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HomeMy WebLinkAbout2023 Janitorial Servicesi:\finance\shared\bids & rfps\2023\2023 janitorial services.doc VILLAGE OF OAK BROOK Purchasing Division 1200 Oak Brook Road Oak Brook, IL 60523 (630) 368-5164 REQUEST FOR PROPOSAL JANITORIAL SERVICES JUNE 2023 i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc TABLE OF CONTENTS SECTION 1. REQUEST FOR PROPOSALS ............................................................................................... 1 A. NOTICE – POSTED ON VILLAGE WEBSITE TUESDAY, JUNE 13, 2023 ....................................................... 1 B. PROJECT DESCRIPTION ...................................................................................................................... 2 C. GENERAL TERMS AND CONDITIONS ................................................................................................... 14 SECTION 2. PROPOSAL INSTRUCTIONS ............................................................................................... 23 A. GENERAL INFORMATION .................................................................................................................... 23 B. DOCUMENTS/INFORMATION TO BE SUBMITTED: .................................................................................. 24 C. PROPOSAL ....................................................................................................................................... 25 D. REFERENCES ................................................................................................................................... 28 E. CONTRACTORS CERTIFICATION ......................................................................................................... 31 E. SEXUAL HARASSMENT POLICY .......................................................................................................... 33 SECTION 3. REVIEW PROCESS ............................................................................................................. 34 A. EVALUATION OF PROPOSALS AND SELECTION .................................................................................... 34 B. BASIS OF AWARD ............................................................................................................................. 34 i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 1 Section 1. Request for Proposals A. Notice – posted on Village website Tuesday, June 13, 2023 Village of Oak Brook Request for Proposals Janitorial Services JUNE 2023 The Village of Oak Brook is soliciting proposals for Janitorial Services. Proposals should be addressed to: Rania Serences Purchasing & Budgeting Coordinator Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 A Pre-Proposal Meeting and Walk-Through will be held beginning at the Public Works Building, 3003 Jorie Blvd., Oak Brook, Illinois 60523 at 10:00 A.M. Monday, June 19, 2023, and progressing to each of the other buildings. Attendance at this meeting is mandatory. Failure to attend this meeting disqualifies a company from submitting a proposal on this work. This meeting is an opportunity to ask questions concerning the specifications. The closing date and time for receipt of proposals is Monday, June 26, 2023, 10:00 A.M. prevailing time. Proposals received after the submittal time will be rejected and returned unopened to the sender. A complete proposal package is on file for inspection and may be downloaded from the Village’s website at www.oak-brook.org, or picked up at the Butler Government Center, 1200 Oak Brook Road, Oak Brook, Illinois 60523, between the hours of 8 A.M. and 4:30 P.M., Monday through Friday. There is no charge for the package. The Village reserves the right to reject any or all proposals, waive or not to waive any irregularities therein, and to accept the proposal considered to be in the best interest of the Village. i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 2 B. Project Description I. Introduction The Village of Oak Brook (Village) is interested in obtaining janitorial services for the Butler Government Center (BGC) (consists of Administration, Police and Fire Station #94), Public Works Building, Oak Brook Public Library, Golf Course Clubhouse, and the Sports Core Bath and Tennis Clubhouse. The Initial Agreement shall begin upon mutual acceptance of services through December 31, 2023. Then, the Village will award four (4) one calendar year extensions (January 1 – December 31) beginning January 1, 2024 through December 31, 2027. Performance of the successful Contractor will be verified by Village employees. II. Proposed Specifications Cleaning Performance Standards & Workmanship It is the intent of these specifications for the Contractor to provide a high level of service in custodial care and maintenance in accordance with the identified intervals for specific cleaning tasks. The following statements indicate the general standards and workmanship to be furnished under this contract. The intention of the following sections is to provide basic understanding of the level of care and expectation upon the completion of the cleaning process. Descriptions in this document are not intended to be all-inclusive, but rather a standard of accepted work practices and procedures that should be used when conducting cleaning activities: • General Cleaning -- (Non-Floor Surfaces) A satisfactory and acceptable clean surface shall be completely free of all loose and adhering dirt or other foreign material down to the original finish of the surface. A clean surface will appear both physically and visually clean, free from streaks or other residue. If a cleaning agent is required, an appropriate cleaning agent for the surface to be cleaned shall be used in accordance with the manufacturer’s use recommendations. • Dusting -- Satisfactory and acceptable dusting will present a surface free from all dust and other loose material and shall be completed using appropriate means such as treated cloths or microfiber cloths. Areas to be dusted on a daily basis would include exposed areas on desks, tables, countertops, file cabinets, bookcases, and shelves. Papers, personal items, etc. on these surfaces are not to be disturbed. • Vacuuming -- All carpeted areas and floor mats shall be vacuumed on a daily basis using a commercial grade machine. The Contractor shall maintain the vacuum in accordance with manufacturer’s recommendations including changing bags or filters on a monthly or more frequent basis if required. • Floors -- (Hard Surface) In General, an acceptable floor will not have dust, streaks, marks or dirt in corners, behind doors, or under furniture. All paper clips, staples, etc. shall be picked up. The use of treated dust mops and microfiber type pads/mops will be used to keep the floors clean. Floors shall be wet mopped when appropriate. i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 3 • Wet Mopping -- Satisfactory and acceptable wet mopping will present a clean floor free from streaks, smears, and dried dirt. An approved cleaner or all-purpose detergents will be used on all resilient and hard floor surfaces. During winter months when snow and ice control chemicals may be in use, the Contractor shall use an approved neutralizing product to eliminate the traces of salt and other deicing chemicals prior to final wet mopping. Water will be changed frequently during the cleaning processes, or when the level of soil is such that more frequent water changes are required to maintain satisfactory cleaning. These same standards shall apply to cleaning of chair mats, especially when the chair mat has staining from salt and deicing chemicals. • Glass and Mirrors -- A satisfactory and acceptable glass, mirror, or vitreous surface will be free from streaks, smears, and spots. All interior glass including the protective panels at Department front counters shall be washed. All exterior glass on building entrances shall be washed as appropriate and weather permitting. • Restrooms & Locker Rooms -- Satisfactory and acceptable restroom cleaning shall be of "hospital" quality. All porcelain fixtures, chrome and metal work, and glass shall be cleaned and polished to a shiny appearance free from streaks, dirt or grime using approved cleaners. Bowls, urinals, and sinks shall be free from water stains, rings, and biological stains. Floors, walls, and partitions shall be cleaned and free from stains, dirt, grime, or streaks. Sanitizing shall be completed with an approved disinfectant. Restrooms shall be free of objectionable odors. All paper goods shall be restocked daily. All soap and hand sanitizer dispensers, and air fresheners/deodorizers shall be recharged, refilled, reloaded, or cartridge replaced monthly AND batteries changed every other month. • Kitchens, Lunchrooms, Breakrooms and Coffee Areas -- Satisfactory kitchen, kitchenette, and lunchroom area cleaning shall be of "restaurant" quality. All fixtures, appliances, chrome and metal work, and glass shall be cleaned and polished to a shiny appearance free from streaks, dirt, grease, and grime. Sinks shall be free from rings and stains and free from objectionable odor. Floors, walls, cabinets, tables, chairs, and garbage receptacles shall be free from stains, dirt, grime, odors, grease, and streaks. Appliances shall be cleaned and sanitized, inside, and out, to remain free from objectionable odors. Microwave ovens shall be clean and free from "cooked on" foodstuffs. Kitchens shall meet all applicable Health Department standards. Additional Work -- Due to the generalized nature of the work under this contract, instances may occur where the Village desires to have additional cleaning and custodial services provided outside the original intent of this contract. Payment for these services will be made based on a price per hour. The Contractor shall submit a price per man-hour for extra work not covered under a defined level of service. This work shall be scheduled and discussed between the Village and the Contractor. This work may include weekdays, weekends, day, or night. Deep Clean and Sanitize (As Needed) -- The Contractor upon request by the Village shall provide deep cleaning and sanitizing services for facilities. The services would typically be i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 4 provided during outbreaks, epidemics, or pandemics to ensure a deep cleaning and sanitizing of offices and equipment. The contractor shall provide these services within 24 hours of notification, or a timeframe agreed upon by the Village and Contractor. The areas to be deep cleaned and sanitized may not include the entire facility if it is deemed not to be necessary but may only involve specific areas. If additional cleanings are required and directed by the Village, the Contractor shall submit a bid price per man-hour for extra work as requested in the Proposal Form. Emergency Biohazard Cleanup (As Needed) -- The Village may request the Contractor to provide emergency clean-up services for removal and cleanup of vomit, blood spill or other biological debris. The contractor’s personnel performing the work shall be properly trained to perform the work. These requests are to be filled in a timely manner as agreed upon between the Village and the Contractor but typically require a response within two (2) hours of notification. These requests will be reimbursed to the Contractor based on actual time on-site to perform the task. The Contractor shall submit a price per hour for extra work as requested in the Proposal Form. Emergency requests are to be authorized only by the Public Work Department. Damage to Village Property -- The Contractor shall be responsible for repairing or replacing any property damaged by Contractor’s employees, whether accidental or intentional, to the satisfaction of the Village. The Contractor is responsible for selecting and properly applying cleaning chemicals designed and suitable for their intended purpose and for providing the Village with current Safety Data Sheets (SDS) as required by law. Remedial Work -- If after written 48-hour notice, the Contractor fails to perform any of the duties or responsibilities required under the terms of this contract, the Village will have the right to perform or have said work performed by others and shall charge the Contractor for all expenses the Village’s incurs, including costs for contracting, administration, and other functions required by the Village’s performance methods. Inspections -- The facilities under this contract shall be subject to routine inspections. These inspections shall be for the purpose of assessing the Contractor’s performance in meeting the quality standards. The Village will inspect each facility and will communicate any deficiencies to the Contractor’s supervisor. The Contractor and the Village shall jointly establish a system whereby the Village can give notice to the Contractor indicating problems, complaints, and other contract discrepancies. The system shall include a method by which the Contractor shall formally respond to these requests and notices. Any deficiencies noted in any inspection shall be corrected within twenty-four (24) hours. Failure to correct a deficiency within the twenty-four (24) hour period shall be sufficient reason for the Village to take remedial actions and assess the Contractor the cost of those actions. Such amounts will be deducted from normal payments to the contractor. The Village shall be the sole determinant if such action is merited and warranted in the correction of deficiencies. The Village reserves the right and intends to perform unannounced inspections, as it solely deems expedient. Schedule -- The Contractor shall establish a normal routine schedule for the completion of the work. The schedule shall include the general order, locations, the number of employees and the total number of working hours to be used to complete the required work. It shall be the Contractor’s responsibility to ensure that sufficient staff are available to complete the assigned tasks irrespective of sickness, holidays, vacations, or other personnel matters. The Contractor generally will be allowed to schedule their normal work between the hours i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 5 of 9:00 P.M. and 6:00 A.M. Monday through Friday, on weekends, and on all Village holidays. Work during other hours will be allowed only as authorized by the Public Works Department. Cleaning services starting times for the Oak Brook Public Library are as follows: Monday – Saturday 8:00 am Sunday (Labor Day – Memorial Day) 11:30 am Holiday Schedule -- Select Village facilities will be closed on the following holidays each year: New Year’s Day, President’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving, the day after Thanksgiving, Christmas Eve, Christmas Day, and New Year’s Eve. The Library requires 7 days a week with the exception of 6 days (closed on Sunday from Memorial Day to Labor Day). Janitorial service will not be required on these days at the Village Hall and Public Works Department sites and proposal pricing should reflect this. The Contractor will be required to provide service to the Police Department, Fire Departments 93 and 94, Golf Clubhouse, and Bath & Tennis locker rooms (May to September) seven days per week regardless of holidays. The Contractor may propose an alternative schedule for holiday weeks which will provide the required five days of service for the remaining Village Hall, Public Works, Library, and Bath &Tennis by moving service from the holiday to a different day of the week, including weekends. Upon submittal, the Village shall consider the request and instruct the Contractor on how to proceed. The Village is not obligated to allow requested schedule changes, nor will the Village increase the amount paid for services due to increased costs incurred by the Contractor for providing services during Holiday weeks. If the buildings are closed by the Village for any reason on days other than those listed above for a period of three days or less, the Contractor will not be required to issue a refund. If a non-scheduled building closure extends beyond three service days, for any reason, the Village may suspend service and the Contractor shall reduce the monthly costs by a pro-rated amount. The below table indicates the daily, weekly, bi-monthly, monthly, quarterly, semi-annual, and annual tasks that must be completed, at a minimum, and all locations. Daily Weekly Bi- Monthly Monthly Quarterly Semi- Annually Annually Lobby Entrances and Hallways Outside empty waste cans and replace liners x Spot clean doors and windows as needed x Spot clean carpets/upholstered furniture as needed x Sweep and damp mop hard floor surfaces x Detail vacuuming of carpets, mats, and runners x Clean, disinfect and deodorize water fountains x Clean, disinfect and deodorize x i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 6 counters Disinfect and remove fingerprints from doors, door frames, moldings, light switches (including washrooms and lunchrooms) x Spot clean glass on all doors and adjacent glass, dust window frames, ledges, and partitions (inside and out) x Spot clean interior windows and accessible windows in the hallway/stairwells at VH x Damp clean and disinfect the top of the handrail on all stairways x Dust and spot clean air vents and light fixtures x Vacuum all cloth and fabric furniture x Clean, disinfect and deodorize all benches and hard seating x Remove cobwebs in corners and ceilings x Administrative Offices Empty trash cans and replace liners x Spot clean carpets, doors, upholstered furniture, and windows x Sweep and damp mop hard floor surfaces x Dust, clean and disinfect desks and workstation areas (if cleared) x Clean, disinfect and deodorize all tables and counters x Spot vacuuming of carpets, mats, and runners x Clean sills, ledges, moldings, radiators, blinds, and any high dusting x Clean doors and adjacent glass, dust window frames, ledges x Dust cabinets, partitions, shelves, and ledges x Detailed vacuuming of carpets, mats, and runners x i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 7 Remove cobwebs in corners and ceilings x Clean, wash receptionist partition glass x Dust, clean, vacuum and wash chairs and table bases x Vacuum all cloth and fabric furniture x Wash, clean, disinfect and deodorize all hard furniture x Vacuum dust from all window blinds. x Dust and spot clean air vents and light fixtures x Damp clean baseboards and remove scuffs. x Restrooms and Locker Rooms Empty waste cans and replace liners. Clean inside if needed x Sweep clean, disinfect, and deodorize floors using a dedicated mop x Clean, disinfect and sanitize all sinks, counters, toilets, and urinals x Wash all mirrors x Replace or refill all soap and paper dispensers x Spot clean and disinfect door handles and touch surfaces x Change urinal deodorant blocks as needed x Dust and spot clean air vents and light fixtures x Clean, disinfect, and polish all fixtures including toilet bowls, urinals, sinks and large hand wash basins. x Clean and disinfect toilet seats (both sides) x Clean urinal screens, replace urinal deodorizers, and room deodorizers as needed x Wet mop, disinfect and sanitize all washroom and locker room floors. x Clean, disinfect and sanitize all showers x i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 8 Remove cobwebs in corners and ceilings x Wash exterior and tops of all lockers x Bathroom/locker room deep cleaning including tile and grout x Kitchens, Lunchrooms, Breakrooms and Coffee Areas Empty trash cans and replace liners x Sweep and wash tile floors x Clean, disinfect and deodorize all tables and counters x Spot clean doors and windows as needed x Clean and polish all chrome and stainless-steel faucets, sinks, etc. x Spot clean exterior of waste containers as needed x Spot clean cabinets faces as needed x Clean and disinfect interior and exterior of microwave ovens x Remove cobwebs in corners and ceilings x Vacuum all cloth and fabric furniture x Dust and spot clean air vents and light fixtures x Clean, disinfect and deodorize exterior of all appliances x Clean and disinfect refrigerators (48 hr. notice must be provided for employees to remove their items) x Board and Conference Rooms Empty trash cans and replace liners as needed x Spot vacuuming of carpets, mats and runners as needed x Clean, disinfect and deodorize all tables and counters as needed x Spot clean doors and windows x i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 9 as needed Detailed vacuuming of carpets, mats, and runners x Remove cobwebs in corners and ceilings x Vacuum all cloth and fabric furniture x Dust and spot clean air vents and light fixtures x All Areas All tile floors will be cleaned and polished/buffed x Clean baseboards, strip and wax all applicable floors x Steam clean all carpets x Window washing inside and out, clean blinds and window screens. x Dust, clean, vacuum and wash chairs, desks, and table bases x Vacuum and steam clean all chairs and cloth furniture x Elevator Sweep and damp mop hard floor surfaces x Clean inside cab panels and control panels as needed x Clean outside doors and call buttons as needed x Clean door threshold as needed x Remove cobwebs in corners and ceilings x Detention and Booking Area Sweep and damp mop hard floor surfaces x Clean and disinfect all sinks and toilets in cells x Clean, disinfect and deodorize all tables and counters as needed x Empty trash receptacles x Spot clean doors and windows as needed x Police Department Sally Port Sweep all floors x Empty trash receptacles x i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 10 Hose and wash down floors x APPROXIMATE SQUARE FOOTAGE OF FLOOR SURFACES Building Carpeting Tile BGC 23,640 21,100 Public Works - 3,200 Library 23,650 1,350 Golf Clubhouse 4,000 2,000 Bath & Tennis Clubhouse 1,458 10,722 Total 55,383 38,417 Square footage is approximate (+/-15%) III. Special Conditions A. Mandatory Pre-Proposal Meeting and Walk Through: All contractors submitting a proposal for Janitorial Services must attend a Pre- Proposal Meeting and Mandatory Walk Through of the Village locations. The Walk Through will be conducted on Monday, June 19, 2023, at 10:00 a.m., beginning at the Public Works Building, 3003 Jorie Blvd., Oak Brook, Illinois 60523, and progressing to each of the other buildings. Failure to attend this meeting disqualifies a company from bidding on this work. The purpose of the Walk Through is to insure that all prospective proposals are based upon the same criteria. All questions asked will be responded to accordingly. B. Withholding Of Payment: If it is discovered that all or part of the services rendered are not to the satisfaction of the Village, partial or total payment will be withheld until such time that the unsatisfactory items are corrected. Continuation of unsatisfactory work will be grounds for contract cancellation pursuant to the Section I of the Special Conditions. C. Safety, Labeling & Compliance: All products supplied under this contract shall meet all applicable federal, state, and local standards for product safety. The Contractor shall provide all training, materials, signage, and safety equipment required to meet all applicable federal, state, and local standards. The Contractor shall meet any and all applicable federal, state and local employment laws and standards. The Contractor shall provide the Village proof of compliance with any and all applicable laws or standards upon request. Any items determined not to be complying shall be corrected to a state of compliance. Costs related to compliance with applicable laws and standards shall be inclusive of this contract and shall not be eligible for additional payment. The Contractor shall comply with all the provisions of the Federal Occupational Safety and Health Act of 1970 (84 Stat. 1590), as amended. i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 11 The Contractor shall be responsible for instructing his employees in safety measures considered appropriate. Personnel will not place or use mops, brooms or any equipment in traffic areas or other locations in such a manner as to create a safety hazard. The workers shall provide, place, and remove appropriate warning signs for wet or slippery floors. D. Inspections: Monthly inspections will be conducted during the first week of each month by a representative of the contractor, the on-site supervisor and a representative from each of the buildings included within the contract to ascertain the level of service being performed. The specification sheet found in Section B-II will be utilized for said inspections. E. Cleaning Frequency: The successful contractor must state on what day and date cleaning services will be performed for activities as stated in this Request for Proposal. Refer to the table in Section II of this Request for Proposals as a guide. F. Agreement Term: The Initial Agreement shall begin upon the date of mutual acceptance of services through December 31, 2023. Then, the Village will award four (4) one calendar year extensions (January 1 – December 31) beginning January 1, 2024 through December 31, 2027. Performance of the successful Contractor will be verified by Village employees. The Agreement is subject to the right of the Village to cancel and terminate the same at any time, with or without cause, by giving thirty (30) days notice to the Contractor. In the event of such cancellation, the Contractor shall be entitled to receive payment for services and work performed and materials and equipment furnished under the terms of the A prior to the effective date of such cancellation but shall not be entitled to receive any damages on account of such cancellation or any further payment whatsoever. G. Liquidated Damages It is also understood and agreed that if the Village determines the Contractor failed to perform either by observing the established schedule or failing to perform to the level of service established herein for more than two (2) consecutive working days, the Village shall reserve the right to impose liquidated damages for said failure to perform, but not as penalty. The Village will serve notice either personally or in writing stating the reasons for imposing liquidated damages on the Contractor providing twenty-four (24) hour notice to correct such items. If at the end of the twenty-four (24) hour period the Contractor has not made the necessary corrections, the Contractor shall pay liquidated damages to the Village in the amount of $100 per day. This failure to perform shall include repeated incidents of any of the following: failure to perform any of the items under the scope of services, failure to respond to or resolve Village complaints, failure to adhere to any and all terms and conditions specified in the agreement documents. The Village reserves the right to attempt to work through these items prior to imposing liquidated damages. H. Performance Clause: In the event the quality of service becomes unacceptable, the Village reserves the right to cancel the contract after giving thirty (30) day written notice. i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 12 I. Quality Control: Contractors are to include, with their proposal, a copy of their Quality Control Program and or Performance Evaluation Program. J. Qualified Personnel: All work shall be executed in a skillful and workmanlike manner, and no one shall be employed who is unskilled in the work which he is given to do. All Contractor staff shall be physically capable of performing the work and trained and skilled in the proper and safe operation of all equipment used in the provision of this contract. The services of not less than one working supervisor (fluent in the English language) experienced in all custodial services is to be provided on the job nightly. On-site supervisor is responsible for the instruction and training of personnel in the proper work methods and procedures. The supervisor will schedule and coordinate all services to be provided. On-site supervisor is responsible for the instruction and training of personnel in the proper procedures required by the Contract and as called for in the specifications. The supervisor shall be available and always have a cell phone. Contractor shall name the members of the crew and the on-site supervisor who will be assigned to the buildings. Contractor shall notify the Village prior to any changes being made in the employees who comprise the janitorial crew. If this is not followed, employees will not be issued identification cards and the Village will deduct payment proportionally. While on Village property, all contractor employees must wear the Village issued photo identification card. Subcontracting the contract to another company is not permitted. K. Removal of Contractor’s Personnel: The Village shall have the authority to require the contractor to remove, from the site, any employee of the contractor who shall be deemed incompetent or detrimental to the best interests of the Village. L. Supervision: Contractor must have an on-site supervisor working with each crew who is fluent in English and be authorized by the contractor to accept and act upon all directives issued by the Village representative. M. Uniforms: Contractor and staff must wear clothing/shirts/uniforms of similar style and design that have the contractor’s name, logo, or other print identifying the employee as a member of the contractor’s work force. N. Village Issued Identification Cards: All Contractors’ employees will display Village approved photo identification badges while working on Village premises. No employees will be allowed access to any area without displaying the required identification badge. Contractor’s employees shall be issued access control proximity cards by the Village to access secured portions of the Facilities. Contractor’s employees shall always maintain control of the card on them when in Village facilities and shall keep the card on their person and use it for access. In the event that a card is lost or damaged, Contractor shall immediately notify the Village so that access for that card may be deactivated. If the i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 13 Village determines the loss or damage to proximity cards is unreasonable, Contractor shall reimburse the Village for the cost of cards and programming. An identification card will be issued upon approval by the Village of finger printing and background checks. The Village will not issue an identification card to contractor’s personnel who have been convicted of a felony crime. O. Background Checks: Contractor shall submit employee identification information necessary for Village staff to perform background checks on Contractor’s employees, including the Contractor/Company Owner, Supervisors, etc. Such information may include but is not limited to date of birth, driver’s license number, address, and other identifying information. All of the Contractor employees including Supervisors working inside the Police Department must go through a fingerprint-based background check and take and pass a 2-hour computer course (every 2 years). The course is currently only offered in English Language and the use of interpreters is not permitted. If Contractors employees are unable to pass the computer class or if the background check confirms a felony conviction, the individual’s access to a LEADS (Police Department Accreditation Program) area will be prohibited. The Village reserves the right to ban any Contractor employees from performing the proposal work based on the results of the background check, and no Contractor employees may begin proposed work until approved by the Village. Contractor shall supply such information prior to any employee beginning proposed work. P. Village Equipment: Contractor’s employees are restricted from using Village equipment (computers, telephones, televisions, copiers, etc.). Any employee of the Contractor found in use of any Village equipment will automatically be removed pursuant to Section L of the Special Conditions. Q. Village Furnished Materials and Equipment: The Village will supply the following at no cost to the Contractor. Various locations for storage of Contractor’s equipment and supplies. The contractor must keep this area neat, orderly, clean and odor free at all times. Adequate containers (dumpsters) for refuse disposal when applicable. A central location for supplies furnished buy the Village. All paper products including but not limited to toilet paper, paper towel rolls, and napkins. All refillables, including but not limited to, liquid soaps, hand sanitizers, air freshener/deodorizers, lotions, urinal mats, and batteries. The Contractor will be required to implement an inventory tracking system and provide reports upon request. R. Contractor Furnished Materials and Equipment: The Contractor shall provide, after approval of the Village, at their expense all materials, equipment, and supplies to complete the work including all cleaners, compounds, solutions, etc. required to provide cleaning services appropriate to the area being cleaned. Safety Data Sheets (SDS) and any other related information on products being used will be furnished to the Village for review and approval. The successful Contractor shall supply a listing (by tradename) of all cleaning products they intend to use. Each product listed must be approved by the Village prior to use. Contractor may submit several products of each cleaning type if they so choose. All Contractor’s supplies and equipment shall be of the highest quality in i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 14 the industry. The Contractor shall be responsible for providing materials, equipment, and following the established standards for compliant cleaning activities. Contractor shall provide training as needed to Contractor’s employees to properly use and maintain the products and equipment provided. The Contractor shall furnish upon request a list of all products being used for approval by the Village or to propose an alternate. The Contractor shall make available upon request, at no cost to the Village sufficient samples of the proposed products to assess product quality and acceptability. Quality assessment and acceptance as an equivalent product shall be at the sole judgment of the Village, whose decision is final and shall not be grounds for additional compensation. S. Building(s) Size: The buildings square footages are estimates only. If actual figures are required, the Contractor will have to verify same him/herself. C. General Terms and Conditions 1. PREPARATION AND SUBMISSION OF PROPOSALS: a. The proposal shall be submitted in an opaque sealed envelope on or before the time stated and shall bear the name of the individual, firm, or corporation submitting the Proposal and the Project Name: “Janitorial Services.” b. Contractor may attach separate sheets to the proposal for the purpose of explanation, exception, alternate proposal and to cover unit prices, if needed. c. Contractors may withdraw their proposal either personally or by written request at any time before the hour set for the proposal opening and may resubmit it. No proposal may be withdrawn or modified after the receipt of proposals except where the award of contract has been delayed for a period of more than ninety (90) days. d. In submitting this proposal, the contractor further declares that the only person or party interested in the proposal as principals are those named herein, and that the proposal is made without collusion with any other person, firm or corporation. e. The contractor further declares that he has carefully examined this entire Proposal Package, and he has familiarized himself with all the local conditions affecting the contract and the detailed requirements of this work and understands that in making the proposal he waives all rights to plead a misunderstanding regarding same f. The contractor further understands and agrees that if his proposal is accepted, he is to furnish and provide all necessary equipment, supplies, and other means to do all of the work and to furnish all of the materials specified in the agreement, except such materials as are to be furnished by the owner (Village), in the manner and at the time therein prescribed, and in accordance with the requirements therein set forth. i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 15 g. The contractor further agrees that if the Village decides to extend or shorten the work, or otherwise alter it by extras or deductions, including elimination of one or more of the items, as provided in the specifications, he will perform the work as altered, increased or decreased. h. The contractor further agrees to execute all documents within this Request for Proposals Package, obtain a certificate of insurance for the services, and present all the required documents within fifteen (15) days after the receipt of the Notice of Award and Agreement. i. The contractor further agrees to begin work not later than ten (10) days after receipt of the Notice to Proceed, unless otherwise provided, and to execute the work in such a manner and with sufficient materials, equipment and labor. j. By submitting a proposal, the contractor understands and agrees that, if his proposal is accepted, and he fails to enter into an agreement forthwith, he shall be liable to the Village for any damages the Village may thereby suffer. k. The contractor shall not assign any interest in the agreement and shall not transfer any interest without prior written consent of the village. l. No report, information, or data given to or prepared by the contractor shall be made available to any individual or organization without the prior written approval of the Village Manager. m. No proposal shall be considered unless the contractor offering it furnishes evidence satisfactory to the Village that he has the necessary facilities, ability, and pecuniary resources to fulfill the conditions of this Request for Proposals. 2. CONDITIONS: a) The Village is exempt from Federal excise tax and the Illinois Retailer's Occupation Tax. This proposal cannot include any amounts of money for these taxes. b) Any contract or agreement resulting from the acceptance of this proposal by the Village shall be on forms either supplied by or approved by the Village. The Village reserves the right to reject any agreement that does not conform to the Request for Proposal and any Village requirements for agreements and contracts. c) The Village reserves the right to request clarification of information submitted and request additional information as needed. d) The requirements of this RFP will be included in the agreement with the selected contractor. 3. PAYMENT: The Village authorizes the payment of invoices on the second and fourth Tuesday of the month. For consideration on one of these dates, payment request must be received no later than fourteen (14) days prior to the second or fourth Tuesday of the month. i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 16 Request for payment shall be based on a basic contract schedule of values approved by the Village. Request for payment for extra work and credits for deductions from the work shall be itemized and attached to the payment request as a sub-total amount due at the time of the payment requested and subjected to the terms of payment as provided herein. 4. INDEMNIFICATION: The Contractor shall protect, indemnify, save, defend and hold forever harmless the Village and/or its officers, officials, employees, volunteers and agents from and against all liabilities, obligations, claims, damages, penalties, causes of action, costs and expenses, including without limitation court costs, insurance deductibles and attorney's fees and expenses, which the Village and/or its officers, officials, employees, volunteers and agents may incur, suffer or sustain, or for which the Village and/or its officers, employees and agents may become obligated by reason for any accident, injury to or death of persons or loss of or damage to property, or civil and/or constitutional infringement of rights (specifically including violations of the Federal Civil Right Statutes), arising indirectly or directly in connection with or under, or as a result of, this or any Agreement by virtue of any act or omission of any of the Contractor's officers, employees, subcontractors, and/or agents, provided that the Contractor shall not be liable for claims, obligations, damages, penalties, causes of action, costs and expenses arising solely by any act or omission of the Village's officers, officials, employees, volunteers and/or agents. The contractor shall hold the Village harmless for any and all claims for labor, material, apparatus, equipment, fixtures or machinery furnished to the contractor for the purpose of performing the work under the contract; and the payment of all direct and indirect damages to any person, firm, company or corporation suffered or sustained on account of the performance of such work during the time the contract is in force. 5. INSURANCE: Certificates of Insurance and Additional Insured Endorsement shall be presented to the Village within fifteen (15) days after the receipt by the contractor of the Notice of Award and the unexecuted contract, it being understood and agreed that the Village will not approve and execute the agreement nor will the bid guarantee be returned until acceptable insurance certificates are received and approved by the Village. Each contractor performing any work pursuant to a contract with the Village of Oak Brook and each permittee working under a permit as required pursuant to the provisions of Title 1, Chapter 8 of the Code of Ordinances of the Village of Oak Brook (hereinafter referred to as "Insured") shall be required to carry such insurance as specified herein. Such contractor and permittee shall procure and maintain for the duration of the contract or permit insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work under the contract or permit, either by the contractor, permittee, or their agents, representatives, employees or subcontractors. A contractor or permittee shall maintain insurance with limits no less than: i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 17 A. General Liability - $2,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage; B. Automobile Liability (if applicable) - $1,000,000 combined single limit per accident for bodily injury and property damage; C. Worker's Compensation and Employer's Liability - Worker's Compensation limits as required by the Labor Code of the State of Illinois and Employer's Liability limits of $1,000,000 per accident. Any deductibles or self-insured retention must be declared to and approved by the Village. At the option of the Village, either the insurer shall reduce or eliminate such deductible or self-insured retention as respects the Village, its officers, officials, employees and volunteers; or the Insured shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses to the extent of such deductible or self- insured retention. The policies shall contain, or be endorsed to contain, the following provisions: D. General Liability and Automobile Liability Coverage - (1) The Village, its officers, officials, employees and volunteers are to be covered as additional insureds as respects: liability arising out of activities performed by or on behalf of the Insured; premises owned, occupied or used by the Insured. The coverage shall contain no special limitations on the scope of protection afforded to the Village, its officers, officials, employees volunteers or agents. (2) The Insured's insurance coverage shall be primary insurance as respects the Village, its officers, officials, employees, volunteers and agents. Any insurance or self-insurance maintained by the Village, its officers, officials, employees, volunteers or agents shall be in excess of the Insured's insurance and shall not contribute with it. (3) Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the Village, its officers, officials, employees, volunteers or agents. (4) The Insured's insurance shall apply separately to each covered party against whom claim is made or suit is brought except with respect to the limits of the insurer's liability. E. Worker's Compensation and Employer's Liability Coverage The policy shall waive all rights of subrogation against the Village, its officers, officials, employees, volunteers and agents for losses arising from work performed by the insured for the Village. i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 18 Each insurance policy shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail has been given to the Village. Each insurance policy shall name the Village, its officers, officials and employees, volunteers, and agents as additional Insureds. Insurance is to be placed with insurers with a Best's rating of no less than A: VII. Each Insured shall furnish the Village with certificates of insurance and with original endorsements effecting coverage required by this provision. The certificate and endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be on forms approved by the Village and shall be subject to approval by the Village Attorney before work commences. The Village reserves the right to require complete, certified copies of all required insurance policies, at any time. Each insured shall include all subcontractors as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein. 6. EQUAL OPPORTUNITY: The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, ancestry, national origin, place of birth, age, or handicap unrelated to bona fide occupational qualifications. 7. SUBSTITUTIONS: A. Certain materials and equipment are specified by a manufacturer or trade name to establish standards of quality and performance and not for the purpose of limiting competition. Contractors are invited to submit proposals not only on named items but also on items which they propose for substitution of named items. Products of other manufacturers may be substituted, if, in the opinion of the Village, they are equal to those specified in quality, performance, design and suitability for intended use. Where two or more items are specified, the selection among those specified is the contractor's option, or he may submit his proposal on all such items. B. Proposals shall be based on materials included in the specifications. Substitutions for the purpose of evaluating proposals will be considered only if proposed substitutions are set forth in the sealed proposal and will only be accepted prior to the award of the contract. The offer of substitutions shall be an integral part of the proposal, appearing immediately after all requested proposals and before the signature of the contractor. C. Substitutions of materials other than those specified will not be considered in the base proposal price. However, other substitutions i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 19 may be listed in the specified place in the Proposal Form, with the indication of the change in the base proposal price for the total cost. D. In addition to the requirements heretofore mentioned, in order for substitutions to qualify for consideration, the following shall accompany each proposal: 1. Each proposed substitution shall be itemized showing manufacturer name, catalog number, quantity, unit cost and total cost. The contractor shall prepare the necessary forms to list his substitutions in the manner outlined. 2. Each proposal offering substitutions shall be accompanied by descriptive literature, catalog data, complete technical specifications and reports of all pertinent tests concerning the contractor’s proposed substitutions. 8. EXECUTION OF DOCUMENTS The Contractor, in signing his Proposal on the whole or on any portion of the work, shall conform to the following requirements: Proposals signed by an individual other than the individual represented in the Proposal documents shall have attached thereto a power of attorney evidencing authority to sign the Proposal in the name of the person for whom it is signed. Proposals which are signed for a partnership shall be signed by all of the partners or by an attorney-in-fact. If signed by an attorney-in-fact, there shall be attached to the Proposal a power of attorney evidencing authority to sign the proposal, executed by the partners. Proposals which are signed for a corporation, shall have the correct corporate name thereof and the signature of the President or other authorized officer of the corporation manually written below the corporate name. If such Proposal is manually signed by an official other than the President of the Corporation, a certified copy of a resolution of the board of directors evidencing the authority of such official to sign the Proposal should be attached to it. Such Proposal shall also bear the attesting signature of the Secretary of the corporation and the impression of the corporate seal. The Contract shall be deemed as have been awarded when formal notice of award shall have been duly served upon the intended awardee. 9. NON-DISCRIMINATING: The Contractor, its employees, and subcontractors, agrees not to commit unlawful discrimination and agrees to comply with applicable provisions of the Illinois Human Rights Act, the U.S. Civil Rights Act and Section 504 of the Federal Rehabilitation Act, and rules applicable to each. i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 20 10. NEGOTIATIONS: The Village reserves the right to negotiate specifications, terms, and conditions which may be necessary or appropriate to the accomplishment of the purpose of the RFP. The Village may require the entire proposal be made an integral part of the resulting contract. This implies that all responses, supplemental information, and other submissions provided by the contractor during discussions or negotiations will be held by the Village as contractually binding on the successful contractor. 11. INCURRED COSTS: The Village will not be liable in any way for any costs incurred by respondents in replying to this RFP. Contractor agrees to comply with all laws, ordinances, and rules of the Village and the State of Illinois. 12. CONTRACTOR RESPONSIBILITIES: The selected Contractor will be required to assume responsibility for all services offered in this proposal. Subcontracting of the contract will not be permitted. The Village will consider the selected Contractor to be the sole point of contact regarding contractual matters, including payment of any and all charges resulting from the contract. 13. DEFAULT: The contract may be canceled or annulled by the Village in whole or in part by written notice of default to the Contractor upon nonperformance or violation of contract terms. An award may be made to another contractor with services similar to those so terminated. Failure of the Contractor to deliver services within the time stipulated on his offer, unless extended in writing by the Owner, shall constitute contract default. 14. PERFORMANCE CLAUSE: In the event the quality of services becomes unacceptable, the Village reserves the right to cancel the agreement after giving thirty (3) day written notice to the contractor. 15. PREVAILING RATE OF WAGES: The Village does not believe that the requirements of the Prevailing Wage Act (820 ILCS 130), as amended, apply to the Contract. However, the Contractor is responsible for making its own assessment of the Prevailing Wage Act’s requirements and if it applies to the Contract. 16. EQUAL OPPORTUNITY: The Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, ancestry, national origin, place of birth, age, or handicap unrelated to bona fide occupational qualifications. 17. INDEPENDENT CONTRACTOR: There is no employee/employer relationship between the Contractor and the Village. Contractor is an independent Contractor and not the Village’s employee for all purposes, including, but not limited to, the application of the Fair Labors Standards Act minimum wage and overtime payments, Federal Insurance Contribution Act, the Social Security Act, the Federal i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 21 Unemployment Tax Act, the Worker’s Compensation Act (820 ILCS 305/1, et seq.). The Village will not (i) provide any form of insurance coverage, including but not limited to health, worker’s compensation, professional liability insurance, or other employee benefits, or (ii) deduct any taxes or related items from the monies paid to Contractor. The performance of the services described herein shall not be construed as creating any joint employment relationship between the Contractor and the Village, and the Village is not and will not be liable for any obligations incurred by the Contractor, including but not limited to unpaid minimum wages and/or overtime premiums, nor does there exist an agency relationship or partnership between the Village and the Contractor. 20. ASSIGNMENT: Neither the Village nor the Contractor shall assign or transfer any rights or obligations under this Agreement without the prior written consent of the other party, which consent shall not be unreasonably withheld. 21. GOVERNING LAW: This Agreement shall be governed by, construed, and enforced in accordance with the internal laws, but not the conflicts of laws rules, of the State of Illinois. The forum for resolving any disputes concerning the parties’ respective performance or failure to perform under this Agreement shall be the Circuit Court for the Eighteenth Judicial Circuit, DuPage County, Illinois. 22. COMPLIANCE WITH LAWS: Contractor, in performing the work and fulfilling its obligations under the contract must comply with all applicable provisions of the federal, State, and local laws, regulations, rules, and orders. 23. NON-WAIVER OF RIGHTS: No failure of the Village to exercise any power given to it hereunder or to insist upon strict compliance by the Contractor with its obligations hereunder, and no custom or practice of the Village at variance with the terms hereof, and no payment made constitutes a waiver of the Village’s right to demand exact compliance with the terms hereof. 24. LIENS, CLAIMS, ENCUMBRANCES: Contractor warrants and represents that all the goods and materials ordered herein are free and clear of all liens, claims, or encumbrances of any kind. If at any time any notice of any lien is filed for or by reason of any equipment, materials, supplies, or other item furnished, labor performed, or other thing done in connection with the equipment or this Contract, then Contractor shall, promptly and without charge, discharge, remove, or otherwise dispose of such lien, or, if permitted by the Village, furnish a bond or other collateral satisfactory to the Village to indemnify the Village against such lien. Until such discharge, removal or disposition, or furnishing of any permitted bond or other collateral, the Village shall have the right to retain from any money payable under this Contract an amount that the Village, in its sole judgment, deems necessary to satisfy such lien and to pay the costs and expenses, including attorneys’ fees and administrative expenses, of any actions brought in connection therewith or by reason thereof. i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 22 25. FORCE MAJEURE: A force majeure occurrence is an event or effect that cannot be reasonably anticipated or controlled and is not due to the negligence or willful misconduct of the affected party. Unless otherwise agreed in the agreement between the parties expressly or impliedly, where a party to a agreement fails to perform one or more of its contractual duties, the consequences set out in this clause will follow if and to the extent that the party proves: (a) that its failure to perform was caused by an impediment beyond its reasonable control; (b) that it could not reasonably have been expected to have taken the occurrence of the impediment into account at the time of the signing of the contract; and (c) that it could not reasonably have avoided or overcome the effects of the impediment. A party invoking this clause shall be presumed to have established the conditions described in the preceding paragraph in the case of the occurrence including, but not limited to, one or more of the following impediments or other similar causes beyond the control of the Contractor or the Village in the performance of the agreement where non-performance, by exercise of reasonable diligence, cannot be prevented: • acts of God or natural disaster such as but not limited to violent storm, cyclone, typhoon, hurricane, tornado, blizzard, earthquake, volcanic activity, landslide, tidal wave, tsunami, flood, damage or destruction by lightning, drought; • acts of war (whether declared or not), armed conflict or the serious threat of the same (including but not limited to hostile attack, blockade, military embargo), hostilities, invasion, act of a foreign enemy, extensive military mobilization; • civil war, riot, rebellion, revolution, military or usurped power, insurrection, civil commotion or disorder, mob violence, act of civil disobedience; • acts of public enemies , acts of terrorism, sabotage or piracy; • plague, epidemic, pandemic, outbreaks of infectious disease or any other public health crisis, including quarantine or other employee restrictions ; • act of authority whether lawful or unlawful, compliance with any law or governmental order, rule, regulation or direction, curfew restriction, expropriation, compulsory acquisition, seizure of works, requisition, nationalization; • explosion, fire, destruction of machines, equipment, factories and of any kind of installation, prolonged break -down of transport, telecommunication or electric current; i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 23 • general labor disturbance such as but not limited to boycott, strike and lock-out, go-slow, occupation of factories and premises; • shortage or inability to obtain critical material or supplies to the extent not subject to the reasonable control of the subject Party. The affected party shall provide the other party with written notice of any force majeure occurrence as soon as the delay is known and provide the other party with a written contingency plan to address the force majeure occurrence. Furthermore, the affected party shall use its commercially reasonable efforts to resume proper performance within an appropriate period of time. Notwithstanding the foregoing, if the force majeure condition continues beyond 30 days, the parties to the agreement shall jointly decide on an appropriate course of action that will permit fulfillment of the parties’ objectives under the contract. Contractor shall not be entitled to an adjustment in agreement price or other non-price related items caused by or within the control of Contractor. Delay, disruption, and interference attributable to and within the control of a subcontractor or supplier shall be deemed to be within the control of Contractor. Section 2. Proposal Instructions A. General Information Five (5) copies of the proposal shall be submitted in a sealed envelope to: Rania Serences Purchasing and Budgeting Coordinator Village of Oak Brook 1200 Oak Brook Road Oak Brook, IL 60523 and clearly marked on the outside of the envelope “Janitorial Services” on or before 10:00 a.m., prevailing time, Monday, June 26, 2023. Any proposal received after this date and time will be refused. All contractors submitting a proposal for Janitorial Services must attend a Pre-Proposal Meeting and Mandatory Walk Through of the Village locations. The Walk Through will be conducted on Monday, June 19, 2023, at 10:00 a.m., beginning at the Public Works Building, 3003 Jorie Blvd., Oak Brook, Illinois 60523, and progressing to each of the other buildings. Failure to attend this meeting disqualifies a company from bidding on this work. The purpose of the Walk Through is to insure that all prospective proposals are based upon the same criteria. All questions asked will be responded to accordingly. i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 24 B. Documents/Information to be Submitted: Proposal Form (Section C below) References (Section D below) Contractors Certification (Section E below) Sexual Harassment Policy (Section F below) Statement of Qualifications • Provide background information on your firm including, but not limited to, the age of the business, the number of employees, and pertinent financial data that will permit the Village to determine the capability of the contractor to meet all contractual requirements. • List the abilities, qualifications, and experience of the persons who would be assigned to the engagement and their experience on similar contracts. Terms and Conditions • List any terms and conditions which may apply to this contract and are not included in this RFP. Additional Information and Comments • Include any other information you believe to be pertinent but not specifically mentioned elsewhere. i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 25 C. Proposal In compliance with this Request for Proposals, and subject to all conditions thereof, the undersigned offers and agrees, if this proposal is accepted, to furnish and install as outlined herein for the Village of Oak Brook at the amount indicated, subject to modification through negotiations. PROPOSAL – Date of Signing – December 31, 2023 Building Janitorial Service cost per a month a. Village Hall, 1200 Oak Brook Rd. $_______________________ b. Public Works, 3003 Jorie Blvd. $______________________ c. Fire Station 93, 725 Enterprise $ ______________________ d. Fire Station 94, 1200 Oak Brook Rd. $ ______________________ e. Library, 600 Oak Brook Rd. $________________________ f. Golf Clubhouse, 2606 York Rd. $ ______________________ g. Bath and Tennis Club, 800 Oak Brook Rd. $ ___________________ h. Bath and Tennis Locker Rooms (May thru September), 800 Oak Brook Rd. $ ___________________ i. Bath and Tennis Outside Restroom, 800 Oak Brook Rd. $________________________ j. Extra work hourly rate $ ________________ PROPOSAL – January 1, 2024 – December 31, 2024 Building Janitorial Service cost per a month a. Village Hall, 1200 Oak Brook Rd. $_______________________ b. Public Works, 3003 Jorie Blvd. $______________________ c. Fire Station 93, 725 Enterprise $ ______________________ d. Fire Station 94, 1200 Oak Brook Rd. $ ______________________ e. Library, 600 Oak Brook Rd. $________________________ f. Golf Clubhouse, 2606 York Rd. $ ______________________ g. Bath and Tennis Club, 800 Oak Brook Rd. $ ___________________ h. Bath and Tennis Locker Rooms (May thru September), 800 Oak Brook Rd. $ ___________________ i. Bath and Tennis Outside Restroom, 800 Oak Brook Rd. $________________________ j. Extra work hourly rate $ ________________ PROPOSAL – January 1, 2025– December 31, 2025 Building Janitorial Service cost per a month a. Village Hall, 1200 Oak Brook Rd. $_______________________ b. Public Works, 3003 Jorie Blvd. $______________________ c. Fire Station 93, 725 Enterprise $ ______________________ d. Fire Station 94, 1200 Oak Brook Rd. $ ______________________ e. Library, 600 Oak Brook Rd. $________________________ f. Golf Clubhouse, 2606 York Rd. $ ______________________ g. Bath and Tennis Club, 800 Oak Brook Rd. $ ___________________ h. Bath and Tennis Locker Rooms (May thru September), 800 Oak Brook Rd. $ ___________________ i. Bath and Tennis Outside Restroom, 800 Oak Brook Rd. $________________________ j. Extra work hourly rate $ ________________ i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 26 PROPOSAL – January 1, 2026 – December 31, 2026 Building Janitorial Service cost per a month a. Village Hall, 1200 Oak Brook Rd. $_______________________ b. Public Works, 3003 Jorie Blvd. $______________________ c. Fire Station 93, 725 Enterprise $ ______________________ d. Fire Station 94, 1200 Oak Brook Rd. $ ______________________ e. Library, 600 Oak Brook Rd. $________________________ f. Golf Clubhouse, 2606 York Rd. $ ______________________ g. Bath and Tennis Club, 800 Oak Brook Rd. $ ___________________ h. Bath and Tennis Locker Rooms (May thru September), 800 Oak Brook Rd. $ ___________________ i. Bath and Tennis Outside Restroom, 800 Oak Brook Rd. $________________________ j. Extra work hourly rate $ ________________ PROPOSAL – January 1, 2027 – December 31, 2027 Building Janitorial Service cost per a month a. Village Hall, 1200 Oak Brook Rd. $_______________________ b. Public Works, 3003 Jorie Blvd. $______________________ c. Fire Station 93, 725 Enterprise $ ______________________ d. Fire Station 94, 1200 Oak Brook Rd. $ ______________________ e. Library, 600 Oak Brook Rd. $________________________ f. Golf Clubhouse, 2606 York Rd. $ ______________________ g. Bath and Tennis Club, 800 Oak Brook Rd. $ ___________________ h. Bath and Tennis Locker Rooms (May thru September), 800 Oak Brook Rd. $ ___________________ i. Bath and Tennis Outside Restroom, 800 Oak Brook Rd. $________________________ j. Extra work hourly rate $ ________________ i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 27 The undersigned contractor declares that any and all prices stated in the proposal include all taxes; costs of labor, materials, equipment, insurance, bonds, overhead and profit, and any and all other costs normal to doing business. Firm Name:_______________________________________________________ Address:_________________________________________________________ City, State, ZIP:___________________________________________________ Signature:_______________________________________________________ Name Printed:____________________________________________________ Title:___________________________________________________________ Telephone:___________________________Date:_______________________ If a Corporation: ATTEST: ____________________________ Secretary i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 28 D. References Your Company Name: (Please Print) The Contractor shall list five (5) current references with needs similar to the Village of Oak Brook for whom Contractor has provided comparable services. Please include company name, address, telephone number, year(s) employed by referenced firms, contact person, and type of work you performed for that entity. 1. Company Name/Municipality: Address: Phone: ( ) Contact Person: Type of Work and Date Performed: 2. Company Name/Municipality: Address: Phone: ( ) Contact Person: i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 29 Type of Work and Date Performed: 3. Company Name/Municipality: Address: Phone: ( ) Contact Person: Type of Work and Date Performed: 4. Company Name/Municipality: Address: Phone: ( ) Contact Person: Type of Work and Date Performed: i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 30 5. Company Name/Municipality: Address: Phone: ( ) Contact Person: Type of Work and Date Performed: i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 31 E. Contractors Certification The undersigned, being first duly sworn an oath, deposes and states that he has the authority to make this certification on behalf of the bidder for the construction, product, commodity, or service briefly described as follows: “Janitorial Services” (A) The undersigned certifies that, pursuant to Chapter 720, Section 5/33E of the Illinois Compiled Statutes, 1993, the bidder is not barred from bidding on this contract as a result of a conviction for the violation of State of Illinois laws prohibiting bid-rigging or bid-rotating. (B) The undersigned states under oath that, pursuant to Chapter 65, Section 5/11-42.1-1 of the Illinois Compiled Statutes, 1993, the bidder is not delinquent in the payment of any tax administered by the Illinois Department of Revenue. (C) The undersigned certifies that, pursuant to Chapter 775, Section 5/2-105. of the Illinois Compiled Statutes, 1993, the bidder has a written sexual harassment policy in place including the following information: 1. An acknowledgment of the illegality of sexual harassment. 2. The definition of sexual harassment under State law. 3. A description of sexual harassment, utilizing examples. 4. The contractor’s internal complaint process including penalties. 5. The legal recourse, investigative and complaint process available through the Illinois Department of Human Rights and the Human Rights Commission. 6. Directions on how to contact the Department or the Commission. This business firm is: (check one) _____ Corporation _____ Partnership _____ Individual Firm Name: Address: City, State, ZIP: Signature: Name Printed: Title: Telephone: __________________________Date:____________________ i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 32 ATTEST: ___________________________ -SEAL- SUBSCRIBED AND SWORN TO before me this ______ day of _____________, 23. _____________________________ Notary Public i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 33 E. Sexual Harassment Policy hereinafter referred to as “Contractor” having submitted a bid/proposal for to the Village of Oak Brook, DuPage/Cook Counties, Illinois, hereby certifies that said Contractor has a written sexual harassment policy in place in full compliance with 775 ILCS 5/2-105(A)(4) including the following information: 1. An acknowledgment of the illegality of sexual harassment. 2. The definition of sexual harassment under State law. 3. A description of sexual harassment, utilizing examples. 4. The contractor’s internal complaint process including penalties. 5. The legal recourse, investigative and complaint process available through the Illinois Department of Human Rights and the Human Rights Commission. 6. Directions on how to contact the Department or the Commission. 7. An acknowledgment of protection of a complaint against retaliation as provided in Section 6-101 of the Human Rights Act. Each contractor must provide a copy of such written policy to the Illinois Department of Human Rights upon request. By: Authorized Agent of Contractor Subscribed and sworn to before me this _____ day of ____________, 2023 ___________________________________ Notary Public i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 34 Section 3. Review Process A. Evaluation of Proposals and Selection The proposals received will be evaluated by the Village on the basis of professional qualifications, previous experience on similar projects, key personnel assigned to the project, satisfaction of previous clients on work performed for them, current billing rates of the firm, and the proposal that best meets the needs of the Village. Contractors will be contacted during the evaluation if further information is needed. The Village may choose to interview one or more firms before final selection is made. This Request for Proposal does not commit the Village to award a contract, to pay any costs incurred in the preparation of a proposal based on this request, or to procure or contract for services. All proposals submitted in response to this Request for Proposal become the property of the Village. The Village reserves the right to accept or reject any or all proposals received as a result of this request, to negotiate with qualified consultants, or to cancel in part or in its entirety the Request for Proposal, if it is in the best interest of the Village to do so. The Village may require the contractor selected to participate in negotiations concerning contract price or the nature and extent of services to be provided. The results of such negotiations shall be incorporated into the final contract between the Village and the contractor. B. Basis of Award Village staff will perform an evaluation of the proposals received. Appropriate finalist(s) may be interviewed by the Village, after which a selection will be made. An agreement for the described services shall be advantageous to and in the best interest of the Village to award. The Village reserves the right to reject any or all proposals and to waive any informality or technical error and to accept any proposal deemed most favorable to the interests of the Village. The Village will review proposals based on the following criteria: 1. Compliance with RFP. Adherence to all conditions and requirements of the RFP. 2. Understanding of the Project. The contractors understanding of the engagement, the Village’s objectives, and the nature and scope of the work involved. 3. Services to be Provided. The exact type and nature of the contractors proposed services and how they accomplish the objectives of the project. 4. Qualifications of the Contractor. The contractor’s capability in all respects to perform fully all contract requirements, and the integrity and reliability which will assure good faith performance. This criterion includes: • The experience of the firm and its record on projects of a similar nature. i:\finance\shared\bids & rfps\2023\2023 janitorial services.doc Page 35 • The availability of necessary personnel and other resources to successfully complete the project specified herein on a timely basis. 5. Costs. Proposed contract price. 6. Ability, capacity and skill to fulfill the contract as specified. 7. Ability to supply the commodities; provide the services or complete the construction promptly, or within the time specified, without delay or interference. 8. Character, integrity, reputation, judgment, experience and efficiency. 9. Quality of performance on previous contracts. 10. Previous and existing compliance with laws and ordinances relating to the contract. 11. Sufficiency of financial resources. 12. Quality, availability and adaptability of the commodities, services or construction, in relation to the Village’s requirements. 13. Ability to provide future maintenance and service under the contract. 14. Number and scope of conditions attached to the proposal. 15. Record of payments for taxes, licenses or other monies due the Village. Any or all the above factors will be considered as elements of a responsible proposal at the sole discretion of the Village. The Village Board's decision shall be final and not subject to recourse by any person, firm, or corporation.