-to-month basis, in the amount of $450.00 per month for the
Clubhouse and $1,398.00 per month for the Pool Locker Rooms from Memorial Day to
Labor Day, not to exceed $9,594.00 for twelve (12) months, and approve Resolution R-
2028.
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` IMAGE ONE
FAGII ITY SOLUTIONS
A DIFFERENCE YOU CAN SEE
June 8, 2022
Village of Oak Brook
1200 Oak Brook Rd,
Oak Brook, IL 60523
RE: Service Agreement Amendment
Hi Rania,
This letter will serve as notice to amend Section IV of the Service
Agreement from annual to a month-to-month agreement. This
agreement shall not exceed 12 months and price increase shall be
discussed prior to the next agreement being executed.
Current rates are as follows:
$450/monthly for 1x week service
Memorial Day to Labor Day $1398.00/monthly
If you have any further questions, feel free to reach out.
Sincerely,
Tom McKenna
Director
3601 ALGONQUIN RD 1 STE 100/ROLLING MEADOWS IL 60008 i P 630 616 1010 1 F 630 616 806u