HomeMy WebLinkAbout12/20/2016 Cutodial Cleaning ServicesItem XI. A.: Motion to accept bid for custodial cleaning services in an amount not
to exceed $107,536
Department: Public Works Department
Information:
The proposed contract provides for custodial cleaning services at all village -owned
public buildings.
To ensure sustainable public facilities, the village has engaged in custodial services
contracts to maintain such facilities consistent with established goals and objectives.
The contract requires daily cleaning at the following locations: Village Hall, Village
Hall Parking Structure, Police and Fire Headquarter Building (including above and
underground parking structures), Railroad Station, Fire Stations 12 & 14, Pistol
Range, Public Works, Community Connections Center, and the Emergency
Operations Center. The Police & Fire 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.
In exploring different opportunities to accomplish this task, staff looked to utilize the
Municipal Partnering Initiative (MPI). MPI currently has an active contract for
custodial cleaning services. However, the pricing received by MPI was at a
minimum $20,000 higher than the Village's current custodial cleaning services bid.
Staff reviewed the MPI bid and could not identify any significant scope of work
differences between the two bids that would explain the cost variance.
Further, based on conversations with the Village's existing contractor, staff
concluded that bidding a separate, stand-alone contract would not result in a
significant cost increase over the existing contract.
As such, staff elected to seek competitive bids via an in-house letting.
This bid award is for a three (3) -year (2017-2019) custodial cleaning contract.
Detailed bid specifications were prepared by staff. A mandatory pre-bid meeting
and building walk-thru was held. Public notice was placed in a local paper and
Village Board Meeting - December 20, 2016 Page 336 of 394
posted on the Onvia DemandStar public bidding website.
The following four (4) bids were received and publicly opened on November 21,
2016 at 1:00 P.M., at the Village Hall, 50 South Emmerson Mt Prospect, Illinois
60056:
Bidder Name
Annual Contract Price
Total Contract (Annual
Cost x 3 years)
Crystal Maintenance
$97,760
$293,280
ECO Clean Maintenance
$111,360
$334,080
All Cleaners
$128,568
$385,704
Perfect Cleaning
$152,040
$456,120
The lowest cost bidder is Crystal Maintenance Services Corporation (Crystal
Maintenance) of Mount Prospect, Illinois. Crystal Maintenance has held the Village's
cleaning services contract since 2000. They have performed at an exceptional level.
Additionally, all provided references were called with all responding that Crystal
Maintenance has successfully completed work of this scale and scope in a
satisfactory manner. All references would hire Crystal Maintenance in the future if
given the opportunity.
Prices for custodial cleaning services received as part of this bid are approximately
4% higher than the Village's current custodial cleaning services contract. The current
prices were fixed when the custodial contract was last awarded in 2013 and have not
been subject to any annual increases.
Likewise, prices in the current bid are fixed for the three (3) -year term of the
proposed contract.
Staff is requesting a 10% contingency ($9,776) to address any unscheduled work
and/or special events that do not correspond to the planned cleaning services. A
10% contingency would bring the total award to $107,536 ($97,760 base bid +
$9,776 contingency).
Alternatives:
1. Accept bid results for Custodial Cleaning Services.
2. Discretion of the Village Board.
Budget Impact:
The proposed project requires the expenditure of $107,536 from the General Fund
in 2017. Sufficient funds for have been requested in the proposed 2017 budget.
Village Board Meeting - December 20, 2016 Page 337 of 394
Expenditures in 2018 and 2019 will be limited to budgeted amounts authorized by
the Village Board.
Recommendation:
Staff recommends that the Village Board authorize the Public Works Department to
execute the proposed three year contract with Crystal Maintenance Services Corp.
for a not to exceed annual amount of $107,536 ($97,760 + $9,776= $107,536) for
daily and emergency cleaning services.
SUPPORTS THE FOLLOWING STRATEGIC PLAN GOALS:
INFRASTRUCTURE: Well designed, well maintained public spaces and
facilities, GOVERNANCE: Financially sound, providing exceptional service.
ATTACHMENTS:
Description
Attachment A _
Crystal
D Maintenance
Custodial
Services Bid
Type Upload Date File Name
Cleaning_Services_Contract_2017_-
Cover Memo 12/14/2016 2019 Awarded -
_Crystal_Maintenance_Services_Corp.pdf
Village Board Meeting - December 20, 2016 Page 338 of 394