R-1570 - 05/24/2016 - AGREEMENTS - Resolutions Supporting Documents ITEM 6.13. 1)
BOARD OF TRUSTEES MEETING
VILLAGE OF SAMUEL E. DEAN BOARD ROOM
OAK B R . K , BUTLER GOVERNMENT CENTER
1200 OAK BROOK ROAD
OAK BROOK, ILLINOIS
630-368-5000
AGENDA ITEM
Regular Board of Trustees Meeting
of
May 24, 2016
SUBJECT: Award of Contract—Janitorial Services
FROM: Rania Serences— Senior Purchasing Assistant
Doug Patchin—Public Works Director
BUDGET SOURCE/BUDGET IMPACT: General Corporate Fund ($75,000 in 321-71400,
$8,190 in 360-71400 and $20,565 in 511-71400) Sports Core Fund ($500 in 811-71400 $15,000
in 821-71400 and$12,000 in 831-71400).
RECOMMENDED MOTION: I move that the Village Board award a three (3) year
agreement to the proposer with the best overall value,Perfect Cleaning,Chicago,Illinois,in
the amount of $336,132 (which is $112,044 for 2016/2017, $112,044 for 2017/2018, and
$112,044 for 2018/2019. Additionally, the Village Board adopts Resolution 2016-AG-EX1-
R-1570.
Background/History:
A Request for Proposals (RFP) was published and placed on the Village's website on Tuesday,
February 23, 2016 and six proposals were received on Tuesday, March 15, 2016. Proposals were
received from the following companies:
Vendor 3 Year Total Cost
All Cleaners,Inc. $234,945
Best Quality $244,560
Eco Clean Maintenance $227,661
Crystal Maintenance $260,016
Perfect Cleaning $336,132
Bright Sky $554,781.66
Staff from the various Village buildings and departments reviewed the submitted proposals, and
conducted interviews to recommend a company that best meets the Village's janitorial needs. The
Village's objectives are clean buildings, more attention to problem areas such as
bathrooms/locker rooms, training of personnel, appropriate supervision of personnel, and a great
quality control program.
BOT AGENDA 052416 Page 1
Of the six (6) proposals received, three (3) companies were selected to be interviewed; Crystal
Maintenance, Perfect Cleaning, and Bright Sky. After conducting the interviews, staff determined
that Perfect Cleaning offered the best overall value to the Village due to their understanding of
the Village's objectives for all of the Village's buildings, their proposed man power and man
hours, their level of supervision of cleaning crews, and their pricing. They are well organized,
professional, motivated and knowledgeable. Also, after a few clarifications/negotiations Perfect
Cleaning reduced their overall price by more than$8,000.
The three lowest proposals received had either low amounts of proposed man power and man
hours to complete the cleaning to Village standards,did not fill out the proposal form correctly, or
previously held the janitorial services agreement and had a number of issues.
Perfect Cleaning currently holds the janitorial services agreement and performs adequately.
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.
Recommendation:
That the Village Board award a three (3) year agreement to the proposer with the best overall
value, Perfect Cleaning, Chicago, Illinois, in the amount of $336,132 (which is $112,044 for
2016/2017, $112,044 for 2017/2018, and $112,044 for 2018/2019. Additionally, the Village
Board adopts Resolution 2016-AG-EXI-R-1570.
BOT AGENDA 052416 Page 2
RESOLUTION 2016-AG-EX1-R-1 570
A RESOLUTION APPROVING AND AUTHORIZING THE EXECUTION
OF A JANITORIAL SERVICES AGREEMENT BY AND BETWEEN
THE VILLAGE OF OAK BROOK AND PERFECT CLEANING SERVICE CORPORATION
WHEREAS, the Village and Perfect Cleaning Service Corporation ("Perfect Cleaning") desire to
execute an agreement for the provision of certain Janitorial services to the Village ("Janitorial Services
Agreement'); and
WHEREAS, the President and Board of Trustees have determined that it is in the best interests of
the Village to enter into the Janitorial Services Agreement, which agreement is attached hereto, and by
this reference incorporated into, this Resolution as Exhibit A.
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 Janitorial Services Agreement. The President and Board of
Trustees hereby approve the Janitorial Services Agreement by and between the Village and Perfect
Cleaning in substantially the same form as attached as Exhibit A, and in a final form approved by the
Village Attorney.
Section 3: Authorization and Execution of the Janitorial Services Agreement. The Village
President and Village Clerk shall be, and hereby are, authorized to execute the Janitorial Services
Agreement on behalf of the Village.
Section 4: Effective Date. This Resolution shall be in full force and effect upon passage and
approval in the manner provided by law.
APPROVED THIS 24th day of May, 2016.
Gopal G. Lalmalani
Village President
PASSED THIS 24th day of May, 2016.
Ayes:
Nays:
Absent:
ATTEST:
Charlotte K. Pruss
Village Clerk
Resolution 2016-AG-EX1-R-1570
Approving and Authorizing the Execution
of the Janitorial Services Agreement
Page 2 of 2
EXHIBIT A
JANITORIAL SERVICES AGREEMENT
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