R-2027 - 07/12/2022 - PUBLIC WORKS - Resolutions Supporting Documents ITEM 6.13.1
BOARD OF TRUSTEES MEETING
vu_i_nc,� at SAMUEL E. DEAN BOARD ROOM
OAK B R 92!SV;1'
BUTLER GOVERNMENT CENTER
c1200 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
FROM: Rick Valent, Public Works Director
BUDGET SOURCE/BUDGET IMPACT: General Corporate Fund ($67,000 in 321-
71400 and $28,250 in 511-71400) Sports Core Fund ($19,000.00 in 831-71400) for
Janitorial Services
RECOMMENDED MOTION: I move that the Village Board approve the Fourth
Amendment to the 2016 Agreement with Perfect Cleaning Service Corp.,Chicago,Illinois,
for Janitorial Services on a month-to-month basis at the Butler Government Center, the
Public Works Building, the Oak Brook Golf Club, and the Oak Brook Public Library, in
the amount of$10,236.52 per month, not to exceed $124,278.24 for twelve (12) months,
and approve Resolution R-2027.
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, June 9, 2020, and the July 13, 2021 meetings, the agreement was
extended for additional one year terms for janitorial services at the Butler Government
Center, the Public Works Building, the Public Library, and the Golf Club. The current
extension for Janitorial Services expires July 31, 2022. Staff did not conduct the Request
for Proposals process in the first two(2)quarters of 2022 because of staffing shortages and
other challenges the Village faced. In addition, the scope of services in the prior contract
no longer meets or reflects the services needed today. 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
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building. The Bath & Tennis Club currently has a different vendor for janitorial services.
This Amendment will operate on a month-to-month basis, not to exceed twelve (12)
months. The amounts for the Village buildings is as follows:
Location Monthly Cost Annual Cost
Butler Government Center and $ 5,789.20 $ 69,470.40
Public Works Building
Oak Brook Golf Club $ 2,350.00 $ 28,200.00
Oak Brook Public Library $ 2,217.32 $ 26,607.84
Grand Totals: $10,236.52 $124,278.24
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. Perfect Cleaning Service Corp. have performed
janitorial services for the Village 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
our expectations. They are increasing their unit pricing beginning August 1, 2022 (see-
attached letter) and will hold these prices for twelve(12)months.
Recommendation
That the Village Board approve the Fourth Amendment to the 2016 Agreement with Perfect
Cleaning Service Corp., Chicago, Illinois, for Janitorial Services on a month-to-month
basis at the Butler Government Center, the Public Works Building, the Oak Brook Golf
Club, and the Oak Brook Public Library, in the amount of$10,236.52 per month, not to
exceed $124,278.24 for twelve(12)months, and approve Resolution R-2027.
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PERFECT
June 8,2022 CLEANING SERVICE, INC.
Perfect Cleaning Service Corp.
6538 N Milwaukee Ave
Chicago, IL 60631
RE:Janitor Service 2022-2023 Contract Extension, month to month, Option Year 1,
Explanation letter
To Whom It May Concern:
After careful analyzing increased overhead costs we are writing to inform you of necessary forthcoming
price increase and give you adequate notice to manage and incorporate this change accordingly. The
unit prices had been changed from 3%to 6% in Buttler Government Center& Public Work and Library
Buildings Services.
We are forced to rise the service prices because of high and constant rising prices of cleaning supplies,
general cost of office maintenance, gas and minimum wages for employees,as well as very bad
employment marketplace.
Perfect Cleaning Service need to update the service price on Golf Club course. This building used to be
open seasonally, but now is open a whole year and require everyday service for 7 days for whole year.
The Bar for the Golf costumers was added (after the construction of this building), which makes it more
busy place. It requires longer time and more work for cleaning services.
Please be assured that Perfect Cleaning Service Corp has made every effort to keep this increase to a
minimum and will continue to honor current price, Perfect Cleaning Service Corp is committed to
offering you the quality you expect and deserve.
Sincerely,
Chris Krawczyk CEO
Perfect Cleaning Service Corp.
6538 N Milwaukee Ave
Chicago, IL 60631
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BIW PERFECT
June 8,2022
CLEANING SERVICE, INC.
i
Perfect Cleaning Service Corp.
6538 N Milwaukee Ave
Chicago, IL 60631
RE:Janitor Service 2022-2023 Contract Extension,month to month,Option Year 1,
To Whom It May Concern:
You are hereby notified of a year contract extension with Perfect Cleaning Service Corp, for Custodial
Services in years.August 1,2022-July 312023.
The Unit prices shall be increased by 6%per terms of agreement for;
Village of Oak Brook (Buttler Government Center& Public Works)$ 69,470.40 annually
$ 5,789.20 monthly Located at 1200 Oak Brook Rd Oak Brook, IL 50523
Village of Oak Brook(Golf Club course)$28,200 annually,
$ 2,350.00 Monthly located at 600 Oak Brook Rd, Oak Brook, IL 60523
Village of Oak Brook(Library)$ 26,607.84 annually,
$ 2,217.32 monthly located at; 2606 York Rd Oak Brook, IL 60523
Please see additional explanation letter attached to Contract Extension. If you have any questions,
please feel free to contact me at 773-774-7800 Staff looks forward to working with you this year.
Sincerely,
PERFECT CLEANING SERVICE VILLAGE OF OAK BROOK
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