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2016 Janitorial Servicesj:\worddoc\rfp\2016 rfp\2016 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 FEBRUARY 2016 j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc TABLE OF CONTENTS SECTION 1. REQUEST FOR PROPOSALS ............................................................................................... 1  A. NOTICE – POSTED ON VILLAGE WEBSITE TUESDAY, FEBRUARY 23, 2016 .............................................. 1  B. PROJECT DESCRIPTION ...................................................................................................................... 2  C. GENERAL TERMS AND CONDITIONS ................................................................................................... 12  SECTION 2. PROPOSAL INSTRUCTIONS ............................................................................................... 18  A. GENERAL INFORMATION .................................................................................................................... 18  B. DOCUMENTS/INFORMATION TO BE SUBMITTED: .................................................................................. 18  C. PROPOSAL ....................................................................................................................................... 20  D. REFERENCES ................................................................................................................................... 33  E. CONTRACTORS CERTIFICATION ......................................................................................................... 36  E. SEXUAL HARASSMENT POLICY .......................................................................................................... 38  SECTION 3. REVIEW PROCESS ............................................................................................................. 39  A. EVALUATION OF PROPOSALS AND SELECTION .................................................................................... 39  B. BASIS OF AWARD ............................................................................................................................. 39  j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 1 Section 1. Request for Proposals A. Notice – posted on Village website Tuesday, February 23, 2016 Village of Oak Brook Request for Proposals Janitorial Services February 2016 The Village of Oak Brook is soliciting proposals for janitorial services. Proposals should be addressed to: Rania Serences Senior Purchasing Assistant 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 S.E Dean Board Room of the Village Hall, at 10:00 A.M. Tuesday, March 1, 2016 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 Tuesday, March 15, 2016, 3:00 P.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. j:\worddoc\rfp\2016 rfp\2016 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, Sports Core Administration Building and the Sports Core Bath and Tennis Clubhouse. The Contract is based upon a three (3) year contract period from the date of the contract. However, if mutually agreed upon, the contract may be extended annually for two additional years. Performance of the successful contractor will be verified by Village employees. II. Proposed Specifications BUTLER GOVERNMENT CENTER (BGC) & PUBLIC WORKS DAILY SERVICE AREA: * Maintain janitorial closets in a clean & uncluttered condition * Turn-off all lights, close & lock all office doors and secure any alarms when completed * Keep recycling bins/wastepaper baskets separate for disposal purposes 1 Empty waste receptacles and insert liners where appropriate All 2 Empty exterior ashtrays and wastebasket All 3 Clean & sanitize drinking fountains with appropriate disinfectant All 4 Spot clean glass smudges from exterior/interior doors paying special attention to the BGC receptionist All partition and the Police Dept. partition 5 Dust mop/sweep/vacuum then wet mop all uncarpeted flooring changing rinse water as often as needed All 6 Vacuum carpet traffic lanes, including carpet runners & mats All 7 Clean sinks and counter tops with appropriate cleaners All 8 Refill all soap dispensers to normal levels with an anti-bacterial soap product All 9 Clean & scrub interior/exterior of toilets, urinals and shower stalls with appropriate cleaners, then sanitize with appropriate disinfectant Wash/Locker Rms 10 Clean & polish chrome fixture & stainless steel containers, including door handles, with appropriate Wash/Locker Rms cleaners 11 Clean all glass and mirrors with appropriate cleaners Wash/Locker Rms 12 Spot clean all vertical surfaces (stall partition walls) with appropriate cleaners Wash/Locker Rms 13 Refill all paper product dispensers to normal levels and leave extra rolls of toilet paper in stalls Wash/Locker Rms 14 Sweep/vacuum and damp mop all uncarpeted areas with appropriate disinfectant cleaners paying special attention to baseboards & around toilets Wash/Locker Rms 15 Vacuum carpeted areas Wash/Locker Rms 16 Sweep/vacuum & damp mop all uncarpeted areas with appropriate floor cleaner. Any furniture moved (chairs, tables, etc.) must be returned to their original location Employee Lounge 17 Spot clean exterior of appliances (refrigerator, microwaves, coffee makers, etc.) with appropriate Cleaners Employee Lounge 18 Damp scrub all table and counter tops with appropriate cleaners then rinse and wipe dry to avoid streaks Employee Lounge 19 Clean & sanitize Police Department holding cells with appropriate disinfectant when instructed to do so by the Police Dept. Specific 20 Check Samuel Dean Board Room & vacuum traffic lanes if necessary Specific 21 Spot clean interior walls and floor of elevator Specific j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 3 WEEKLY SERVICE 1 Clean all exposed countertops in all receptionist areas with appropriate cleaner All 2 Wet mop with appropriate floor cleaner and buff all non-carpeted flooring including elevator and police All stairwell 3 Dust & polish interior/exterior of wood ledge in receptionist area with appropriate wax/polish Specific 4 Dust all desks, tables and the dais in Samuel Dean Board Room Specific MONTHLY SERVICE 1 Clean cubical, desk tops, cabinets, and bookcases with appropriate cleaner, then wipe dry. Desks tops are to be cleared of all papers and documents the last Friday of each month by Village staff. If desk tops are not cleared; DO NOT CLEAN or DISRUPT All 2 Clean & sanitize telephone handsets with appropriate cleaner & disinfectant All 3 Thoroughly clean & sanitize rear stall walls, doors and partitions with appropriate cleaner & disinfectant Wash/Locker Rms 4 Change urinal deordizer blocks (blocks must be self-screened or enclosed within a screen) Wash/Locker Rms 5 Thoroughly clean exterior of all appliances with appropriate cleaner Employee Lounge 6 Sweep & wet mop perimeter walkway in Police Dept. garage Specific 7 Hose down Police Dept. garage floor Specific 8 Thoroughly vacuum carpeting, clean & polish desks, tables and dais in Samuel Dean Board room with appropriate wax and polish Specific 9 Shampoo carpeting and carpet runners in entry ways of Butler Government Center Specific 10 Wash interior and exterior door glass and side panes of east entrance and west wing north, west and south entrance ways Specific 11 Wash Village Hall & Police receptionist partition glass Specific 12 Wash Public Works west interior and exterior door glass and side panes Specific BI-MONTHLY 1 Thoroughly vacuum carpeting in all areas including stairways & offices All 2 Feather dust all file cabinets, shelves, window ledges and countertops All 3X A YEAR SERVICE (June, October & February) 1 Thoroughly clean baseboards, strip & wax all uncarpeted areas using appropriate non-skid wax All 2X YEAR SERVICE (June & November) 1 Dust all exterior and internal wall blinds All 2 Vacuum & shampoo all carpeting with appropriate carpet cleaner All 3 Polish wood doors by receptionist area with appropriate wood wax/polish Specific 4 Wash ALL glass & windows (exterior and interior, inside & out, high & low) All 5 Clean vents and ceilings/walls around vents to clear and dust build-up All ANNUAL SERVICE (May) 1 Clean HVAC grills, lighting fixtures and diffusers (both sides) with appropriate cleaner All 2 Clean & polish all wood/metal office & lounge furnishings (desks, chairs etc.) with appropriate wax/ polish/chrome cleaning products All 3 Perform high dusting to remove any accumulated cobwebs All 4 Vacuum all furniture upholstery (including Samuel Dean Board Room) All 5 Dust & polish Atrium planters with appropriate wax/polish 6 Clean & polish all door brass hardware (including kick plates) with appropriate cleaner & polish All 7 Wash out all waste paper baskets All 8 Shampoo entire carpeting in Samuel Dean Board Room Specific j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 4 OAK BROOK PUBLIC LIBRARY DAILY SERVICE AREA: * Maintain janitorial closets in a clean & uncluttered condition * Turn-off all lights, close & lock all office doors and secure any alarms when completed * Keep recycling bins/wastepaper baskets separate for disposal purposes 1 Empty waste receptacles and insert liner where appropriate, includes cans outside entrance doors. Common (All waste is to be placed in outside dumpsters) 2 Clean and sanitize drinking fountains with appropriate disinfectant Common 3 Spot clean glass smudges Common 4 Dust mop, sweep or vacuum all uncarpeted floors Common 5 Wet mop all uncarpeted floors with appropriate cleaner (frequently change rinse water) Common 6 Vacuum carpet traffic lanes (including carpet runners, mats, meeting room and office area Common 7 Clean all table tops including group study and computer rooms, meeting room and staff lounge 8 Clean sinks and counter tops with appropriate disinfectant ( 2 public, 2 staff, 1 child) Washrooms 9 Clean and scrub interior/exterior of toilets and around toilet base with appropriate cleaners and Washrooms sanitize with appropriate disinfectant products 10 Clean and polish fixtures and stainless steel containers with appropriate cleaners. Washrooms 11 Clean all mirrors with appropriate cleaners Washrooms 12 Clean all washroom stall doors and partitions with appropriate cleaners Washrooms 13 Refill all soap dispensers to normal levels with an anti-bacterial product Washrooms 14 Refill all paper product dispensers to normal levels Washrooms 15 Damp scrub all tabletops and counters with appropriate cleaners then rinse and wipe dry to avoid Employee Lounge streaks 16 Refill all dispensers to normal limits Employee Lounge 17 Vacuum carpeted areas. Any furniture moved must be returned to its original location Employee Lounge 18 Spot clean patron kitchens (youth services and meeting room) Common 19 Spot clean carpeting with appropriate carpet cleaner using rug cleaning equipment All Areas 20 Wipe off condensation from windows and window frames during cold months All Areas WEEKLY SERVICES 1 Clean public desktops with appropriate cleaner, then wipe dry Common 2 Thoroughly vacuum carpeting in all areas, including meeting room and offices Common 3 Dust all file cabinets, shelves, window ledges, counters and all bookcases Common 4 Dust baseboards in carpeted areas. Wet mop baseboards in non-carpeted areas Common 5 Thoroughly clean and sanitize rear stall walls with appropriate cleaner and disinfectant Washroom 6 Thoroughly clean tile floors and remove any stains Washroom & Lobby MONTHLY SERVICES 1 Thoroughly clean exterior of all appliances with appropriate cleaner Employee Lounge 2 Thoroughly clean exterior of all appliances with appropriate cleaner Meeting Room 3 Wash out all trash containers Common 4 Polish interior glass Common 5 Remove all dust and cobwebs from ceilings & walls, etc. All Areas 6 Vacuum all furniture upholstery All Areas 4X A YEAR SERVICE (Shall be performed in January, April, July, October) 1 Clean HVAC grills, lighting fixtures and diffusers (both sides) with appropriate cleaner All Areas 2 Clean and polish all wood/metal office and lounge furnishings All Areas j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 5 3X A YEAR SERVICE (Shall be performed in February, June & October) 1 Dust and clean all office/lounge furniture (desk, chairs, file cabinets, counters, etc.) with appropriate All Areas cleaner and if necessary chrome cleaner 2 Wash all glass (interior/exterior) of Library All Areas 3 Shampoo all carpeting All Areas 2X A YEAR SERVICE (Shall be performed in March & September) 1 Dust all blinds All Areas 2 Clean and polish all metal hardware with appropriate cleaner and polish All Areas 3 Dust meeting room divider Meeting Room ANNUAL SERVICE (Shall be performed in June) 1 Thoroughly clean baseboards, strip and wax all vinyl tile using appropriate All Areas non-skid wax (Do not wax ceramic tile) 2 Wash glass dome (interior/exterior) Common GOLF COURSE CLUB HOUSE DAILY SERVICE AREA: * Maintain janitorial closets in a clean & uncluttered condition * Turn-off all lights, close & lock all office doors and secure any alarms when completed * Keep recycling bins/wastepaper baskets separate for disposal purposes 1 Damp mop, dust and sweep all floors All 2 Wash all mirrors All 3 Dust telephones All 4 Empty and replace waste container liners All 5 Empty and wash all ash trays Common 6 Vacuum carpeting Common 7 Clean and polish chrome fixtures Common 8 Clean and sanitize drinking fountains Common 9 Wash vinyl coverings for furniture Common 10 Sweep, damp mop, and scrub lobby/vestibule floors Common 11 Mop kitchen floor Kitchen 12 Damp mop/dust lockers Locker Room 13 Clean and refill paper towel dispensers Washrooms 14 Clean and refill toilet paper dispensers Washrooms 15 Scrub and sanitize showers Washrooms 16 Clean, sanitize and remove splash marks from toilets and urinals Washrooms 17 Sweep, damp mop, and scrub washroom floors Washrooms 18 Clean, sanitize and remove splash marks from wash basins Washrooms Washrooms WEEKLY SERVICE 1 Dust baseboards All 2 Spot clean carpeting All 3 Shake and clean under floor mats All 4 Dust, clean, and polish furniture All 5 Dust planters, pictures, etc. All 6 Dust sills, ledges, and moldings All 7 Spot clean entrance glass doors Common j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 6 MONTHLY SERVICE 1 Wash baseboards All 2 Wash and sanitize telephones All 3 Clean and sanitize waste containers All 4 Buff kitchen floor Kitchen AS NECESSARY 1 Clean HVAC grills, lighting fixtures and doors All 2 Seal kitchen, bathroom, and vestibule/lobby floors All 3 Dust blinds All 4 Dust paneling/walls, remove soil marks and wash walls around switches All SPORTS CORE BATH & TENNIS CLUBHOUSE CLUBHOUSE BRIDES ROOM WEEKLY AND ON CALL BASIS AREA: 1 Empty all waste receptacles All 2 Clean mirror with appropriate cleaners All 3 Vacuum, sweep and mop floor with appropriate cleaners All 4 Wipe down and arrange wicker furniture, keep cushions stain and lint free All 2 X PER YEAR SERVICE (April & October) 1 Clean vents (supply and return) All 2 Clean light diffusers All All 3X PER YEAR SERVICE (June, October, February) 1 Perform intense dusting, concentrating on corners and cobwebs All CLUBHOUSE KITCHEN WEEKLY AND ON CALL BASIS AREA: 1 Pick up floor mats, sweep and mop All 2 Sweep entire floor paying special attention to areas under ovens, refrigerators and cook line All 3 Sweep under ice machine and utensil rack All 4 Clean both sides of swinging doors and windows All 5 Refill all paper products to normal levels All 6 Refill soap dispensers to normal levels All 7 Wash stainless steel and hand sinks with appropriate cleaners All 8 Wipe down fronts of refrigerators with appropriate cleaners All 9 Wipe down preparation tables with appropriate cleaners All 10 Pick up mat by dishwasher-sweep and wet-mop All 11 Sweep and wet-mop area by south door of kitchen All 12 Clean bathroom sinks with appropriate cleansers, then sanitize with appropriate disinfectant Washrooms 13 Clean & scrub interior/exterior of toilets with appropriate cleansers, then sanitize with appropriate Washrooms disinfectant 14 Clean & polish chrome fixtures 7 stainless steel containers with appropriate cleansers Washrooms 15 Sweep/vacuum and wet-mop floors with appropriate disinfectant cleansers, paying special attention to Washrooms baseboards and around toilets Washrooms 16 Wash down back walls and dividers in bathroom stalls Washrooms 17 Empty waste from feminine napkin receptacles, replace liners Washrooms j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 7 18 Empty waste receptacles and insert clean liners where appropriate All 19 Sweep and wet-mop walk-in coolers All WEEKLY AND ON CALL BASIS 1 Clean light fixtures and diffusers All 2 Clean supply diffusers All 3 Clean slop sink in maids closet on east end of building Maids closet 4 Clean exhaust fans with appropriate cleaner All 2 X PER MONTH 1 Wipe down FRP (plastic) walls in kitchen and hallway leading to dry storage room All 2 Clean (hi-gloss) painted walls in kitchen area and hallway leading to dry storage room All 2 X PER YEAR SERVICE (April & October) 1 Sweep, strip and wax floors All 2 Clean lights, outside fixtures and light diffusers All CLUBHOUSE AND OFFICE AREA WEEKLY AND ON CALL BASIS AREA: 1 Empty waste receptacles and insert liners where appropriate All 2 Empty exterior ashtrays and wastebasket All 3 Spot Clean glass smudges from exterior/interior doors and windows All 4 Dust mop/sweep/vacuum then wet-mop all uncarpeted flooring including all hallways, paying All special attention to corners 5 Vacuum all carpet areas All 6 Clean all glass and mirrors with appropriate cleaners All 7 Clean & sanitize telephone handsets with appropriate cleaner and disinfectant Office 8 Feather dust all file cabinets, shelves and window ledges Office 9 Polish wood doors with appropriate wood wax/polish All 10 Polish all foot rails by bar area with appropriate polishers Bar 11 Clean & polish stainless steel water filling station in bar areas Bar 12 Clean formica by wait station with appropriate cleaners Wait Station 13 Vacuum mats and under mats by wait station, clean with degreaser cleanser Wait Station 14 Clean mirrors by bars All 15 Sweep, vacuum and wet-mop floors behind bars including mats Bar 16 Sweep, vacuum and wet-mop pergo floor and dance floor -leaving no streaks All 17 Clean mirrored columns All 18 Clean bathroom sinks with appropriate cleansers Washrooms 19 Clean & scrub interior/exterior of toilets with appropriate cleansers, then sanitize with appropriate Washrooms disinfectant 20 Clean & polish chrome fixtures & stainless steel containers with appropriate cleansers Washrooms 21 Sweep/vacuum and wet-mop floor with appropriate disinfectant cleansers, paying special attentions Washrooms to baseboards and around toilets 22 Wash down back walls and dividers in bathroom stalls Washrooms 23 Empty waste from feminine napkin receptacles, replace liners Washrooms 24 Sweep north side of patio Outside 25 Sweep south side of main entrance and sidewalks Outside 26 Clean light fixtures and diffusers All 27 Clean supply diffusers All 28 Clean exhaust fans with appropriate cleaner All 29 Bride Room (located through ladies restroom )Sweep and Mop Floor and Clean Mirror All j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 8 3 x PER YEAR SERVICE (June, October & February) 1 Clean chandeliers thoroughly and change light bulbs where needed All 2 Thoroughly clean baseboards and wood trim work All 2 X PER YEAR SERVICE (April and October) 1 Sweep, strip and wax floors All 3 Clean lights, outside fixtures and light diffusers All 4 Perform high dusting to remove any accumulated cobwebs All 5 Clean HVAC grills, ceiling fans, lighting fixtures and diffusers (both sides) with appropriate cleaner All 6 Clean ALL glass & windows (exterior & interior, inside & out, high & low) All ANNUAL SERVICE (February or March) 1 Thoroughly scrub all quarry tile in entire facility with appropriate cleansers All 6X PER YEAR (January, March, May, July, September, November) 1 Clean Carpet All BATH & TENNIS CLUBHOUSE LOCKER ROOMS Seasonal Cleaning of Locker Rooms: May 24th thru September 10th of each year Note: The locker rooms are a crucial part of our summer operations. Locker rooms must be kept clean by Health Department Standards. DAILY SERVICE AREA: 1 Empty waste receptacles, replace liners where appropriate All 2 Clean mirrors with appropriate cleaner All 3 Clean sinks with appropriate disinfectant cleanser All 4 Clean & sanitize interior and exterior of all toilets and urinals All 5 Clean and polish all chrome and stainless steel areas with appropriate cleanser All 6 Empty waste from feminine napkin receptacles, replace liners All 7 Refill paper products to normal levels All 8 Wash down back walls and dividers in bathroom stalls All 9 Clean and sanitize all shower bases All 10 Rehang shower curtains that have become unhooked All 11 Clean wooden benches with appropriate cleanser All 12 Wash entire floor area with disinfectant cleanser WEEKLY SERVICE 1 Spray shower curtains with disinfectant All 2 Wipe down interior and exterior of doors, including exit doors All 3 Keep janitorial closets clean and straightened All 4 Wipe down all interior walls with appropriate cleaners All 5 Wipe down fronts of lockers with appropriate cleansers All j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 9 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 Project Walk Through: All contractors submitting a proposal on the described project must attend a Walk Through of the project locations. The Walk Through will be conducted on March 1, 2016 at 10:00 a.m., beginning in the Samuel Dean Board Room at the Butler Government Center. 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: The Contractor shall comply with all the provisions of the Federal Occupational Safety and Health Act of 1970 (84 Stat. 1590), as amended. 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. Supplies: Village - The Village will supply the following products. C-fold towels, toilet tissue. Contractor – The Contractor shall supply the following products: All cleaning products, (cleaners, polishes, waxes, disinfectants, etc.), anti-bacterial soap, urinal blocks, trash can liners, rags, brooms, buckets, mops, ladders, scaffolding, “wet j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 10 floor” signs and mechanical equipment (vacuums, shampoo machines, buffing disks etc.) to satisfactorily complete the work activities. E. 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. F. 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. G. Contract Term: The Contract is based upon a three year contract period from July 1, 2016 – June 30, 2019. However, if mutually agreed upon, the contract may be extended annually for two additional years. The Contract 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 Contract 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. H. 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 contact documents. The Village reserves the right to attempt to work through these items prior to imposing liquidated damages I. 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. J. Quality Control: Contractors are to include, with their proposal, a copy of their Quality Control Program and or Performance Evaluation Program. j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 11 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. Village Identification Cards: Contractor’s personnel must receive a Village issued identification card. 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. M. Cleaning Product Listing: The successful Contractor shall supply a listing (by trade-name) 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. N. 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. O. 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. P. Contractor’s Personnel: 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. All contractor personnel must be fluent in the English language (speaking, reading, and writing). Q. Building(s) Size: The buildings square footages are estimates only. If actual figures are required, the Contractor will have to verify same him/herself. R. Starting Time: Cleaning services starting times for each building and/or section of building must be coordinated and approved by the Village except for the Oak Brook Public Library. Cleaning services starting times for the Library are as follows: Monday – Saturday 8:00 am Sunday (Labor Day – Memorial Day) 11:30 am j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 12 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. 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. c. 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. d. The contractor further understands and agrees that if his proposal is accepted, he is to furnish and provide all necessary machinery, tools, apparatus, and other means to do all of the work and to furnish all of the materials specified in the contract, 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. e. The contractor further agrees to execute all documents within this Request for Proposal Package, obtain a Certificate of Insurance for this work and present all of these documents to the Village within fifteen (15) days after the receipt of the Notice of Award and the Contract by him. f. 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. g. By submitting a proposal, the contractor understands and agrees that, if his proposal is accepted, and he fails to enter into a contract forthwith, he shall be liable to the Village for any damages the Village may thereby suffer. h. The contracted firm shall not assign any interest in the contract and shall not transfer any interest without prior written consent of the village. i. No report, information, or data given to or prepared by the contracted firm shall be made available to any individual or organization without the prior written approval of the Village Manager. j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 13 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 contract with the selected firm. 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 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. j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 14 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 contract 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: 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. j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 15 (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. 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. j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 16 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 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. j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 17 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. 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 with regard to contractual matters, including payment of any and all charges resulting from the contract. j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 18 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. PREPROPOSAL MEETING: A Pre-Proposal Meeting and Walk-Through will be held beginning at the S.E Dean Board Room of the Village Hall, at 10:00 A.M., Tuesday, March 1, 2016, 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. Section 2. Proposal Instructions A. General Information Seven (7) copies of the proposal shall be submitted in a sealed envelope to: Rania Serences Senior Purchasing Assistant 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 3:00 p.m., Tuesday, March 15, 2016. Any proposal received after this date and time will be refused. 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 j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 19 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. j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 20 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. July 2016 – June 2017 Janitorial Services Pricing BGC AND PUBLIC WORKS A B C D DAILY SERVICES Butler Government Center - Admin. Butler Government Center - Police Butler Government Center - Fire Public Works 1 Number in Crew 2 Hours per day for area/bldg. 3 Man-hrs for area/bldg. 4 Times per week 5 7 7 5 5 Weeks per year 52 52 52 52 6 Total man-hours per year 7 Hourly Rate 8 Sub-total cost daily items 9 EVERY OTHER DAY SERVICE NA NA NA NA 10 WEEKLY SERVICES (lump sum) 11 MONTHLY SERVICES (lump sum) 12 4X A YEAR SERVICE (lump sum) NA NA NA NA 13 3X A YEAR SERVICE (lump sum) 14 2X A YEAR SERVICE (lump sum) 15 ANNUAL SERVICE (lump sum) 16 AS NECESSARY NA NA NA NA 17 Sub-total cost for other services 18 Total for area or building 19 Total cost for BGC & Public Works j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 21 July 2016 – June 2017 Janitorial Services Pricing LIBRARY DAILY SERVICES Library 1 Number in Crew 2 Hours per day for building 3 Man-hrs for building 4 Times per week 7 5 Weeks per year 52 6 Total man-hours per year 7 Hourly Rate 8 Sub-total cost daily items 9 EVERY OTHER DAY SERVICE 10 WEEKLY SERVICES (lump sum) 11 MONTHLY SERVICES (lump sum) 12 4X A YEAR SERVICE (lump sum) 13 3X A YEAR SERVICE (lump sum) 14 2X A YEAR SERVICE (lump sum) 15 ANNUAL SERVICE (lump sum) 16 AS NECESSARY 17 Sub-total cost for other services 17 Total cost for Library j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 22 July 2016 – June 2017 Janitorial Services Pricing GOLF CLUBHOUSE DAILY SERVICES Golf Clubhouse Golf Locker Rooms 1 Number in Crew 2 Hours per day for building 3 Man-hrs for building 4 Times per week 7 7 5 Weeks per year 40 40 6 Total man-hours per year 7 Hourly Rate 8 Sub-total cost daily items 9 EVERY OTHER DAY SERVICE NA NA 10 WEEKLY SERVICES (lump sum) 11 MONTHLY SERVICES (lump sum) NA 12 4X A YEAR SERVICE (lump sum) NA 13 3X A YEAR SERVICE (lump sum) NA 14 2X A YEAR SERVICE (lump sum) NA 15 ANNUAL SERVICE (lump sum) NA 16 AS NECESSARY NA 17 Sub-total cost for other services 18 Total 19 Total cost for Golf Clubhouse & Locker Rooms j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 23 July 2016 – June 2017 Janitorial Services Pricing BATH & TENNIS CLUBHOUSE DAILY SERVICES Bath & Tennis Locker Rooms Bath & Tennis Clubhouse/Admin Area Bath & Tennis Club Kitchen Bath & Tennis Brides Room 1 Number in Crew NA NA NA 2 Hours per day for building NA NA NA 3 Man-hrs for building NA NA NA 4 Times per week 7 0 0 0 5 Weeks per year 16 0 0 0 6 Total man-hours per year NA NA NA 7 Hourly Rate NA NA NA 8 Sub-total cost daily items NA NA NA 9 EVERY OTHER DAY SERVICE NA NA NA NA 10 WEEKLY SERVICES (lump sum) 11 MONTHLY SERVICES (lump sum) NA NA NA 12 4X A YEAR SERVICE (lump sum) NA NA NA NA 13 3X A YEAR SERVICE (lump sum) NA NA NA 14 2X A YEAR SERVICE (lump sum) NA 15 ANNUAL SERVICE (lump sum) NA NA 16 AS NECESSARY NA 17 Sub-total cost for other services 18 Total 19 Total cost for B & T buildings j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 24 July 2017 – June 2018 Janitorial Services Pricing BGC AND PUBLIC WORKS DAILY SERVICES Butler Government Center - Admin. Butler Government Center - Police Butler Government Center - Fire Public Works 1 Number in Crew 2 Hours per day for area/bldg. 3 Man-hrs for area/bldg. 4 Times per week 5 7 7 5 5 Weeks per year 52 52 52 52 6 Total man-hours per year 7 Hourly Rate 8 Sub-total cost daily items 9 EVERY OTHER DAY SERVICE NA NA NA NA 10 WEEKLY SERVICES (lump sum) 11 MONTHLY SERVICES (lump sum) 12 4X A YEAR SERVICE (lump sum) NA NA NA NA 13 3X A YEAR SERVICE (lump sum) 14 2X A YEAR SERVICE (lump sum) 15 ANNUAL SERVICE (lump sum) 16 AS NECESSARY NA NA NA NA 17 Sub-total cost for other services 18 Total for area or building 19 Total cost for BGC & Public Works j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 25 July 2017 – June 2018 Janitorial Services Pricing LIBRARY DAILY SERVICES Library 1 Number in Crew 2 Hours per day for building 3 Man-hrs for building 4 Times per week 7 5 Weeks per year 52 6 Total man-hours per year 7 Hourly Rate 8 Sub-total cost daily items 9 EVERY OTHER DAY SERVICE 10 WEEKLY SERVICES (lump sum) 11 MONTHLY SERVICES (lump sum) 12 4X A YEAR SERVICE (lump sum) 13 3X A YEAR SERVICE (lump sum) 14 2X A YEAR SERVICE (lump sum) 15 ANNUAL SERVICE (lump sum) 16 AS NECESSARY 17 Sub-total cost for other services 18 Total cost for Library j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 26 July 2017 – June 2018 Janitorial Services Pricing GOLF CLUBHOUSE DAILY SERVICES Golf Clubhouse Golf Locker Rooms 1 Number in Crew 2 Hours per day for building 3 Man-hrs for building 4 Times per week 7 7 5 Weeks per year 40 40 6 Total man-hours per year 7 Hourly Rate 8 Sub-total cost daily items 9 EVERY OTHER DAY SERVICE NA NA 10 WEEKLY SERVICES (lump sum) 11 MONTHLY SERVICES (lump sum) NA 12 4X A YEAR SERVICE (lump sum) NA 13 3X A YEAR SERVICE (lump sum) NA 14 2X A YEAR SERVICE (lump sum) NA 15 ANNUAL SERVICE (lump sum) NA 16 AS NECESSARY NA 17 Sub-total cost for other services 18 Total 19 Total cost for Golf Clubhouse & Locker Rooms j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 27 July 2017 – June 2018 Janitorial Services Pricing BATH & TENNIS ADMIN AND CLUBHOUSE DAILY SERVICES Bath & Tennis Locker Rooms Bath & Tennis Clubhouse/Admin Area Bath & Tennis Club Kitchen Bath & Tennis Brides Room 1 Number in Crew NA NA NA 2 Hours per day for building NA NA NA 3 Man-hrs for building NA NA NA 4 Times per week 7 0 0 0 5 Weeks per year 16 0 0 0 6 Total man-hours per year NA NA NA 7 Hourly Rate NA NA NA 8 Sub-total cost daily items NA NA NA 9 EVERY OTHER DAY SERVICE NA NA NA NA 10 WEEKLY SERVICES (lump sum) 11 MONTHLY SERVICES (lump sum) NA NA NA 12 4X A YEAR SERVICE (lump sum) NA NA NA NA 13 3X A YEAR SERVICE (lump sum) NA NA NA 14 2X A YEAR SERVICE (lump sum) NA 15 ANNUAL SERVICE (lump sum) NA NA 16 AS NECESSARY NA 17 Sub-total cost for other services 18 Total 19 Total cost for B & T buildings j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 28 July 2018 – October 2019 Janitorial Services Pricing BGC AND PUBLIC WORKS DAILY SERVICES Butler Government Center - Admin. Butler Government Center - Police Butler Government Center - Fire Public Works 1 Number in Crew 2 Hours per day for area/bldg. 3 Man-hrs for area/bldg. 4 Times per week 5 7 7 5 5 Weeks per year 52 52 52 52 6 Total man-hours per year 7 Hourly Rate 8 Sub-total cost daily items 9 EVERY OTHER DAY SERVICE NA NA NA NA 10 WEEKLY SERVICES (lump sum) 11 MONTHLY SERVICES (lump sum) 12 4X A YEAR SERVICE (lump sum) NA NA NA NA 13 3X A YEAR SERVICE (lump sum) 14 2X A YEAR SERVICE (lump sum) 15 ANNUAL SERVICE (lump sum) 16 AS NECESSARY NA NA NA NA 17 Sub-total cost for other services 18 Total for area or building 19 Total cost for BGC & Public Works j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 29 July 2018 – October 2019 Janitorial Services Pricing LIBRARY DAILY SERVICES Library 1 Number in Crew 2 Hours per day for building 3 Man-hrs for building 4 Times per week 7 5 Weeks per year 52 6 Total man-hours per year 7 Hourly Rate 8 Sub-total cost daily items 9 EVERY OTHER DAY SERVICE 10 WEEKLY SERVICES (lump sum) 11 MONTHLY SERVICES (lump sum) 12 4X A YEAR SERVICE (lump sum) 13 3X A YEAR SERVICE (lump sum) 14 2X A YEAR SERVICE (lump sum) 15 ANNUAL SERVICE (lump sum) 16 AS NECESSARY 17 Sub-total cost for other services 18 Total cost for Library j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 30 July 2018 – October 2019 Janitorial Services Pricing GOLF CLUBHOUSE DAILY SERVICES Golf Clubhouse Golf Locker Rooms 1 Number in Crew 2 Hours per day for building 3 Man-hrs for building 4 Times per week 7 7 5 Weeks per year 40 40 6 Total man-hours per year 7 Hourly Rate 8 Sub-total cost daily items 9 EVERY OTHER DAY SERVICE NA NA 10 WEEKLY SERVICES (lump sum) 11 MONTHLY SERVICES (lump sum) NA 12 4X A YEAR SERVICE (lump sum) NA 13 3X A YEAR SERVICE (lump sum) NA 14 2X A YEAR SERVICE (lump sum) NA 15 ANNUAL SERVICE (lump sum) NA 16 AS NECESSARY NA 17 Sub-total cost for other services 18 Total 19 Total cost for Golf Clubhouse & Locker Rooms j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 31 July 2018 – October 2019 Janitorial Services Pricing BATH & TENNIS ADMIN AND CLUBHOUSE DAILY SERVICES Bath & Tennis Locker Rooms Bath & Tennis Clubhouse/Admin Area Bath & Tennis Club Kitchen Bath & Tennis Brides Room 1 Number in Crew NA NA NA 2 Hours per day for building NA NA NA 3 Man-hrs for building NA NA NA 4 Times per week 7 0 0 0 5 Weeks per year 16 0 0 0 6 Total man-hours per year NA NA NA 7 Hourly Rate NA NA NA 8 Sub-total cost daily items NA NA NA 9 EVERY OTHER DAY SERVICE NA NA NA NA 10 WEEKLY SERVICES (lump sum) 11 MONTHLY SERVICES (lump sum) NA NA NA 12 4X A YEAR SERVICE (lump sum) NA NA NA NA 13 3X A YEAR SERVICE (lump sum) NA NA NA 14 2X A YEAR SERVICE (lump sum) NA 15 ANNUAL SERVICE (lump sum) NA NA 16 AS NECESSARY NA 17 Sub-total cost for other services 18 Total 19 Total cost for B & T buildings j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 32 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 j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 33 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: j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 34 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: j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 35 5. Company Name/Municipality: Address: Phone: ( ) Contact Person: Type of Work and Date Performed: j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 36 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:____________________ j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 37 ATTEST: ___________________________ -SEAL- SUBSCRIBED AND SWORN TO before me this ______ day of _____________, 20__. _____________________________ Notary Public j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 38 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 ____________, 20___. ___________________________________ Notary Public j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 39 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. 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 contractors 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.  The availability of necessary personnel and other resources to successfully complete the project specified herein on a timely basis. j:\worddoc\rfp\2016 rfp\2016 janitorial services.doc Page 40 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.