HomeMy WebLinkAbout07/21/2020 Motion to accept bid for Cleaning Services bid by Multi Systems Management of Chicago, Illinois, in an amount not to exceed $201,339.Item Cover Page
wubject Motion to accept•for CleaningServices• by
Multi Systems Management of Chicago, Illinois,
in an amount not to exceed $201,339.
July 21, 2020 A' MEETING OF
PROSPECT SOA.
This ides for custodial servicesVillage- i
facilities.
To ensure clean! healthy, and sustainable public facilities, the Village has routinely
utilized cost-effective contractual custodial services acquired via a competitive
public !!!' process. Most recently, this contract 1' ` ! by Crystal
Maintenance of Mount Prospect,, The contract was approved by the Village Board
on December 20, 2016. agreement 1!' 1 three-year and expired
*n December• •
With the closing of the Police /Fire Headquarters Building and the opening of thre
(3) new facilities in 2020, including the Fire Department Headquarters building,
the new Police Department Headquarters building, and the new Maple Street
Parking Garage,, staff anticipated that the scope of services would change I
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considerably. Notably, the parking garage is an additional facility and the new
public safety facilities are larger; necessitating a higher volume and broader rang
tif custodial services. However, none of these facilities were slated for completion
until ! • •
aboutThe time gap between the end of the old custodial contract (December 31, 2019)
and completion of the new facilities May 2020) was problematic because it
precluded an opportunity to conduct tours and site visits for custodial contract
bidders. A likely consequence of this reality was inordinately higher prices due to
uncertainty •p' of •
To mitigate this circumstance, staff asked the custodial contractor,, Crystal
Maintenance to extend their contract at current prices. Crystal Maintenance
agreed and the Village Board authorized a contract extension (until August 1,
• • at • •er 15,, 2019 Regular
HeadquartersTo acquire a new contract, detailed bid specifications were prepared by staff. A
mandatory pre-bid meeting and building walk-thru was held on June 24, 2020.
Public notice was posted on the Onvia DemandStar public bidding website
The proposed scope of work in the new contract includes daily cleaning at the
following locations: Village Hall, Police Headquarters,, Fire Department
(AdministrationRailroad Station,,• i(floors
only), Pistol Range, Public Works (Administration Area),, Community Connection
Center, Emergency Operations Center,, Emerson Street Parking Deck and the
Maple Street Parking Deck. The Police Headquarters building and the Village Hall
require a full-time day porter position service. All other buildings are cleaned in
the early evening and/or overnight.
A change from previous cleaning contracts is the addition of a ""Roving Day
Porter". The roving day porter will perform day cleaning services at the (Metra
Train) Railroad Station,, Fire Headquarters, Police south report writing area (lower
level of Fire Station 12), both parking decks, and the new Edwin and Elsie Meyn
Busse Park. Please note that not all day porter tasks are new. Notably, previous
custodial contracts included day porter work at the Village Hall, Police/Fire
Headquarters,, Emerson Street Parking Deck,, and the Railroad Station.
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costsThe specifications also include an alternate bid for cleaning the Mount Prospect
Public Library. If the library finds the alternate bid favorable, the library will
award a separate contract for these services. The library will pay the contractor
directly for the cleaning services as defined in the alternate bid. Please note that
the • service . not ! ' l in the bid results tabulation below.
This • ! award is for-- (3) - year (2020-2023) term. Th- contract also
provides for two (2) one (1) - year extensions at the 2023 pricing provided tha
the Village and contractor agree. I
The following five (5) bids were publicly opened on July 6, 2020 at 1:00 P.M., at
the Village Hall. The results are tabulated below:
(Bidder Name Year 1 Year 2 Year 3 Total
Total Total Total Contract
Multi System
$183,036
Management
Crystal
Maintenance
$214,320
Service
Bravo
$213,924
Services, Inc.
Alpha Building
$242,028
Maintenance
Blooming
$183,036 $188,448 $554,520
$214,320 $214,320 $642,960
$213,924 $220,332 $648,180
$249,288 $256,776 $748,092
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Facility,, LLC on -responsive
Note: Blooming Facility"s bid was deemed non-responsive due to a lack of required
documentation r bid boi
V?
servedThe lowest cost bidder is Multi System Management of Chicago,, Illinois. Multi
System Management has not performed work for the Village in the past.
However, an extensive check of all references resulted in positive feedback.
Referenced companies and municipalities stated the company has performed
satisfactorily on contracts of similar scale and scope. Notably, the firm has
successfully the Villagesof •.Glencoe,,Bartlett,, and Barrington
Hills along with the Cities of Lake Forest and Elmhurst.
In addition, staff has met with Multi System principals to ensure their
understanding of the contract requirements and Village expectations. Multi
Systems representatives confirmed their understanding and committed to
performing all requirements. Staff is confident the firm can perform requisite
work at the bid prices indicated.
Prices for custodial cleaning services received as part of this bid are approximately
53% higher than the previous custodial cleaning contract. This increased cost is
primarily a consequence of the increased square footage of the new Police
Headquarters,, Fire Headquarters and the Maple Street Parking Deck. The existing
square footage of the Village facilities cleaned under the current contract were
approximately 270,,600. The net increase in building square footage with the
addition of ! the removalof • • • • %'r
increase. As previously stated, the proposed contract represents an increase of
53%. Howeverf the proposed contract price per square foot of $0.44 represents a
reduction from the previous contract. The previous contract price per square foot
was $0.46.
Prices in the current bid are fixed for the three (3) year term of the proposed
contract.
Staff is requesting . •contingency($18,303in YearandYear 2 as well as
$18,445 in Year 3) to address any unscheduled work and/or special events that
do not correspond to the planned cleaning services. A 10% contingency would
bring ' total . . ! to $201,,339 ($183,036 base • $18.,303 contingency)
Year 1 and Year 2. The award would increase to $206,893 ($188,448 base cost
$18,445 contingency) in Year I
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Staff recommends that the Village Board accept the lowest cost,, responsive, bid
for the Cleaning Services Contract submitted by Multi Systems Management of
Chicago,, • • not • exceed amount of 9 in Years 1 l 2 as well
as not to exceed award of $206,893 in Year 3. Sufficient funds have been
requested 1 proposed budget.
Staff also recommends that the Village Board authorize staff to extend the
contract for two (2) one (1) - year terms at the Year 3 prices if both the Villag
! contractor agree.
Sufficient funds for proposed contract are available in the 2020 budget.
Expenditures in future years will be limited to amounts allocated in future
budgets.
Alternatives
1. Accept bid results for Custodial Cleaning Services by Multi Systems
Management of Chicago, Illinois in an amount not to exceed $201.,339 in Years 1
and 2 as well as not to exceed award of $206,893 in Year I
2. Action at the discretion of the Village Board.
C - M1 I= IWN W •
Staff recommends that the Village Board accept the lowest cost,, responsive,, bid
for the Cleaning Services Contract submitted by Multi Systems Management of
Chicago, Illinois for a not to exceed amount of $201,339 in Years 1 and 2 as well
as not to exceed award of $206,,893 in Year 3. Sufficient funds have been
requested in the 2021proposed !!'
Staff also recommends that the Village Board authorize staff to extend the
contract for two (2) one (1) - year terms at the Year 3 prices if both the Villag
,?nd contractor agree.
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ATTACH M E NTS:
Cleaning Services Contract -2020-2022 Bid.pdf
Multi System Management Bid.pdf