HomeMy WebLinkAbout8.1 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
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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
Bid Request
for
Cleaning Services Contract 2020-2023
BID OPENING
Monday, July 6, 2020 - 1:00 p.m. local time
Mandatory Pre-bid Meeting
Wednesday, June 24, 2020 - 9:00 am
Police Department, 911 Kensington Rd, Mount Prospect, IL 60056
Mount Prospect Public Works Department
1700 W. Central Road, Mount Prospect, Illinois 60056-2229
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NOTICE TO BIDDERS
Cleaning Services Contract 2020-2023
Sealed bids will be received until July 6, 2020 at 1:00 pm in the Office of the Village
Manager, 3rd Floor, 50 S. Emerson Street, Mount Prospect, Illinois 60056, in a separate,
sealed envelope please submit bid clearly marked "Sealed Bid for CLEANING
SERVICES CONTRACT 2020-2023".
The work includes a Base Bid plus pricing for Optional Work that the Village of Mount
Prospect may require the Contractor to perform during the contract period.
Mandatory pre-bid meeting on Wednesday June 24, 2020 at 9am at the Mount
Prospect Police Department Main Lobby, 911 Kensington Rd. Mount Prospect, IL 60056
(Use the address of 799 Biermann Ct. for map quest / google directions).
Plans and specifications may be obtained at the Village of Mount Prospect's
DemandStar website by using the following link: www.mountprospect.org/bids
Offers may not be withdrawn for a period of ninety (90) days after the bid date without
the consent of the Board of Trustees.
Any Bid submitted unsealed, unsigned, sent via email or fax or received subsequent to
the aforementioned date and time, will be disqualified and returned to the bidder.
The Village reserves the right in its sole discretion, to reject any and all bids or parts
thereof, to waive any irregularities technicalities and informalities in bid procedures and
to award the contract in a manner best serving the interests of the Village.
Village Manager
Michael J. Cassady
Cleaning Services Contract 2020-2023
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Cleaning Services Contract 2020-2023
Table of Contents
Section
p g
Notice to Bidders
1
Table of Contents
2
Bid Packet Information
3
Instructions to Bidders
7
Specifications
10
General Conditions
36
Proposal Form - Exhibit A
44
Bid Form
47
Affidavit - Proposal Certification Form
50
Bid Security
52
Bid Sheet
53
Contract - Exhibit B
55
Cleaning Schedule - Appendix A
61
Roving Porter Daily Task Sheet - Appendix B
63
Police Department Day Porter Weekly Task Sheet - Appendix C
64
Village Hall Porter Weekly Task Sheet - Appendix D
65
Cleaning Services Contract 2020-2023
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BID PACKET
The Village of Mount Prospect is seeking proposals for:
CLEANING SERVICES CONTRACT 2020-2023
PROJECT SCOPE
• The Contractor shall provide a high quality facility cleaning service for all
listed buildings that includes daily, weekly, monthly, quarterly and annual
tasks.
• Contractor shall provide adequate supervision and labor to complete all tasks
as scheduled/described in bid document.
• Required attendance to the mandatory pre-bid meeting on Wednesday,
June 24, 2020, at 9am at the Mount Prospect Police Department Main
Lobby. Located at 911 Kensington Rd. Mount Prospect, I L 60056 (use the
address of 799 Biermann Ct for map quest / google directions).
• Fulfill all items and requirements listed in the General Conditions and
Specifications.
• Perform any and all additional work, as required by the Director of Public
Works, for the unit costs indicated on the Bid Sheet.
Cleaning Services Contract 2020-2023
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1. RECEIPT OF PROPOSALS
Sealed bid proposals to provide cleaning services must be received in the Village
Manager's Office, at 50 South Emerson Street 3rd Floor, Mount Prospect, Illinois
60056, no later than July 6, 2020 1:00pm arriving after that time will not be
accepted. Mailed bids, which are delivered after the specified hour, will not be
accepted regardless of postmarked time on the envelope. Electronic mail (email)
and/or facsimile transmitted bids will not be accepted. All bid proposals will be
publicly opened and prices read aloud thereafter on the same date at the Mount
Prospect Village Hall, 50 South Emerson Street, Mount Prospect, Illinois.
2. HOW TO SUBMIT A BID
The bid proposal must be delivered in a sealed envelope to the Village Hall and
marked to the attention of the "Village Manager". The bid proposal must be
clearly marked: Sealed Bid "Cleaning Services Contract 2020-2023" and the
date of the bid opening. No proposal will be considered unless it is submitted
on the bid proposal form, Exhibit A, included in this bid packet.
The bid proposal must be typewritten or legibly completed in ink. Any erasures or
revisions in the bid proposal must be initialed by the person signing the proposal.
Should a bidder wish to qualify his bid or make special stipulations thereto, such
qualifications or stipulations shall be stated on standard letter size sheets of
paper, separate from the proposal form but included within the sealed proposal.
It will be the sole responsibility of the bidder to ensure that his or her bid reaches
the Mount Prospect Village Manager's Office on or before the deadline for bid
submissions set forth above. Any bid that is not sealed or marked as specified in
the requirements for submitting a bid will be disqualified from the bidding process.
3. QUALIFICATION OF BIDDERS
To be entitled to consideration, bids must be submitted in accordance with this
Notice to Bidders and the "Village of Mount Prospect Instructions to Bidders",
and on the Proposal Form (Exhibit A). In addition, bidders must be licensed to do
business in the Village of Mount Prospect, and must furnish satisfactory evidence
of their professional experience and ability to meet the performance requirements
of the Cleaning Services Contract 2020-2023 (ExhibitB).
4. AWARD OF CONTRACT TO SUCCESSFUL BIDDER
The Village of Mount Prospect will be the sole interpreter of all bid documents,
and reserves the right to make its own assessment of bids received; to reject any
Cleaning Services Contract 2020-2023
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and all bids; to waive irregularities and technicalities in the bids; to further
negotiate details of the contract with the low bidder after award of the
contract; and to award the contract based upon its consideration of the
following criteria as well as relevant statutory provisions:
a) Lowest responsible bidder.
b) The ability, capacity, and skill of the bidder to perform the
contract to provide the service required.
c) Whether the bidder can perform the contract or provide the service
promptly, or within the time specified, without delay or interference.
d) The character, integrity, reputation, judgment, experience, and
efficiency of the bidder.
e) The quality of performance of previous contracts.
f) The previous and existing compliance by the bidder with laws and
ordinances relating to the contract.
g) The sufficiency of the financial resources and ability of the bidder to
perform the contract and provide the service.
h) The ability of the bidder to provide future maintenance and service.
i) The number and scope of conditions attached to the bid.
j) Whether the bidder has a place of business in the
Village.
k) Responsiveness to the exact requirements of the invitation to bid.
1) Ability to work cooperatively with the Village and its staff.
m) Past records of the bidder's transactions with the Village or with
other entities as evidence of the bidder's responsibility, character,
integrity, reputation, judgment, experience, efficiency and
cooperativeness.
n) Such other factors as would be in the best interest of the Village
and its operations.
The Village of Mount Prospect may make such inspections, as it deems
necessary, including the right to inspect all bidder worksites related to the bid.
5. CONTRACT
Cleaning Services Contract 2020-2023
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The specifications and terms for award of this contract include all of those
set forth in this Notice to Bidder, the Instructions to Bidder, the Proposal Form
(Exhibit A), the Specifications, the General Conditions, the Bid Form, the
Affidavit. Bid Certification Form, the Bid Security Form, the Bid Sheet and
"Cleaning Services Contract 2020-2023" (Exhibit B). The successful bidder
will be required to execute the Cleaning Services Contract 2020-2023 for the
duration specified in that contract and the successful bidder's submitted Bid
Proposal Form will be attached to and incorporated into that Contract.
Cleaning Services Contract 2020-2023
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INSTRUCTIONS TO BIDDERS
To be entitled to consideration, bids must be made in accordance with the following
instructions:
1. The Village of Mount Prospect reserves the right to reject any or all bids, or any
part thereof, or to accept any bid or any part thereof, or to waive any information
in any bid when, it its opinion, the best interest of the Village will be served by
such action.
2. Bidders may withdraw or cancel their bid, in written form, at any time prior to the
advertised bid opening time. Any bid submitted will be binding for 90 calendar
days after the date of bid opening. No plea of ignorance by the bidder as to the
conditions that exist or that may exist hereafter as a result of failure or omission
on the part of the bidder to make the necessary examinations and/or investigations
will be accepted as a basis for varying the requirements of the Village or the
compensation to the bidder.
3. Bids must be signed by an authorized official of the organization submitting the
bid with the name of the official and his/her title typed below the signature.
4. All bidders must submit the following information on or before the deadline for bid
submittal: (a) the location of the bidder's permanent place of business; (b) evidence
of the ability to provide an efficient and adequate plan for executing the services
requested; and (c) any additional evidence tending to show that the bidder is
prepared adequately to fulfill the contract.
5. Bidders shall include with their bid, on a separate attachment to the bid, the
names of three (3) references regarding their qualifications by experience, ability,
personnel and equipment to perform the services required by the bid
specifications. The references must include company name, address, and contact
person and telephone number. The Village reserves the right to reject bids not
accompanied by the required references.
6. All bidders agree that a complete background investigation of the principals of the
bidder and all employees who will perform the required services on behalf of the
bidder will be made. Bidders agree to cooperate with the appropriate Village
personnel to supply all the necessary information to complete the background
inquiries. The Village, at its complete discretion, may disqualify any Bidder,
including a low Bidder, and may void any contract previously entered into based
upon its background investigation.
7. No bid will be accepted from or contract awarded to any person, firm or corporation
that is in arrears or is in default to the Village upon any debt or contract, or
that is a defaulter, as surety or otherwise, upon any obligation to the Village or
has failed to perform faithfully any previous contract with the Village within two
(2) years prior to the date of the invitation to bid.
Cleaning Services Contract 2020-2023
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8. All bid submittals must include a signed Bid Certification Form (copy attached)
certifying non -collusion in the bid, and that the bidder is in compliance with Sections
33E-3 and 33E-4 of the Illinois Criminal Code regarding bid rotating and bid rigging
(720 ILCS 5/33E-3 and 5/33E-4); compliance with the Illinois Drug Free
Workplace Act (30 ILCS 580/1 et seq.; that it is not delinquent in the payment of
taxes (65 ILCS 5/11-42.1); and that it has a written sexual harassment policy in
place in full with the Illinois Human Rights Act (775 ILCS 5/2-105, as amended).
9. Any bidder in doubt as to the true meaning of any part of the Specifications or
other did documents shall submit a written request for interpretation to Scott
Moe, no later than five (5) calendar days prior to the date set for the opening of
the bid. Any questions received after that time may be answered at t h e discretion
of the Village.
In the event that the Village finds a question to be adequately addressed in the
existing bidding documents, the question may be answered in writing by directing
the requesting bidder to the applicable provision(s) in the existing bid documents.
No further clarifications or interpretations will be issued.
Bidders will acknowledge receipt of any addendum issued by so noting on the bid
sheet. Oral explanations are not binding.
10. Prices shall be provided for each service required to be performed under the
contract.
11. All equipment and material bid shall be in accordance with all applicable federal,
state and local laws, rules and regulations in effect at the time of the bid.
12. Bids will be considered on equipment or material complying substantially with the
specifications, provided each deviation is stated and the substitution is described,
including technical data when applicable, in a letter attached to the bid. The
Village reserves the right to determine whether such substitutions or deviations
are within the intent of the specifications and will reasonably meet the service
requirements of the applicable Village Department. Brand names which may be
mentioned in the specifications do not indicate a preference and are used only as
a reference to the type and quality of materials or equipment desired.
13.The brand name and/or manufacturer of each item proposed must be clearly
stated. Guarantee and/or warranty information must be included with this bid.
14. Unless otherwise directed by the Specifications, all materials, equipment and
services provided will meet standards or requirements which would normally be
anticipated in common practice. The bidder guarantees that all applicable
federal, state and local laws, including the federal Occupational Safety and Health
Act ("OSHA"), are being complied with in connection with the bid and any resultant
contract or purchase by the Village.
Cleaning Services Contract 2020-2023
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15. All municipal, county, and State of Illinois sales taxes and federal excise taxes,
which are NOT applicable to sales to the Village of Mount Prospect, must be
excluded from bid prices.
16. Prices shall be stated in units when applicable and quotation made on each item
separately. In case of conflict, unit price shall govern.
17. Bidders must be sure to specify any terms which they wish to offer in the space
provided. Cash discounts will be deducted from the base bid in determining the
low bidder.
18. A bid deposit in the amount of ten percent (10%) of the total bid amount, payable
to the Village, is required, unless otherwise stated in the bid package. The deposit
must be in the form of a bid bond, certified check, or a bank cashier's check.
All bid performance deposit checks will be retained by the Village until the bid
award is made, at which time the checks will be promptly returned to the
unsuccessful bidders. The bid performance deposit check of the successful bidder
will be retained until surety bonding requirements have been satisfied and proof
of insurance coverage is provided.
19. In case of default by the bidder, the Village may procure the services from other
sources and may deduct the cost of such services from the unpaid balance due
the bidder, or may collect against the bond or surety for excess costs so paid,
and the prices paid by the Village shall be considered the prevailing market price
at the time such purchase is made.
20.The bidder shall hold the Village, its officers, employees and agents, harmless
from liability of any nature or kind on account of the Village's use of any
copyrighted or uncopyrighted composition, trade secrets, secret process,
proprietary rights, patented or unpatented invention, article or appliance furnished
or used under the bid specifications.
21. The successful bidder is specifically denied the right of using in any form or
medium the name of the Village for any advertising, promotion or reference
unless express written permission is granted by the Village.
22. The opaque envelope containing the bid shall be marked plainly, "SEALED BID
— Cleaning Services Contract 2020-2023", and date of the bid opening. (See
also Notice to Bidders requirements).
23. The bidder's submittal shall include the completed Proposal Form. The Village will
strictly hold the bidder to the terms of the Proposal Form. The Proposal Form must
be executed by a person having the legal right and authority to bind the bidder.
Questions about this Request for Bids should be directed to:
Scott Moe, Streets & Buildings Superintendent
Phone: 847.870.5640 Email: smoe(ab-mountpropsect.org
Cleaning Services Contract 2020-2023
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SPECIFICATIONS
CLEANING STANDARDS AND WORKMANSHIP
A satisfactory or acceptable floor or carpet will not have dust, streaks, marks, and dirt
in corners, behind doors or other furniture. Vacuuming equipment and/or treated dust
mops will be used to keep floors clean.
Satisfactory or acceptable wet mopping will present a clean floor free of streaks, smears
and dried dirt. Safe, all-purpose detergents will be used on all resilient flooring.
Waxing and polishing will be accomplished through the use of a thin coat evenly
layered. Floors will be bright and clean under furniture as well as in the walk areas. No
wax or polish will be allowed to dry on walls and baseboards.
Some buildings have special surfaces, i.e. wood, LVT, VCT, marmoleum, terrazzo, and
require special cleaning procedures. The Contractor will comply with all these
requirements.
SECURITY AND SAFETY
The Cleaning Contractor shall schedule with the Police Department and pay for all
employees to be finger printed and have their backgrounds checked by the Illinois
State Police. This includes all employees working in any village building. This
process takes 14 days before the employee is allowed to work in any village building.
We recommend the Cleaning Contractor have several extra people on staff that have
passed the security check for back up and sick day coverage. The Cleaning Contractor
is to have fully trained back-up day porters to fill in for absent day porters as needed.
These employees will also need to have their backgrounds checked, so we recommend
you send them before they are needed.
All Contractor employees are responsible for consistent safety measures. They shall not
place mops, brooms or equipment in traffic aisles or other locations in such a manner
as to create safety hazards. Warning signs will be placed on wet or freshly waxed floors
as needed.
All Contractor supplies, equipment and machinery will be kept out of traffic aisles or
other areas where they might be hazardous, and will be secured, at the end of each
work period, in storage areas provided for this purpose. Cloths, mops or brushes
containing residues of wax or other combustible material and subject to spontaneous
ignition will be discarded nightly. All dirt and debris resulting from work under the
Contract will be disposed of daily. Other debris and recyclable materials will be
deposited into designated refuse collection containers.
Equipment storage areas will be kept orderly and clean. Storage areas will be kept free
of hazardous materials of a combustible nature. Removal of empty containers will be
performed on a nightly basis. The Contractor will ensure that employees will have lights
on only in areas where cleaning is in progress. All windows and doors will be secured
at all times.
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CONTRACTOR'S REPRESENTATIVE
The Contractor will employ competent, and skilled employees. All employees will wear
company uniforms and display I.D. badges while on Village premises. The Cleaning
contractor is to supply day porters with enough clean good quality collared shirts to be
worn during their shift. Shirts must have employee's 1st name and company name on the
each shirt. Day porters must have cell phones (provided by the Contractor) and respond
to all emergency calls while on duty.
The services of not less than one working supervisor (Competent in the English
language), experienced in custodial services, will be provided nightly. Contractor's
supervisor will schedule and coordinate all services and functions as required by the
Contract and as specified in the task schedules.
The Village shall provide a copy of weekly check lists to be filled out by the cleaning staff
with dates last serviced for all weekly, monthly and quarterly services, noting what was
accomplished for the currentweek.
The Contractor and/or his/her designated supervisor will be available for biweekly
reviews, discussion of complaints, etc. All complaints will be rectified within one
scheduled workday. Contractor must supply a phone number for the purpose of
registering complaints or special requests.
OTHER REQUIREMENTS
The Contractor shall provide, at his/her expense, all materials (i.e. glass cleaner approved
Covid-19 Sanitizers, approved floor neutral cleaners, plastic liners„ and general cleaning
products to clean the building to Village of Mount Prospect of standards), power tools,
machines and equipment necessary to perform the work specified. Only industrial type
materials and equipment are to be used. (Village to supply paper towels, toilet paper,
toilet seat covers, and soap for hand soap dispensers.)
General Note: All high touch points need to cleaned with a sanitizer that is EPA
Registered to kill the Covid-19 virus. This is to be provided by cleaning contractor
The Contractor shall furnish the Village, for review, a recommended list of materials and
equipment to be used. All materials, power tools, machines and equipment necessary
to perform the specified work must be approved by the Village.
The Contractor shall determine the number of man-hours and supervisory hours
necessary to provide the specified service (except the Village Hall and Police
Headquarters and Roving Day Porter where there must be a minimum of 8 hours
coverage in each building during the hours listed below), and shall include the cost of
equipment and materials necessary to provide the specified service and include this in
the monthly bid price.
The Library will be billed direct for the cleaning services provided under this
contract for the Library building.
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REQUIRED WORKING DAYS/HOURS
1) Village Hall:
• Day Porter Hours:
• Monday through Friday, 7:30am - 4:00pm
• Night Cleaning Hours:
• Mon, Wed, Thu & Friday, 6:00pm - 4:00am;
• Tuesday after Spm - 4am (because of board meeting)
• Floor Care"
• Completed only on a Saturday/ Sundays. Must give 2 weeks' notice.
2) Police Headquarters:
• Day Porter Hours:
• Monday through Friday, 6:30am - 3pm;
• Saturday / Sunday 7:00am until clean / checks of operations area, Cell
Area, Squad Garage and Outside Grounds
• Night Cleaning Hours
• Anytime Monday through Friday between 6pm - lam
• Floor Care:
• Completed after 10pm on Weekdays and/or Weekends. Must give 2
weeks' notice.
3) Public Works Building:
• Night Cleaning Hours
• Monday through Friday, MUST start between 5:00pm and 6:00pm.
• Floor Care
• Completed on Saturdays only.
4) EOC at 1720 W. Central Road:
• After 5pm but only by request (roughly twice per week).
• Same crew as the night crew that cleans Public Works
• Floor Care:
• Carpets during normal business hours.
5) Station #13 Fire Headquarters:
• Night Cleaning:
• Monday through Friday, any time after 5pm
• Floor Care:
• Carpets only in whole building - weekends between Sam - 8pm.
6) Community Connections Center:
• Night Cleaning:
• Monday through Friday, 9:00pm to gam;
• Every 2nd Saturday of month after 3pm but before gam on Monday
• Floor Care:
• Completed after 8pm on weekdays or on weekends.
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7) Railroad Depot.
• Night Cleaning:
• Monday through Friday, 8:00pm to 5:00am
• Saturday Night:
o During the months June through September - 11:00pm -
5:00am
• Sunday Night:
o During the months June through September - Anytime
between 1 pm Sunday to 5am Monday.
• Floor Care:
• After 2pm on weekdays
8) Roving Day Porter (Provide own insured /licensed transportation to go from
location to location)
• Monday through Friday Hours 5am - 1:30pm. Must be onsite at 1 of these
locations during his/her 8 hour shift.
(Hours at each location may very)
• Maple Street Parking Garage - 301 S Maple (yam -lam)
• Emerson Parking Garage - 30 S Emerson (7am-8:30am)
• Emerson Park -Litter Pick Park Only (8:30am-9am)
• Railroad Depot -11 E Northwest Highway (9:30am-1 0:30am)
• Police Sub -Station - 1601 W Golf Rd Basement of Fire Station
(1 0:30am-1 1:30am)
• Fire Department Head Quarters - 111 E Rand Rd (11:30am-1 pm)
9) Fire Station 14 at 2000 E. Kensington
• Floor Care:
• Anytime between Monday through Saturday 8am - 8pm
• Agreed upon by Contractor and Village of Mount Prospect.
10) Fire Station 12 at 1601 W. Golf Road:
• Floor Care:
• Anytime between Monday through Saturday 8am-8pm
• Agreed upon by Contractor and Village of Mount Prospect.
11) Libra[
• Monday through Friday, 11:00pm - 5:00am;
• Saturday & Sunday, 7:00pm - 5:00am
• All work to be done during the hours outlined above, except for the
Village -observed holidays as follows:
1.
Thanksgiving Day
2.
Day after Thanksgiving Da
3.
Christmas Day
4.
New Year's Da
5.
Memorial Day
6.
Independence Da
7.
Labor Day
8.
President's Da
*Police Headquarters and Library to follow outlined schedule, regardless of
holidays.
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TASK SCHEDULE (api2endix table attached)
VILLAGE HALL BUILDING — 50 S. Emerson Street, approximately 48,600 square feet
of office space and 4,400 square feet unfinished basement, for a total of 53,000
square feet.
See "Required working days/hours" for Day Porter and Night Crew Hours
• All night cleaning duties must be completed by night staff and nothing is to be
left for day porter. Night cleaning staff has to work around any scheduled events.
• Basement: General offices, washroom, storerooms, mailroom, lobbies,
lunchrooms, stairways, drinking fountains and hallways.
• First floor: General offices, entrance, stairways, hallways, lobbies, community
center (cleaned before 4 am daily), pool room, meeting rooms, five (5) bathrooms,
kitchens, drinking fountains and elevator. Detail vacuuming must be completed
twice a week, but all high traffic areas need to be vacuumed nightly.
• Second Floor: General offices, washrooms, lobby, storerooms, kitchens,
stairways, drinking fountains and hallways. Detail vacuuming must be completed
twice a week, but all high traffic areas need to be vacuumed nightly.
• Third Floor: General offices, washrooms, storerooms, lobby, meeting rooms,
kitchens, boardroom, stairways, drinking fountains and hallways. Detail vacuuming
must be completed twice a week, but all high traffic areas need to be vacuumed
nightly.
• General Note: All high touch points need to cleaned with a sanitizer that is EPA
registered to kill the Covid-19 virus. This is to be provided by cleaning contractor
VILLAGE BOARD ROOM DAILY
1. Check the Village Board Room for condition after evening meetings. Clean as
outlined above, and leave in proper order.
2. The glass top on conference table to be cleaned daily using cleaner supplied
by the Village. Clean leather chairs weekly using Village approved cleaner.
3. Special cleaning, including all desktops, tables, chairs, file cabinets, shelves,
and window sills, in the following offices: Mayor's office, Village Manager's
office, Assistant to the Village Manager's office, Administrative Assistant's
office, Public Information Officer's office, and the file room.
• Night Cleaning includes:
1. Daily vacuuming of office space from wall to wall, including floor mats.
2. Washroom cleaning includes, Daily disinfectant cleaning of inside and outside
of plumbing fixtures including sinks, toilets, partitions mirrors and paper product
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dispensers. Garbage bags to be changed out nightly. Lastly wet mopping of
floor with floor safe disinfectant cleaner is to be used with proper wet floor signs.
3. Interior glass to be cleaned as needed.
4. There needs to be different color rags used for bathroom cleaning vs. office
space cleaning.
5. Clean and sanitize all drinking fountains.
6. Coffee stations / Kitchenettes to be wiped down including counters and sinks.
7. Empty All garbage and recycle cans
8. The Village of Mount Prospect takes recycling very seriously so the cleaning
contractor while emptying containers throughout the building must use a
clearly marked 55 gallon blue barrel for recycling and dispose of that material
in the proper recycling container located in the parking garage. Failure to
comply could result in termination of this cleaning contract. All garbage to be
placed in gray or yellow 55 gallon barrel and disposed of properly. If the
cleaning contractor finds garbage in a recycling container they can refuse pick
up, but must notify Public Works the next business day.
9. Weekly
• Dusting of file cabinets, No desktop cleaning.
10. Monthly
• High dusting of all ceiling diffusers and light fixtures
• High dusting of corners
Floor Care:
• April and October
• Shampoo, scrub and extract all carpets
• Strip and wax of All bathroom, lobbies, kitchenette, coffee stations
• These below area's need to be zero stripped during these times listed
• 3rd Floor Lobby Terrazzo to be zero stripped Oct 2020
• 2nd Floor Lobby Terrazzo to be zero stripped April 2021
. 1 St Floor Lobby Terrazzo to zero be stripped Oct 2021
• Lower Level Floor Lobby Terrazzo to be zero stripped April 2022
DUTIES AND RESPONSIBILITIES OF THE VILLAGE HALL DAY PORTER:
• Monday through Friday, 7:30am — 4:00pm (Possible change of hours 8:00am —
4:30 PM)
• Daily Duties:
1. Day Porter must carry a contractor supplied cell phone.
2. Bring in newspapers and distribute to proper locations.
3. Check event calendar for any set-up in the Community Room, Executive
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Conference Room or Board room. Perform set-ups as needed.
4. Dust front desk area and all unobstructed horizontal surfaces. During their
scheduled hours the Day Porter will be responsible for all activity/meeting set-
ups scheduled for the Community Room and 3rd floor Village Board Room.
5. Walk both stairwells in the parking garage and pick up litter.
6. Sweep / Mop Emerson Side interior Stairwell.
7. Dust Board Room digs and wood surfaces.
8. Walk Village Hall grounds and litter pick, report any graffiti to PublicWorks.
9. Check in with Human Service Department for any special assignments.
10. Wipe down all lobby doors which includes door handles and glass.
11. Make rounds of each bathroom twice a day and re -stock paper products as
needed. Perform a touch up cleaning as needed. Make list of any lights or
plumbing fixtures that need replacement or repair and report to PublicWorks.
12. Make rounds of lunch room located in the basement twice a day and wipe
down counters, tables, and empty garbage cans as needed.
13. Make rounds of community room kitchen and wipe down counters, stove,
microwave and refrigerator as needed.
14. Wipe down public areas of finance counters located in the main lobby twice
day.
15. Assist residents with transporting items from the building to their cars located
in the parking garage. Items may include food for the food pantry,
wheelchairs, commodes and other large items.
16. Clean items in lending closet as instructed by Human Service personal.
17. Provide snow and ice removal at all entrance/exits of Village Hall and front
steps. Also remove any ice or snow from stairwells in the parking garage.
Public Works will supply shovels and salt as needed.
18. Keep all janitorial rooms neat and organized. This includes mopping the
floors and wiping down the door frames.
19. Clean up any spills that may occur during working hours.
20. Provide snow and ice removal at all entrance/exits. Public Works will supply
shovels and salt as needed.
21. Fill out Daily " Day Porter Log Sheet and turn in by end of Shift
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• Weekly Duties — Day porter to keep a written log of when these items were
completed:
1. Inventory paper products and fill out supply request sheet for Public Works
to pick up on Thursday.
2. Re -stock supplies that Public Works drop off.
3. Set-up signage for blood donor program.
4. Water (3) potted plant located outside the main entrance. Public Works
will supply equipment to water the plants.
5. Check all carpeting and spot clean carpets as needed. Detail dusting /
vacuuming of board room and executive conference room.
6. Fill water pitchers for meeting in board room and empty when meeting is
over.
7. Damp mop building stairwells which also includes wiping down all handrails.
8. Re -Stock copier paper as needed.
9. Keep dumpster area clean and organized.
• Monthly Duties -- Day porter to keep a written log of when these items are
completed.
1. Remove items from community room refrigerator and wipe down interior and
exterior.
2. Run all community room utensils, dishes and board room water pitchers
through the dishwasher.
3. Dusting of all wall mounted fixtures in the parking garage.
POLICE HEADQUARTERS — 911 E Kensington Road, approximately 70,000 square feet
of office space and 25,000 of Parking Garage, for a total of 95,000 square feet. This
building is brand new as of June 20, 2020 with a lot of darW stainless finishes.
See "Required working days/hours" for Day Porter and Night Crew Hours
Staff must sign in/out at front desk each time they come on site. Actual Brass hard
keys never to leave building, always to be kept in lock box. Staff shirts and ID's to
be visible at all times
Someone on staff and is local needs to be trained to preform Bloodborne Pathogen
Clean-up on an as needed bases within 4 hours of call. Certification of training to
be provided upon request.
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Night cleaning duties applies to the entire building EXCEPT the Squad Garage and Cell
Area. This area will be done by day porter.
Daily Night Cleaning (Must be done Monday -Friday):
• Vacuum of all high traffic areas, including floor mats and private offices
• All Washrooms / Locker Rooms cleaning includes,
• Daily disinfectant cleaning of inside and outside of plumbing fixtures
including sinks, toilets, partitions, mirrors and paper product dispensers.
• Garbage bags to be changed out nightly.
• Wet mopping of floor with floor safe disinfectant cleaner is to be used with
proper wet floor signs.
• The locker area as an antibacterial and needs to be vacuumed
• All Corridors to be dry mopped and washed with a floor safe cleaner
• Clean Main Lobby- Floors, counters floors and interior glass including front door
exterior. This includes wiping down furniture and tables
• Clean area inside front desk booth including floor, bathroom and counters.
Remove Garbage as needed
• Clean Fitness Room, includes cleaning mirrors, dust equipment and vacuuming.
• Roll Call Room — Dry / Wet Mop and wipe down all tables and chairs
• All interior glass to be cleaned as needed under 8ft.
• There needs to be different color rags used for bathroom cleaning vs. Office
space cleaning.
• Clean and sanitize all drinking fountains.
• Training Room
• Vacuum
• Remove Garbage
• Wipe down tables and counters
• Clean kitchen within the training room
• Coffee stations / Kitchenettes to be wiped down including counters and sinks.
• Empty All garbage and recycle cans including private offices
• The Village of Mount Prospect takes recycling very seriously so the cleaning
contractor while empting containers thru out the building must use a clearly
marked 55 gallon blue barrel for recycling and dispose of that material in the proper
dumpster located in the parking garage. Failure to comply could result in
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termination of this cleaning contract. All garbage is to be placed in gray or yellow
55 gallon barrel and disposed of properly. If the cleaning contract finds garbage
in a recycling container they can refuse pick up, but must notify Public Works
the next business day.
Weekly Duties (Needs to be done at least once a week):
• Fitness Room -
a. Sanitizing of all touch points of fitness equipment
b. Damp mopping floor with mild detergent
• Scrubbing of all Showers stalls, including walls and floors
• Wipe down inside of microwaves and exterior of appliances
• Detail Vacuum Records area
Mon thl (Needs to be done at least once every 30 days):
• Damp mop mats in defensive training room with mat safe sanitizer
• Dust the tops of all file cabinets, No desktop cleaning
• Dust all walls and ledges 8ft and above
• Dust all HVAC diffusers
• Dust Light Fixtures
• Dust high spots on walls
Quarterly (Needs to be done at least once every 90 days) :
• Clean the stove in main lunch room
• Detail vacuum all Carpets
• Sanitize / wipe down the chairs in lunch room
• Clean all the corners of the tile floor area
Flnnr C�arP•
• March and September
■ Shampoo, scrub and extract all carpets
• September Only
■ Scrub Floor which includes, bathrooms, cell area, lunch room and
corridors
• Machine Scrub with a neutral Cleaner
• Then vacuum up water
Day Porter Duties:
7 days a week:
1. Walk entire squad garage and pick up litter and check/change garbage cans as
needed. Clean any spills in garage and walkways. Clean main drive isles as
needed with drivable floor scrubbing machine that is provided by Village of Mt
Prospect
2. Wipe down all entry points including the main lobby doors which includes door
handles and glass.
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3. Clean Booking / Cell Area daily and as needed with permission of Police
Command Staff.
4. Clean up Roll Call Area, Locker Room area, Lunch Room and Front Desk Area.
Remove Garbage as needed.
5. Walk the grounds and littler pick, and empty exterior cans as needed.
Monday through Friday:
6. Clean Wash / Dryer Room, wipe down counters and floor, and remove garbage.
7. Clean Pistol Range Staging Area. WARNING: There may be elevated levels of lead content in
the actual range area.
8. Mop floors in Main Lobby as needed.
9. Make rounds of each bathroom twice a day and re -stock paper products as
needed. Give bathrooms a touch up cleaning as needed. Make list of any lights or
plumbing fixtures that need replacement or repair and report to Public Works.
10. Make rounds of lunch room twice a day and wipe down counters / tables,
microwave, refrigerator and empty garbage cans as needed.
11. Make rounds of roll call room, records area, investigations and police admin
area and wipe down counters, microwave and refrigerator as needed.
12. Check/ Empty paper shredder by gam daily in:
• 1 nvestigations,
• Records
• Administration.
13. Wipe down public areas twice a day.
14. Provide snow and ice removal at all entrance/exits. Public Works will supply
shovels and salt as needed.
15. Keep janitorial room neat and organized.
16. Clean up any spills that may occur during working hours.
17.Assist staff with set-ups and take down of events in training room, which may
include helping bringing items in from caterers, putting item in dishwasher, help
carrying items in from parking lot for event user etc........
18. Perform other duties as required.
• Weekly Duties:
1. Inventory paper products and fill out supply request sheet for Public Worksto
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pick up on Thursday.
2. Mop Walk ways in Squad Garage
3. Clean the Washer / Dryer area in the Squad Garage
4. Mop Floors in dog kennel area, fenced storage area and bike cage
5. Work out timing with staff so they can move cars so you can scrub the parking
stalls in the squad garage with "Zamboni" machine provided by village of Mt
Prospect
6. Clean locker room showers floor and walls as needed.
7. Re -stock supplies that Public Works drops off.
8. Detail dusting / vacuuming of conference rooms and training rooms.
9. Keep dumpster area clean and organized.
• Monthly Duties
1. Dusting of all wall mounted fixtures in the parking garage.
2. Wipe Down the interior frames around exterior windows in the work out room,
main lobby, investigations, lunch room and squad garage
3. Clean Squad garage,
• Wipe down pillars, vents, door frames, signs, and any
cabinets on the wall.
4. Sanitize/ Wipe Down the Chairs in Lunch Room
5. Deep Cleaning of Cell Area, which would include scrubbing the floors with a
machine and wiping down the walls and furniture.
FIRE STATION 13: 111 E Rand Road, approximately 10,000 square feet. Fire
Administration and Fire Prevention Area. No Cleaning in Living Quarters except Floor
Care.
Daily Night Cleaning^
• Vacuum of all high traffic areas, including floor mats. Private Offices included
• All Washrooms cleaning includes, Daily disinfectant cleaning of inside and outside
of plumbing fixtures including sinks, toilets, partitions, mirrors and paper product
dispensers. Garbage bags to be changed out nightly. Lastly wet mopping of floor
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with floor safe disinfectant cleaner is to be used with proper wet floor signs.
• All Corridors to be dry mopped and washed with a floor safe cleaner
• Clean Main Lobby- Floors, counters floors and interior glass including front door
exterior. This includes wiping down furniture and tables
• There needs to be different color rags used for bathroom cleaning vs. Office
space cleaning.
• Clean and sanitize all drinking fountains.
• Training Room
•
Vacuum
• Remove Garbage
• Wipe down tables and counters
• Breakroom / Kitchenettes to be wiped down including counters and sinks.
• Empty All garbage and recycle cans
• The Village of Mount Prospect takes recycling very seriously so the cleaning
contractor while empting containers thru out the building must use a clearly
marked 55 gallon blue barrel for recycling and dispose of that material in the proper
dumpster located in the parking garage. Failure to comply could result in
termination of this cleaning contract. All garbage is to be placed in gray or yellow
55 gallon barrel and disposed of properly. If the cleaning contract finds garbage
in a recycling container they can refuse pick up, but must notify Public Works
the next business day.
Weekly Duties (Needs to be done at least once a week):
• Wipe down inside of microwaves and exterior of appliances
Monthly (Needs to be done at least once every 30 days):
• Dust the tops of all file cabinets, No desktop cleaning
• Dust all walls and ledges 8ft and above
• Dust all HVAC diffusers
• Dust Light Fixtures
• Dust high spots on walls
Flnnr C�arP•
• March and September
o Shampoo, scrub and extract all carpets on Lower Level and 1St Floor
• This includes Living Quarters, Fire Administration, Fire
Prevention
• High Dusting — 1St Floor has an open ceiling area that is 14
feet tall with exposed beams and require some dusting with
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extension pole, would like this completed 1 week prior to
carpet cleaning.
• September Only
o Floor Machine Scrubbing
• Machine Scrub 6 single stall bathrooms with neutral ceramic
safe floor cleaner. No Wax or Sealer
• Machine Hallways on LL and 1St Floor as needed.
RAILROAD DEPOT: 11 E. Northwest Highway, approximately 2,000 squarefeet.
• Waiting area, and washrooms. (Ticket office & coffee shop area not included in
contract.)
• Daily Night Cleaning Duties:
1. Washroom cleaning includes, Daily disinfectant cleaning of inside and outside
of plumbing fixtures including sinks, toilets, partitions, mirrors and paper
product dispensers. Garbage bags to be changed out nightly. Lastly wet
mopping of floor with floor safe disinfectant cleaner is to be used with proper
wet floor signs.
2. Interior glass to be cleaned as needed.
3. Wipe down furniture and garbage cans as needed.
4. Dry mop and wet mop waiting room area.
• Floor Care (April and October)
a. Scrub the tile floor with machine in the waiting area.
PUBLIC WORKS: 1700 West Central Road, approximately 5,000 squarefeet.
• 5:00pm — 7:00pm: Work is limited to areas in the main Public Works office area
and Fitness room located on the Mezzanine level of the Main Garage and
includes only general housekeeping duties (including bi-annual floor) and any
special meeting cleanups.
• Bi -annual May and November: Only White / Brown VCT tile, ceramic tile and all
carpeting. No Grey LVT the in hallways and lunch room.
• Main office, waiting area, file room, Conference Rooms A, east office area and
hallway (carpeting and tiles) and front and east entrances.
• Public washroom (#15), women's locker room and lounge (#17), men's locker
room (#27), west entrance and hallway (tile), and other special requests.
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1. Daily vacuuming of office space from wall to wall, including floor mats.
2. Washroom cleaning includes, Daily disinfectant cleaning of inside and outside
of plumbing fixtures including sinks, toilets, partitions, mirrors and paper product
dispensers. Garbage bags to be changed out nightly. Lastlywet mopping of floor
with floor safe disinfectant cleaner is to be used with proper wet floor signs.
3. Interior glass to be cleaned as needed.
4. There needs to be different color rags used for bathroom cleaning vs. Office
space cleaning.
5. Clean and sanitize all drinking fountains.
6. Weekly dusting of cabinets, NO desktop cleaning.
7. Monthly high dusting.
8. The VOMP takes recycling very seriously so the cleaning contractor while
empting containers thru out the building must use a clearly marked 55 gallon
blue barrel for recycling and dispose of that material in the proper dumpster
located in the parking garage. Failure to comply could result in termination of
this cleaning contract. All garbage to be placed in gray or yellow 55 gallon
barrel and disposed of properly. If the cleaning contract finds garbage in a
recycling container they can refuse pick up, but must notify Public Works the
next business day.
E_: 1720 West Central Road, approximately 4,550 square feet.
• Night Cleaning By Request only (work can be completed after Public Works
building) Work is limited to areas designated and includes only general
housekeeping duties (including bi-annual floor) and any special meeting cleanups.
1. Daily vacuuming of office space from wall to wall, including floor mats.
2. Washroom cleaning includes, Daily disinfectant cleaning of inside and outside
of plumbing fixtures including sinks, toilets, partitions, mirrors and paper product
dispensers. Garbage bags to be changed out nightly. Lastly wet mopping of
floor with floor safe disinfectant cleaner is to be used with proper wet floor signs.
3. Interior glass to be cleaned as needed.
4. There needs to be different color rags used for bathroom cleaning vs. Office
space cleaning.
5. Clean and sanitize all drinking fountains.
6. Weekly dusting of cabinets, NO desktop cleaning.
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7. Monthly high dusting.
8. The VOMP takes recycling very seriously so the cleaning contractor while
empting containers thru out the building must use a clearly marked 55 gallon
blue barrel for recycling and dispose of that material in the proper dumpster
located in the parking garage. Failure to comply could result in termination of
this cleaning contract. All garbage to be placed in gray or yellow 55 gallon
barrel and disposed of properly. If the cleaning contract finds garbage in a
recycling container they can refuse pick up, but must notify Public Works the
next business day.
COMMUNITY CONNECTIONS C E N T E R: 1711 West Algonquin Road, approximately
7,500 square feet.
• Perform daily cleaning tasks to all offices, library, conference room, kitchen, two
bathrooms and includes only general housekeeping duties (including bi-annual
floor) and any special meeting cleanups. (Note: Village employees will do all setup
and tear -downs of meetings.)
1. Daily vacuuming of office space from wall to wall, including floor mats.
2. Washroom cleaning includes, Daily disinfectant cleaning of inside and outside
of plumbing fixtures including sinks, toilets, partitions, mirrors and paper
product dispensers. Garbage bags to be changed out nightly. Lastly wet
mopping of floor with floor safe disinfectant cleaner is to be used with proper
wet floor signs.
3. Interior glass to be cleaned as needed.
4. There needs to be different color rags used for bathroom cleaning vs. Office
space cleaning.
5. Clean and sanitize all drinking fountains.
6. Coffee stations / Kitchenettes to be wiped down including counters and sinks.
7. Weekly dusting of cabinets, NO desktop cleaning.
8. Monthly high dusting.
9. The VOMP takes recycling very seriously so the cleaning contractor while
empting containers thru out the building must use a clearly marked 55 gallon
blue barrel for recycling and dispose of that material in the proper dumpster
located in the parking garage. Failure to comply could result in termination of
this cleaning contract. All garbage is to be placed in gray or yellow 55 gallon
barrel and disposed of properly. If the cleaning contract finds garbage in a
recycling container they can refuse pick up, but must notify Public Works the
next business day.
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• *Once per month: window washing inside and outside.
FIRE STATION 12: 1601 W. Golf Road, approximately 7,000 square feet.
• April and October
o Strip and wax tile floors and ceramic tile in bathroom area
o Shampoo, scrub and extract all carpets on 1St floor
FIRE STATION 14: 2000 E. Kensington, approximately 2,000 square feet.
• April and October
o Shampoo, scrub and extract all carpets on 1St floor and 2nd Floor
• April
o Scrub concrete floors with machine in living quarters hallways with neutral
cleaner, No Wax or Sealer
Roving Day Porter Duties
Monday through Friday Sam — 1:30pm
• Needs to provide own transportation between many different locations. This
transportation is only for transportation of contractor, not for moving
equipment or garbage.
• Must sign it at each location every time there is work being completed
• This person should be a self-starter and be able work alone and good at
managing their time.
• The thought is that he him/her is more of a supervisor of the other 2 porters
located at Police and Village. So should be paid a supervisor wage.
• Must be on a village site for 8 hours besides his/her lunch break.
• Village of Mount Prospect will supply gas / battery blowers, power washers
and snow cleaning equipment. We also will transport this equipment to each
site as needed.
• Must fill out a daily log sheet of duties preformed each day and e-mail copy to
Public Works from a village copy machine on Fridays before leaving for day.
MAPLE STREET PARKING STRUCTURE: (at corner of Maple and Prospect) 301 S.
Maple Street, approximately 90,000 square feet. New Structure opens 8/1/2020
Daily (Start at 5am):
• Litter Pick on all interior levels, and scrape off chewing gum as needed.
• Litter pick area around parking structure
• Sweep stairwells
• Wipe down Elevator Lobby's
• Clean elevator interior.
• Empty garbage cans as needed
• Clean any glass or mirrors
• Remove leaves and snow from stairwells as needed.
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Week!
• Wipe down door frames / handles
• Clean / wash any spills
• Vacuum any walk off mats
• Wipe Elevator outer doors on each floor and push buttons
Quarterly
• Power wash heavily used stairwells and sidewalks that can be
safely cautioned off during his/her shift.
• Dust / Wash Walls of Soot
EMERSON PARKING STRUCTURE: (Next to Village Hall) 30 S. Emerson Street,
approximately 141,200 square feet.
Daily (Need to be here by 730am the latest):
• Litter Pick on all interior levels, and scrape off chewing gum as needed.
• Litter pick area around parking structure, village hall and Busse Park. (Across
the street from Village Hall)
• Sweep stairwells
• Clean elevator interior.
• Empty garbage cans as needed
• Clean any glass or mirrors
• Remove leaves and snow from stairwells as needed.
Weekl
• Wipe down door frames / handles
• Clean / wash any spills
• Vacuum any walk off mats
• Wipe Elevator outer doors on each floor and push buttons
Quarterly
• Power wash heavily used stairwells and sidewalks that can be
safely be cautioned off during his/her shift.
• Clean / Wash Walls of Dust and Dirt
POLICE SUB STATION: located in the basement of Fire Station 12, 1601 West Golf
Road, approximately 2,000 square feet.
Daily (Anytime during shift):
• Vacuum all carpet, including floor mats.
• Clean Washrooms Rooms which includes, Daily disinfectant cleaning of
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inside and outside of plumbing fixtures including sinks, toilets, partitions, mirrors
and paper product dispensers. Garbage bags to be changed out nightly. Lastly
wet mopping of floor with floor safe disinfectant cleaner is to be used with proper
wet floor signs.
• Dry mop and wash floors and stairwell with a floor safe cleaner
• Wipe Down all tables and chairs with a disinfectant cleaner
• Empty All garbage cans
• The Village of Mount Prospect takes recycling very seriously so the cleaning
contractor while empting containers thru out the building must use a clearly
marked 55 gallon blue barrel for recycling and dispose of that material in the
proper dumpster located in the parking garage. Failure to comply could result
in termination of this cleaning contract. All garbage is to be placed in gray or
yellow 55 gallon barrel and disposed of properly. If the cleaning contract finds
garbage in a recycling container they can refuse pick up, but must notify
Public Works the next business day.
Weekl
• High Dust Walls and Pipes
Every 6 months May & October.-
*
ctober.• Power Scrub Floor
• Public Works will drop off machine and vacuum
RAILROAD DEPOT: 11 E Northwest Highway
Dailv (After 930am):
• Clean Bathrooms and re -stock paper products.
• Dry mop and wet mop waiting room area.
• Check / change garbage cans inside depot and on platform including center
platform.
• Sweep up all cigarette butts on platform.
• Litter pick the platform and grounds around depot.
• Keep Janitorial room neat and organized.
Weekly Duties:
• Inventory paper products and fill out supply request sheet for Public Works to
pick up on Thursday.
• Use a blower supplied by VOMP to blow off platform. YOU MUST STAY AT
LEAST 15 feet from the tracks at all times.
• Keep dumpster area clean and organized.
Monthly Duties
• Pull out newspaper boxes and remove any garbage.
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FIRE STATION / Administration 13: 111 E Rand Road
Daily (After 11:45am):
• Check / Clean Re -Stock Fire Administration 2 bathrooms
• Check / Clean Fire Prevention 2 Bathrooms
• Wipe Down Entry Door handles and glass
• Wipe down interior of Elevator Cab
• Empty Exterior Garbage / Recycle Cans on all sides of building
• Pick up any litter near main entrance, pick up any leaves
• Use Copy/Scanner Machine to Email your Completed Daily Work log to Public
Works.
Weekl
• Dry mop and wet mop stairwell by front lobby
LIBRARY: 10 S. Emerson Street, approximately 62,170 squarefeet.
• Includes all general cleaning items (as listed) with several exceptions as noted.
• Monday through Friday, 11:00pm — 5:OOam;
• Saturday & Sunday, 7:OOpm — 5:OOam
• All work to be done during the hours outlined above, except for the
Village -observed holidays as follows:
1.
Thanksgiving Day
2.
Christmas Eve Day
3.
Christmas Da
4.
New Year's Day
5.
Easter Sunday
6.
Memorial Day
7.
Independence Day
8.
Labor Day
9.
President's Da
FI OOR.q-
• Daily
1. Vacuum all carpeted areas in specified public areas, including mats and mat
depressions. This includes moving chairs. Remove stains with spot cleaner
as needed.
2. Mop all hard surfaces in the staff lounge, hall, and specified public areas,
including stairways, lobbies and elevators. Mats should be removed prior to
mopping and replaced when the floor is dry.
• Weekly
1. Vacuum all enclosed areas under desks and tables (move tables if possible),
also edges, using a crevice tool. All isles in book shelf areas to be vacuumed
weekly.
PUBLIC SERVICE DESKS:
• Weekly
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1. Clean public desks.
GLASS (INTERIOR, PUBLIC AREAS ONLY
• Daily
1. Spot clean as needed up to 70 inches, including the interiors of all exterior
windows.
2. Spot clean glass in all study rooms, main stair cases, and on the front lobby
doors.
• Monthly
1. Totally clean glass and ledges below glass, also removing any adhesives.
GENERAL HOUSEKEEPING —All buildings unless otherwise stated.
A. DAILY
• Empty all waste containers, and insert new liners. Remove waste to proper
disposal area.
• Empty all recycling bins, and transport to central collection container. (Does not
include Library).
• Dust exposed areas (sides, fronts and tops) of tables, book shelves, desks,
countertops, file cabinets, chairs, etc. for fingerprints and beverage rings. Items on
these surfaces will not be disturbed.
• Clean and sanitize drinking fountains.
• Spot -clean all glass and glass partitions, including main entrance and office door
sidelights.
• Clean and sanitize top handrail on all stairways.
• Clean and sanitize all door handles and doorknobs.
• Empty exterior waste containers, and insert new liners.
• Pick up debris around exterior of buildings, walks and stairways. Does not
include the library, and does not include the parking lots.
• Sweep walks at entrances, and vacuum all floor runners. (Does not include the
library).
B. TWICE WEEKLY
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• Remove fingerprints from doors, moldings, and around light switch plates,
including the washrooms and lunchrooms.
• Check all central recycling containers, empty if needed, and insert new liners.
Put recycling materials into proper containers for recycling. (Does not include the
library).
• Dust all common area sills and unobstructed horizontal surfaces.
• Damp -wipe lower railings of all stairways. Low -dust all horizontal surfaces to a
hand height (70").
• Dust sills, ledges, moldings, picture frames, and radiators (including washrooms
and lunchrooms).
C. WEEKLY
• Damp -clean and remove black marks from vinyl wall coverings.
• Clean and sanitize telephones.
• Damp -clean all desk chair mats.
• Clean and polish all stainless railings with approved stainless cleaner.
• High dust above hand height all horizontal surfaces (moldings, ledges, pipes,
ducts, heating outlets, light fixtures where applicable (stairwells, etc.), including
washrooms and lunchrooms.
D. MONTHLY
• Vacuum or dust diffuse outlets, walls, and ceilings for cobwebs.
WASHROOMS/LOCKER ROOMS AND OTHER SINK AREAS
A. DAILY
• Clean, sanitize, and polish all vitreous fixtures including toilet bowls, urinals, and
hand basins.
• Clean and polish all chrome fittings.
• Clean and sanitize toilet seats (both sides) and all counter areas.
• Clean mirrors.
• Empty all waste containers, and insert liners.
• Damp -clean exterior of waste containers.
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• Dust tops of metal partitions.
• Spot -clean metal partition doors including removal of any graffiti.
• Spot -clean walls around sink and walls around and under towel cabinets and
urinals. Clean and refill all dispensers; check for proper operation afterfilling.
• Clean chrome fittings and floors of showers with quaternary disinfectant.
• Mop all ceramic floors (Library only).
• Replace urinal screens and toilet deodorizers as needed.
B. WEEKLY
• Damp -clean metal partition doors, and remove all graffiti where possible.
C. MONTHLY
• Dust tops of lockers.
• Damp -clean all metal partitions.
• Damp -clean fronts and sides of lockers in washrooms and in locker rooms.
(Does not include the library).
• Dust/clean blinds.
D. QUARTERLY
• Clean and polish ceramic wall tiles.
• Scrub all restroom ceramic tile floors with a machine and only use a ceramic safe
cleaner (Library only).
GLASS CLEANING — DAILY
• Clean interior and exterior glass on all partitions, entrance doors, and sidelights
(transom areas not included).
LUNCHROOMS/VENDING AREA—DAILY
• Empty garbage containers and recycling bins as needed. Dispose of
inappropriate containers.
• Damp -clean exterior of garbage containers.
• Clean and sanitize drinking fountains.
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• Wash tabletops.
• Clean chairs as needed.
• Spot -clean front and sides of vending machines and other appliances.
• Scour and wipe dry sink and countertops.
Bi -Annual Floor Care Notes
• Resilient Flooring and Hard surfaces
o Remove any furniture or items.
o Surfaces need to be dry moped.
o Floor needs to be strip and scrubbed with a machine while protecting the
base board.
o The edges and stairs should be done by hand.
o Floor needs to be neutralized.
o Floor should be washed one more time and let dry.
o Base boards need to be protected so wax will not be splashed on them.
o Three (3) coats of a "wet look" 3m or equal wax to be applied. Allow
proper dry times between coats.
o Once floor is dry the contractor needs to put back any furniture or items
that were removed.
Ceramic Tile
• Remove furniture or Items.
• Scrub floor with a machine and only use a ceramic safe cleaner.
• Once floor is dry the contractor needs to put back any furniture or items thatwere
removed.
Maintenance High Saeed Buffing
• Area to be thoroughly cleaned and furniture removed.
• Area to be buffed using a 3M or equal buffing spray and pad.
• Only High Speed Electric buffers will be allowed. NO gas powered buffers
allowed.
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Carpet Cleaning
• Damp mop any floor protector mats.
• Remove any furniture or items.
• Vacuum carpets thoroughly using a crevice tool for hard to reach areas.
• Wipe down base boards.
• Treat any stains with approved carpet cleaners.
• Scrub and extract carpets using approved carpet cleaners. A steam orextraction
machine must be used.
• Once floor is dry the contractor needs to put back any furniture or items thatwere
removed.
• Late April or Early May Floor Cleaning
• ALL VCT tile must be zeroed out (completely stripped) and 4 to 5 coats of wax
needs to be applied.
• This includes the men's / women's locker room, lunch room, main hallway,
closet, vehicle maintenance offices (2), Forestry/Grounds office, Water/Sewer
office, Street / Building office and Water Control Room. Public works will
remove the furniture and put it back when the work is complete.
PANELING
A. MONTHLY
• Dust all paneled walls.
B. BIANNUALLY
• Polish all paneled walls with paneling with manufacturer's approved polish.
ELEVATORS
• Clean as outlined in general housekeeping schedule and proper floor care
procedures.
CLEANING OPTION A
MOUNT PROSPECT LIBRARY UNDERGROUND PARKING STRUCTURE
10 S. Emerson Street, approximately 40,000 square feet. Same service as Village Hall
Parking Structure.
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CLEANING OPTION B
MOUNT PROSPECT LIBRARY
10 S. Emerson Street. Quarterly Floor Care (carpet and hard floor care including striping
and waxing).
CLEANING OPTION C
MOUNT PROSPECT LIBRARY
10 S. Emerson Street. Bi -monthly cleaning of the interior side of all exterior windows that
are in maintained public areas. This will require moving furniture and having equipment
to reach heights up to 16 feet.
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GENERAL CONDITIONS
A. Award of Contract: Performance: Payment
1. The Village will issue a Notice of Award to the successful bidder, advising that
it has been awarded the contract. Within ten (10) business days of delivery
of the Notice of Award, by personal service or registered or certified U.S. Mail,
postage prepaid and receipt requested, the contractor shall execute the
contract, attached to the Bid Documents, and furnish the Village with the
required bonds and certificate of insurance.
2. Upon the Village's receipt of the executed contract, required bonds and
certificate of insurance, the Village will issue and send to the contractor a Notice
to Proceed that will start the performance period.
3. The Village reserves the right to alter the scope of the required services to be
performed, add such incidental services as may be necessary and increase
or decrease the services to be performed to accord with such changes,
including the deduction or cancellation of any one or more or the services. Such
changes shall not be considered as a waiver of any condition of the contract
nor to invalidate any of the provisions thereof.
4. The performance of the required services shall be done under the supervision
of the Village's Director of Public Works or his/her designee who shall decide
all questions that arise as to the quality and acceptability of materials furnished,
services performed, manner of performance, acceptable fulfillment of the
contract, compensation and the disputes and mutual rights between contractors
under the Specifications.
5. If the contractor fails to begin providing the services within the specified time,
or fails to perform these services in accordance with the terms of the approved
schedule or performs the services in a manner unacceptable to the Village, or
if the contractor becomes insolvent or is declared bankrupt, or makes an
assignment for the benefit of creditors, or from any other cause fails to
perform the required services in a manner required by the contract, the
Village shall give notice to the contractor and its surety in writing specifying
such failure, delay, neglect, refusal or default, and if the contractor, within a
period of ten (10) calendar days after the giving of such notice, does not
proceed in accordance therewith, then the Village shall have the full power
and authority to declare the contract and the contractor in default, and to
forfeit the rights of the contractor in the contract.
6. All costs and charges incurred by the Village, together with the cost of
performing the required services shall be deducted from any monies due or
which may become due to the contractor under the contract. Following any
payment due and received by the Village from the contractor's surety following
Cleaning Services Contract 2020-2023
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default, if the expense so incurred by the Village is less than the sum paid to the
Village by the surety under this contract for the performance of required
services during the contract period, the surety shall be entitled to receive the
excess difference paid to the Village. When such contractor default costs
incurred by the Village exceeds the sum paid to the Village for the performance
of the required services under the contract, the contractor and the surety shall
be liable and shall pay to the Village the full cost of such additional expenses.
B. Performance of the Required Services
1. The contractor shall exercise every precaution at all times for the protection
of persons and properties. The safety provisions of all applicable laws and
ordinances shall be strictly observed. Any practice obviously hazardous, in
the opinion of the Director of Public Works or his authorized representative,
shall be immediately discontinued by the contractor upon his receipt of
instructions from the Director of Public works or an authorized
representative to discontinue such practice.
2. The performance of services under the contract includes the furnishing of
all supervision, labor, materials, tools, equipment and incidentals of every
kind and description necessary, in accordance with the contract documents.
3. The performance of services shall be subject at all times to inspection by
the Village or its inspectors, and the contractor will be held strictly to the
diligent execution of the contract. The Village or its inspectors shall be
furnished with such information and assistance by the contractor as is
required to make a complete and detailed inspection. Completed
performance of services not complying with the contract may be rejected
by the Village and shall be performed again by the contractor at no expense
to the Village.
4. Except where the Specifications indicate otherwise, the Village is not
responsible for providing any tools, equipment, or storage under the
contract in order to permit the completion of any contractual obligations
under the contract.
5. The contractor shall provide an adequate number of competently trained
personnel with sufficient supervision to perform the services required, and
the contractor shall provide identification of its personnel if requested by
the Village. Any contractor's employee or representative whose
employment is reasonably detrimental or objectionable to the Village shall
be transferred immediately from the work site upon the Village's request.
The exercise of this option shall not be construed as placing the Village in
charge of the performance of the services required under the contract, or
as making the Village responsible for safety. All tools or equipment required
to carry out the operations within the scope of the contract shall be
Cleaning Services Contract 2020-2023
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provided by the contractor, and shall meet the standards of OSHA and the
State of Illinois safety codes as may be required by law. The Village
reserves the right to inspect the equipment that will be used prior to the
award of the bid.
Cleaning Services Contract 2020-2023
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6. The contractor shall at all times have a competent person in charge of
its work crew at the job site to whom the Village representative may
issue directives. Such person shall be competent in the English
language.
C. Insurance: Indemnification
1. Insurance Requirements. In the submission of a bid, the bidder is
certifying that it has all the insurance coverage required by law or
that would normally be expected for the bidder's type of work. In
addition, the bidder is certifying that, as the successful
bidder/contractor, upon execution of the contract, it will provide
insurance of such types and in such amounts as may be necessary
to protect itself and the interests of the Village against all hazards or
risks of loss contemplated by the contract. The Village shall be named
as an additional insured on all applicable insurance policies.
Satisfactory certificates of insurance shall be filed with the Village upon
execution of the contract. The certificates shall state that thirty (30)
days advance written notice will be given to the Village before any policy
covered thereby is changed or canceled.
Insurance coverage shall be in the following minimum amounts:
Limit/ Limit/
Type of Insurance Ea. Occurrence Aggregate
General Liability
Bodily Injury $1)0001000 $31000)000
Property Damage $1,000,000 $3,000,000
Contractual Ins. $1,000,000 $3,000,000
Automobile Liability
Bodily Injury $110007000 $17000)000
Property Damage $1,000,000 $1,000,000
Workers Compensation
Employee Claims Statutory for Illinois
Employers Liability $1,000,000 per
accident
2. Indemnification. The contractor shall indemnify and save harmless the
Village, its officers, employees and agents from any and all liability, losses
or damages, including attorney's fees and costs of defense, the Village
may suffer as a result of claims, demands, suits, actions or proceedings of
any kind or nature, including workers' compensation claims, in any way
resulting from or arising out of the operations of the contractor under the
contract, including operations of subcontractors; and the contractor shall, at
his own expense, appear, defend and pay all attorney's fees and all
Cleaning Services Contract 2020-2023
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costs and other expenses arising therefrom or incurred in connection
therewith; and, if any judgments shall be rendered against the Village in
any such action, the contractor shall, at his own expense, satisfy and
discharge same. The contractor expressly understands and agrees that any
bonds, letters of credit or insurance protection required by the contract, or
otherwise provided by the contractor, shall in no way limit the responsibility
to indemnify, keep and save harmless and defend the Village as herein
provided.
The contractor agrees to defend and hold harmless the Village from and
against all demands, claims, suits, costs, expenses, damages and
adjustments based upon any infringement of any patent relating to goods
specified in the contract, and on account of the Village's use of any
copyrighted or uncopyrighted, composition, trade secrets, secret process,
proprietary rights, patented or unpatented invention, article or appliance
furnished or used under the bid Specifications.
D. Compliance with Laws
1. If, at any time, it shall be found that the person, firm or corporation
to whom the contract has been awarded has, in presenting any
proposal or proposals, unlawfully colluded with any other party or
parties, then the contract so awarded shall be null and void, and the
consultant and his sureties shall be liable to the Village for all loss or
damage which the Village may suffer thereby, and the Village may
advertise for new bids for performance of the required services.
2. The contractor shall, at all times during the life of this contract,
observe and abide by all federal, state and local laws which in any
way affect the conduct of the work and with all decrees and orders
of courts or agencies of competent jurisdiction. Likewise, said
contractor shall be governed by all municipal ordinances and
regulations which in any way affect the conduct of the work. The
contractor shall indemnify and save harmless the Village, its officers,
agents and employees against any claim or liability arising from or
based on his violation of any law, ordinance, regulation, decree
or court order.
The bidder and contractor, as the successful bidder, shall comply
with all applicable federal, state and local laws, including, but not
limited to, the following:
a. Bid Rigging/Rotating. By submitting a bid, the contractor
certifies that no owner, officer or director is barred from
contracting with any unit of state or local government as a
result of violating the bid rigging or bid rotating provisions
contained in 720 ILCS 5/33E-3 & 33E-4.
Cleaning Services Contract 2020-2023
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b. Tax Payment. The contractor certifies that it is not delinquent
in the payment of any taxes to the Illinois Department of
Revenue pursuant to 65 ILCS 5/11-42.1-1.
c. Drug Free Workplace Act. The contractor will comply with
the requirements of the Drug Free Workplace Act if the
contract is $5,000 or more, and it has more than 24
employees at the time of entering into the contract pursuant
to 30 1 LCS 580, et seq.
d. Preference to Veterans Act. The contractor will comply with
the Preference to Veterans Act, 330 ILCS 55, et seq.
f. Non -Discrimination. The contractor will comply with the Illinois
Public Works Employment discrimination Act, 775 ILCS 10/1,
et seq.
g. Equal Employment Opportunity. The contractor will comply
with Article 2 of the Illinois Human Rights Act (775 ILCS 5/2-
101, et seq.), including establishment and maintenance of a
sexual harassment policy as required by Section 2-105 that
will be produced to the Village upon request, and the Rules
and Regulations of the Illinois Department of Human rights,
including the EQUAL EMPLOYMENT OPPORTUNITY
CLAUSE, that is a material term of all public contracts, as
set forth in Exhibit B.
h. Compliance with Freedom of Information Act Request.
Section 7 of the Illinois Freedom of Information Act (FOIA), 5
ILCS 140/7, applies to public records in the possession of a
party with whom the Village has contracted. The Village will
have only a very short time from receipt of a FOIA request to
comply with the request and there is a significant amount of
work required to process a request including collating and
reviewing the information. The bidder/contractor
acknowledges the requirements of FOIA and agrees to
comply with all requests made by the Village for public records
(as that term is defined by Section 2(c) of FOIA) in the
undersigned's possession and to provide the requested public
records to the Village within two (2) business days of the
request being made by the Village. The bidder/contractor
agrees to indemnify and hold harmless the Village from all
claims, costs, penalties, losses and injuries (including but not
limited to, attorney's fees, other professional fees, court costs
and/or arbitration or other dispute resolution costs) arising out
of or relating to its failure to provide public records to the
Village under the contract.
Cleaning Services Contract 2020-2023
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E. Work Guaranty
1. Fidelity Bond. A blanket fidelity bond for $100,000, a copy of which shall
be given to the Village, must cover all employees, as required by the
Village, depending on the services to be performed.
2. General Guaranty. Neither partial or final payment, nor any
p r v i s i o n in the contract, nor partial or entire use of the
product/Work embraced in the contract by the Village or the Public shall
constitute an acceptance of work not done in accordance with the
contract, or relieve the contractor of liability in respect to any express
warranties or responsibility for failure to comply with the terms of those
contract documents.
Unless otherwise expressly provided in the Specifications, in the event
any defects or imperfections in the materials or workmanship to be
furnished by the contractor herein appear within the period of two (2)
years from the date of completion of all the Work and acceptance thereof
by the Village, the contractor will, upon notice from said Village (which
notice may be given by letter to said contractor to the business address
of the contractor shown in the proposal), repair and make good at his
own cost any such defects or imperfections and replace any defective
or imperfect materials or workmanship with other materials or
workmanship satisfactory to said Village, and furnish all such new
materials and labor as may be necessary to do so; and in the event
of the failure, refusal or delay of said workmanship or materials said
Village may do so or have same done by others, and said contractor
and surety or sureties on the bonds given for the faithful performance
of the contract shall be liable to the Village for all damages and
expenses occasioned by such failure, refusal or delay. All details of
warranties shall be included with the bid. Warranty work shall be at no
additional expense to the Village.
Manufacturer warranties and guaranties shall be submitted with the bid
and shall be considered a part of the contract where such specifications
meet the minimum bid Specifications.
F. Miscellaneous Contract Requirements
1. Contract Alterations. No amendment of a contract shall be valid
unless made in writing and signed by the Village President, Village
Manager or their authorized representative.
2. Licenses and Permits. The contractor shall procure at its own
expense all the necessary licenses and permits in connection with
the work under the contract.
I Nonassignability. The contractor shall not assign the contract, or any
part thereof, to any other person, firm or corporation without the
Cleaning Services Contract 2020-2023
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previous written consent of the Village. Such assignment shall not
relieve the contractor from its obligations or change the terms of the
contract unless agreed by the Village at its sole discretion.
4. Notices. All notices required by the contract shall be given in writing.
5. Taxes. The contractor shall pay all federal, state and local taxes as
may be applicable on all materials, labor and services furnished by
it under the contract, and the amounts of such taxes shall be included
in the unit prices bid.
Cleaning Services Contract 2020-2023
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EXHIBIT A
(Upon award of contract, to be attached to Cleaning Services Contract 2020-2023 as Exhibit A)
Proposal Form
Village of Mount Prospect
Cleaning Services Contract 2020-2023
OWNER INFORMATION
Owner Name:
Address:
Business Name:
Business Address:
Home Phone:
Business Phone:
This Business is a: ❑ Individual Proprietorship
❑ Joint Venture
❑ Partnership
❑ Corporation
If applicable, give names, addresses, and dates of birth of all partners, officers or directors.
Name
Address
Has the applicant, business, or member of the business ever had a
license or contract revoked, suspended or cancelled? ❑ YES
If yes, explain in full detail on a separate sheet of paper.
Cleaning Services Contract 2020-2023
❑ NO
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Does the business currently hold a license or have a contract with any other municipality for
service? ❑ YES ❑ NO
If yes, explain in full on a separate sheet of paper. Have any complaints against the business been
filed with the Illinois Commerce Commission, the Office of the Illinois Attorney General, or any
other governmental body during the period of one year prior to the date of this proposal?
❑ YES ❑ NO
If yes, explain in full on a separate sheet of paper.
Please note, the Village reserves the right to conduct its own search with the Illinois
Commerce Commission, the Illinois Attorney General, or any other governmental body, and
may take into consideration any complaints and/or pending complaints made against the
business or owner.
Services will be either full service cleaning, both inside and outside, or just outside cleaning.
In submitting this Proposal Form requesting award of the Village of Mount Prospect Cleaning
Services Contract 2020-2023, 1 hereby certify that:
1. I will not assign or subcontract window cleaning services for the Village without prior written
approval of the Corporate Authorities of the Village of Mount Prospect;
2. Neither I, nor any person who will be working on my behalf, has been convicted under the
laws of Illinois or any other state of an offense which under the laws of this state would be a
felony involving the theft of property, violence to persons, or criminal damage to property.
Please note that in the case of a person whose last conviction was more than two years past,
and can demonstrate a compelling showing that he/she is nevertheless fit, such person or
operator may be approved by the Village Manager if otherwise eligible;
3. 1 am not barred by law from contracting with the Village because of a conviction for prior
violations of either Sections 33E-3 or 33E-4 of the Illinois Criminal Code of 1965 (720 ILCS
5/33E-3 (Bid Rigging) or 720 ILCS 5/33-4 (Bid Rotating));
4. 1 am not delinquent in payment of any taxes to the Illinois Department of Revenue pursuant
to Section 11-42.1-1 of the Illinois Municipal Code (65 ILCS 5/11-42.1-1) or in any payment,
fee or tax owed to the Village;
5. 1 provide a drug free workplace pursuant to the Drug Free Workplace Act (30 ILCS 580/1, et
6. 1 shall comply with Article 2 of the Illinois Human Rights Act (775 ILCS 5/2-101, et seq.), and
the Rules and Regulations of the Illinois Department of Human Rights, including
establishment and maintenance of a sexual harassment policy as required by Section 2-105
of that Article and Act;
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7. 1 shall comply with the Americans with Disabilities Act;
8. 1 shall comply with the Illinois Public Works Employment Discrimination Act (775 ILCS 10/1
et seq.); and
9. All of the information I have provided in this Application has been truthful and given in good
faith.
have read and understand the information provided with this Proposal Form, including the Notice
to Bidders, Instructions to Bidder, the General Conditions, the Specifications and the Cleaning
Services Contract 2020-2023, and agree to abide by the conditions set forth therein. My signature
below indicates my acceptance of all such conditions and my bid for award of the Village of Mount
Prospect Cleaning Service Contract 2020-2023.
Name of Company
Bid Submitted By
Position in Company
Phone No.
Date
Bidder must use the official firm name and authorized representative must sign.
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FROM:
BID FORM
Cleaning Services Contract 2020-2023
(hereinafter called "Bidder")
TO: Office of the Village Manager, 3rd Floor
50 South Emerson Street
Mount Prospect, Illinois 60056
(hereinafter called "Village" or "Village of Mount Prospect")
Cleaning Services Contract 2020-2023
The bidders have familiarized themselves with the services to be performed and probable
work conditions required under this Bid affecting the cost of the performance of the
required services and with the Bid Documents which include:
Notice to Bidders
Table of Contents
Instructions for Bidders
General Conditions and Special Provisions
Specifications
Bid Form
Affidavit — Bid Certification Form
Bid Security
Bid Sheet — Cleaning Service Contract
Contract Document
Therefore, the Bidder hereby proposes to furnish all supervision, technical personnel,
labor, materials, tools, equipment, and services (including all utility and transportation
services) required to perform the required services, all in accordance with the above
listed documents.
Bidder agrees to perform all of the required services and provide the equipment and
materials described in the Bid Documents, as follows:
Bidder has bid on all items and has provided a price for all requested services.
The Bidder acknowledges it understands all the requested services for which it has
submitted a bid.
The Bidder will complete and provide all labor, equipment, materials and mobilization (if
applicable) to perform the required services as incidental to the fixed item price for each
item proposed.
In submitting this bid, the Bidder understands that the Village reserves the right to add to
or subtract from the estimated quantities.
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The Village intends to award one (1) contract (if at all) for the items bid. If written notice
of award of this bid is mailed, emailed or otherwise delivered to the Bidder at any time
before this bid is withdrawn, the Bidder agrees to execute and deliver the contract in the
prescribed form and furnish payment and performance bonds, or letter of credit, and the
insurance certificates required by the Bid Documents to the Village within ten (10)
business days after receipt.
The Bidder, and as successful bidder/contractor upon award of the contract, understands
and agrees to the following:
1) The contractor agrees to provide all required services and items and material to the
Village as noted in the Bid Documents and comply with the requirements of the Bid
Documents.
2) The contractor agrees to comply with all applicable federal and state laws, rules and
regulations, and county and municipal ordinances, as described in the General
Conditions.
All Addenda pertaining to this project shall be acknowledged by the Bidder in the spaces
provided below:
Addendum No. Addendum -Date Acknowledgement by Bidder orAuthorized Date
Representative Acknowledge
Failure to acknowledge receipt, as provided above, may be considered sufficient grounds
for disqualification of the bidder and rejection of his/her bid submittal. A record of all
Addenda and copies of same will be available to all qualified bidders from the Village
of Mount Prospect Public Works Department, 1700 West Central Road, Mount Prospect,
Illinois two (2) days prior to the letting. It shall be the Bidder's responsibility to become
fully advised of all Addenda prior to submitting its bid.
Upon award of the contract, the Village will send Notice of Award to the successful
Bidder, the Bidder must then execute the contract and provide the required bonds or
letter of credit and certificate of insurance to the Village within ten (10) business days.
The Village will then issue a written Notice to Proceed. Failure to complete the work in
the designated time frame may result in the Director of Public Works withholding
compensation due the contractor for failure to complete the said work in the designated
time frame, calling the bonds, or taking such other action as may be available.
Security in the sum of ten (10%) percent of the amount bid in form of (checkone):
Bid Bond Certified Check Bank Cashier's Check
is attached hereto in accordance with the "Instructions for Bidders'.
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This Bid Submittal contains the following:
1) Bid Form
2) Affidavit — Bid Certification Form
3) Bid Security
4) BID SHEET(S) — Cleaning Services Contract 2020-2023
Respectfully submitted:
Name of Firm/Bidder:
By: _
Title:
Date:
Contact Information:
Official Address:
Telephone:
Email:
(Signature)
ONE (1) SIGNED COPY OF THIS BID FORM AND BID SHEETS (Pages 47-54) ALONG WITH THE
AFFIDAVIT — BID CERTIFICATION FORM, AND BID SECURITY SHALL BE SUBMITTED IN A SEALED
MARKED ENVELOPE.
Cleaning Services Contract 2020-2023
49
56
AFFIDAVIT - BID CERTIFICATION FORM
Bidder:
Company/Firm Name:
Address:
As a condition of entering into a contract with the Village of Mount Prospect, and under
oath and penalty of perjury and possible termination of contract rights and debarment,
the undersigned, , being first duly sworn on oath,
deposes and states that he or she is
(sole owner, partner, joint ventured, President, Secretary, etc.) of
and has the authority to make all
(Name of Company)
certifications required by this affidavit.
Section I Non -Collusion
The undersigned certifies that this bid is genuine and not collusive or a sham, that said
bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any
bidder or person, to put in a sham bid or to refrain from bidding, and has not in any
manner, directly or indirectly, sought by agreement or collusion, or communication or
conference with any person, to fix the bid price element of this bid, or of that of any other
bidder, or to secure any advantage against any other bidder or any person interested in
the proposed contract.
Section II Bid Rigging and Rotatina
The undersigned further states that
(Name of Company)
is not barred from bidding or contracting as a result of a conviction for violations of state
laws prohibiting bid rigging or bid rotating or any similar offense of any state of the
United States, as provided in Sections 33E-3 and 33E-4 of the Illinois Criminal Code,
720 ILCS 5/33E-3, 33E-4.
Section III Drug Free Workplace
The undersigned further states that
(Name of Company)
provides a drug free workplace pursuant to the Drug Free Workplace Act, 30 ILCS 580/17
et seq., and has, to the extent not covered by a collective bargaining agreement that
deals with the subject of the Substance Abuse Prevention in Public Works Projects Act,
820 ILCS 265/1 et seq., a substance abuse prevention program that meets or exceeds
these requirements of that Act.
Section IV Tax Payment
The undersigned further states that
(Name of Company)
Cleaning Services Contract 2020-2023
is
50
57
not delinquent in payment of any taxes to the Illinois Department of Revenue, in
accordance with Illinois Compiled Statues, 65 ILCS 5/11-42.1. The undersigned
understands that making a false statement regarding delinquency in taxes is a Class A
Misdemeanor and, in addition, voids the contract and allows the municipality to recover
all amounts paid to the individual or entity under the contract in civil action.
Section V Sexual Harassment Policy
Pursuant to Section 2-105(A) of the Illinois Human Rights Act, 775 ILCS 5/2-105 (A),
every party to a public contract must:
"Have written sexual harassment policies that shall include, at a minimum, the following
information: (1) the illegality of sexual harassment; (11) the definition of sexual
harassment under State law; (III) a description of sexual harassment, utilizing examples;
(IV) the vendor's internal complaint process including penalties; (V) the legal recourse,
investigative and complaint process available through the Department (of Human Rights)
and the Commission (Human Rights Commission); (VI) directions on how to contact
the Department and Commission; and (VII) protection against retaliation as provided
by Section 6-101 of the Act. (Illinois Human Rights Act)."
A "public contract" includes: ...every contract to which the State, any of its political
subdivisions or any municipal corporation is a party." 775 ILCS 5/1-103 (M)(2002)7
The undersigned further states that,
(Name of Company)
harassment policy in place in full compliance with 775 ILCS 5/2-105 (A)
a written sexual
(4).
has
It is expressly understood the foregoing statements and representations and promises
are made as a condition to the right of the bidder to receive payment under any award
made under the terms and provisions of this bid.
The undersigned certifies that all information contained in this Affidavit is true and
correct.
Signed by:
Signature
Name Printed:
Title:
Signed and sworn to before me this day of , 2020.
My commission expires:
Notary Public
Cleaning Services Contract 2020-2023
51
BID SECURITY
Included with this bid is a bank cashier's check, certified check or bid bond in the
amount of , being ten percent (10%) of the total amount
bid by the bidder, in favor of the Village of Mount
Prospect. It is hereby agreed that, should bidder be awarded the contract for services
contemplated under this bid and fail or refuse to execute a contract for the performance
of said services, or to provide the required payment and performance bonds, or letter of
credit, and certificate of insurance, then this security, in the amount stipulated above,
shall be forfeited and may be retained by the Village of Mount Prospect as liquidated
damages and not as a penalty. All bids to remain firm for a period of ninety (90) days
after bid opening date.
SUBMITTED THIS DAY OF
SEAL (if corporation)
2020.
Bidder:
Bidder's Agent and Agent's Title
Title
Note: If bidder is a partnership, the bid must be signed by at least two of the partners.
Note: If bidder is a corporation, the bid must be signed by an authorized officer of the
corporation, attested and sealed by the secretary or other authorized officer.
If a corporation, note here the state of incorporation:
Incorporated under the laws of the State of
Cleaning Services Contract 2020-2023
52
59
BID SHEET
Cleaning Services Contract 2020-2023
The undersigned herewith submits a bid on Cleaning Services Contract 2020-2023 in
accordance with the attached documents. All bids are to be delivered to the office of
the Village Manager at 50 South Emerson Street 3rd Floor, Mount Prospect, Illinois,
60056, prior to 1:00pm on July 6, 2020.
SCHEDULE OF PRICES
We will perform the service as outlined on the Task Schedule sheets for
sums as follows:
53
August 1, 2020
January 1 —
January 1 —
31
December 31
December 31
.December
2021
2022
2023
Village Hall Night Cleaning &Floor Care
Price per
Month
$
$
$
Village Hall Day Porter
Price per
Month
$
$
$
Police Headquarters Night Cleaning &
Price per
$
$
$
Floor Care
Month
Police Headquarters Day Porter
Price per
Month
$
$
$
Fire Headquarters Night Cleaning &Floor
Price per
$
$
$
Care
Month
Railroad Depot Night Cleaning &Floor
Price per
$
$
$
Care
Month
Fire Station 12 Floor Care
Price per
$
$
$
Month
Price per
Fire Station 14 Floor Care
Month
$
$
$
Public Works Night Cleaning &Floor Care
Price per
Month
$
$
$
1720 Central Road (EOC) Night Cleaning
Price per
$
$
$
(Price 2 Night Cleaning per week)
Month
1720 Central Road (EOC) Floor Care
Price per
Month
$
$
$
Community Connections Center Night
Price per
$
$
$
Cleaning &Floor Care
Month
Roving Day Porter Price per
$
$
$
Month
Total per Month
53
Submitted this day of , 2020.
Mark outside of envelope: "Cleaning Services Contract 2020-2023," and
deliver to the Village Manager's office at 50 South Emerson Street 3rd Floor,
Mount Prospect, Illinois, 60056, by 1:00 p.m., Monday, July 6, 2020.
Name of
Company/Firm
Address of Company/Firm
Phone:
Date submitted
Also note any exceptions to the specifications.
COMPANY
, 2020
OWNER
ADDRESS CITY, STATE, ZIP PHONE #
SIGNATURE
DATE
Note: All bids to remain firm for thirty (90) days. Be sure to mark the outside of the
envelope, "Sealed Bid for Cleaning Services Contract 2020-2023."
54
61
LIBRARY PRICING
8/1/20 — 12131/21
1/1/22 — 12/31/22
1/1/23 — 12/31/23
Library Base Bid
Price per$
$
$
Month
Library Option A
Price per
Underground Parkin Structure
Month
Library Option B
Price per
Quarterly Cleaning Q y Car et p g
Month
Library Option C
Price per
Bi -Monthly Window Cleaning
Month
Submitted this day of , 2020.
Mark outside of envelope: "Cleaning Services Contract 2020-2023," and
deliver to the Village Manager's office at 50 South Emerson Street 3rd Floor,
Mount Prospect, Illinois, 60056, by 1:00 p.m., Monday, July 6, 2020.
Name of
Company/Firm
Address of Company/Firm
Phone:
Date submitted
Also note any exceptions to the specifications.
COMPANY
, 2020
OWNER
ADDRESS CITY, STATE, ZIP PHONE #
SIGNATURE
DATE
Note: All bids to remain firm for thirty (90) days. Be sure to mark the outside of the
envelope, "Sealed Bid for Cleaning Services Contract 2020-2023."
54
61
EXHIBIT B
Village of Mount Prospect
Cleaning Services Contract 2020-2023
THIS AGREEMENT
the Village of Mount
"Village"), and
at
(hereinafter the "Contract")
Prospect, an Illinois home
. and
is entered into by and between
rule municipality (hereinafter the
. located
, Illinois, (hereinafter the "Contractor").
1. GENERAL As stated in the bid document.
2. SPECIFICATIONS As stated in the bid document.
3. CONTRACTOR RESPONSIBILITY FOR PROPERTY/HOLD HARMLESS
Contractor agrees to defend and hold harmless the Village from and against
all demands, claims, suits, costs, expenses, damages and adjustments
based upon any infringement of any patent relating to goods specified in the
contract, and on account of the Village's use of any copyrighted or
uncopyrighted, composition, trade secrets, secret process,
proprietary rights, patented of unpatented invention, appliance article or
furnished or used under the proposal Specifications.
4. ADHERENCE TO LAWS
Employees and agents of Contractor shall obey all federal, state, county
and municipal laws and ordinances during the execution of their duties
under this Contract. The existence of this Contract does not exempt such
individuals from compliance with such laws or ordinances, nor does it convey
any special rights or privileges upon those individuals.
Contractor shall meet all applicable licensing requirements of theVillage.
In addition, Contractor is required to comply with all federal, state, county
and municipal laws and ordinances, including the following:
a. Provide a drug free workplace pursuant to the Illinois Drug Free
Workplace Act (30 ILCS 580/1, et seq.);
b. Comply with the Illinois Public Works Employment Discrimination Act
(775 1 LCS 10/1 et seq.);
C. Comply with Article 2 of the Illinois Human Rights Act (775 ILCS 5/2-
101, et seg.), and the Rules and Regulations of the Illinois Department
of Human Rights, including establishment and maintenance of a sexual
55
62
harassment policy as required by Section 2-105 of that Article and Act;
d. Comply with the Americans with Disabilities Act; and
e. Comply with the provisions of the EQUAL EMPLOYMENT
OPPORTUNITY CLAUSE required by the Illinois Department of Human
Rights as a material term of all public contracts, which states as follows:
Title 44, Part 750, Section 750, APPENDIX A, Illinois Administrative Code,
Equal Employment Opportunity Clause
EQUAL EMPLOYMENT OPPORTUNITY
In the event of contractor's non-compliance with the provisions of this Equal
Employment Opportunity Clause, the Illinois Human Rights Act or the Rules and
Regulations of the Illinois Department of Human Rights ("Department"), contractor
may be declared ineligible for future contracts or subcontracts with the State of
Illinois or any of its political subdivisions or municipal corporations, and the
contract may be cancelled or voided in whole or in part, and such other
sanctions or penalties may be imposed or remedies invoked as provided by statute
or regulation. During the performance of this contract, the contractor agrees as
follows:
1) That it will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, marital status, national origin or
ancestry, age, physical or mental handicap unrelated to ability, or an unfavorable
discharge from military service; and further that it will examine all job classifications
to determine if minority persons or women are underutilized and will take
appropriate affirmative action to rectify any such underutilization.
2) That, if it hires additional employees in order to perform this contract or
any portion thereof, it will determine the availability (in accordance with the
Department's Rules) of minorities and women in the area(s) from which it may
reasonably recruit and it will hire for each job classification for which employees
are hired in such a way that minorities and women are not underutilized.
3) That, in all solicitations or advertisements for employees placed by it or
on its behalf, it will state that all applicants will be afforded equal opportunity
without discrimination because of race, color, religion, sex, marital status, national
origin or ancestry, age, physical or mental handicap unrelated to ability, or an
unfavorable discharge from military service.
4) That it will send to each labor organization or representative of workers
with which it has or is bound by a collective bargaining or other agreement or
understanding, a notice advising such labor organization or representative of the
contractor's obligations under the Illinois Human Rights Act and the Department's
Rules. If any such labor organization or representative fails or refuses to cooperate
with the contractor in its efforts to comply with such Act and Rules, the contractor
will promptly so notify the Department and the contracting agency and will recruit
employees from other sources when necessary to fulfill its obligations thereunder.
56
63
5) That it will submit reports as required by the Department's Rules, furnish
all relevant information as may from time to time be requested by Department or
the contracting agency, and in all respects comply with the Illinois Human Rights
Act and the Department's Rules.
6) That it will permit access to all relevant books, records, accounts and work
sites by personnel of the contracting agency and the Department for purposes of
investigation to ascertain compliance with the Illinois Human Rights Act and the
Department's Rules.
7) That it will include verbatim or by reference the provisions of this clause in
every subcontract it awards under which any portion of the contract obligations
are undertaken or assumed, so that such provisions will be binding upon such
subcontractor. In the same manner as with other provisions of this contract, the
contractor will be liable for compliance with applicable provisions of this clause by
such subcontractors; and further it will promptly notify the contracting agency and
the Department in the event any subcontractor fails or refuses to comply
therewith. In addition, the contractor will not utilize any subcontractor declared
by the Illinois Human Rights Commission to be ineligible for contracts or
subcontracts with the State of Illinois or any of its political subdivisions or
municipal corporations.
With respect to the two types of subcontracts referred to under paragraph 7 of
the Equal Employment Opportunity Clause above, following is an excerpt of
Section 750.30 of the Department of Human Right's Rules and Regulations for
Public Contracts:
Title 44, Part 750, Section 750.30, Illinois Administrative Code,
Subcontracts
Each public contractor and subcontractor shall in turn include the Equal
Employment Opportunity Clause set forth in Appendix A of this Part in each of its
subcontracts under which any portion of the contract obligations are undertaken
or assumed, said inclusion to be either verbatim or by reference so that the
provisions of the clause will be binding upon such subcontractors.
5. FEE SCHEDULE
The charges to be assessed by Contractor under this Contract are set forth in
the fee schedule contained in Exhibit A.
6. LOG BOOK, RECORDS & REPORTS REQUIRED
The Contractor shall provide the Village with a written status report on its
provision of services required by the Contract. This report shall be due before
the tenth day of the following month.
7. METHODS OF PAYMENT
Payment under the Contract will be made in accordance with the Illinois
Local Government Prompt Payment Act, 50 ILCS 505/1 et seq.
57
M
8. HOLD HARMLESS AGREEMENT (CONTRACTUAL LIABILITY)
Contractor assumes full responsibility for the acts and omissions of its
employees and agents while engaged in performing services under the
Contract. Contractor agrees, to the greatest extent permitted by Illinois law, to
protect, indemnify, save and hold forever harmless the Village, its officers,
appointed and elected officials, Mayor and Board of Trustees, employees,
volunteers, attorneys and agents from and against any and all liabilities,
obligations, claims, losses, damages, penalties, and costs and expenses
resulting from any suit, claim, demand, judgment, or cause of action initiated
by any person, including Contractor and its officers, officials, employees,
subcontractors, volunteers and agents, arising out of, connected with, or in
any way associated with the performance of services covered by this Contract
or the equipment used in connection therewith.
9. CONTRACTOR'S LIABILITY INSURANCE
Contractor shall not commence with the performance of services under this
Contract until it has obtained all insurance required hereunder and such
insurance has been approved by the Village. Certificates of such insurance
shall be filed with the Village prior to commencing work. Additionally,
Contractor will provide the Village with a letter from the insurance carrier that
the Village will be notified within thirty (30) days of the pending cancellation of
any policy relating to this Contract.
Each insurance company shall be subject to approval by the Village, and
the respective policies shall name the Village as an additional named insured.
Approval of the insurance by the Village shall not relieve or decrease the
liability of Contractor hereunder. Such insurance is primary and in no event will
be considered contributory to any insurance purchased by the Village. Such
insurance will not be canceled, reduced, or materially changed without
providing the Village thirty (30) days advance written notice, via certified mail.
Contractor shall maintain all insurance required under subsections a through h
of this Section for not less than one (1) year after completion of this contract.
10. CONTRACT TERMINATION
The Village and Contractor reserve the right to terminate the Contract at any
time upon ten (10) days advance written notice to the other party. In addition
to the provisions set forth in Section General conditions (A,6) for immediate
termination, failure of Contractor to perform any aspect of this Contract properly
and/or to provide proper treatment to the general public, in the sole discretion
of the Village, is cause for immediate termination of the Contract without prior
notice.
11. LENGTH OF CONTRACT
This Contract shall be in effect beginning August 1, 2020, and shall remain
in effect until December 31, 2023, unless terminated by either party under
the conditions specified in Section 10, Contract Termination. Upon satisfactory
completion of the initial three (3) year term of the contract the Contract may be
extended for up to two (2) additional one year terms beyond the original
termination date by mutual, written agreement between the Village and the
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65
Contractor. The Contractor must agree to hold their prices at the same rate as
the previous year. The Village reserves the right to re -bid the contract at the
end of any contract period.
12. COMPLIANCE WITH FREEDOM OF INFORMATION ACT REQUEST
The Illinois Freedom of Information Act (FOIA), 5 ILCS 140/1 et seq., applies
to public records in the possession of a party with whom the Village has
contracted. The Village will have only a very short period of time from
receipt of a FOIA request to comply with the request, and there is a significant
amount of work required to process a request including collating and reviewing
the information.
Contractor acknowledges the requirements of FOIA and agrees to comply with
all requests made by the Village for public records (as that term is defined by
Section 2(c) of FOIA) in its possession and to provide the requested public
records to the Village within two (2) business days of the request being made
by the Village. Contractor agrees to indemnify and hold harmless the Village
from all claims, costs, penalty, losses and injuries (including but not limited to,
attorney's fees, other professional fees, court costs and/or arbitration or other
dispute resolution costs) arising out of or relating to its failure to provide
the public records to the Village under this Contract.
13. Contractor shall not assign this Contract or any part thereof without the
prior written consent of the Village. Approval, if any, for such assignment shall
be made by the Corporate Authorities of the Village. This Agreement shall be
binding upon and inure to the benefit of the parties hereto and their
respective assigns, legal representatives and successors in interest.
14. GOVERNING LAW
This Contract shall be governed by and construed in accordance with the laws
of the State of Illinois and applicable federal law. Venue shall only be proper
in a court of competent jurisdiction located within the County of Cook, Illinois.
15. SEVERABILITY
The invalidity or unenforceability of one or more of the terms or provisions
contained in this Contract shall not affect the validity or enforceability of the
remaining terms and provisions of this Contract so long as the material
purposes of this contract can be determined and effectuated.
16. INTERPRETATION
Any headings of the Contract are for convenience of reference only and do
not define or limit the provisions thereof. Words of gender shall be deemed
and construed to include correlative words of other genders. Words importing
the singular shall include the plural and vice versa, unless the context shall
otherwise indicate. All references to any person or entity shall be deemed to
include any person or entity succeeding to the rights, duties and obligations of
such person or entity succeeding to the rights, duties and obligations of such
person or entity in accordance with the terms and conditions of the Contract.
17. WAIVER OF BREACH
59
••
If either party waives a breach of any provision of this Contract by the other
party, that waiver will not operate or be construed as a waiver of any
subsequent breach by either party or prevent either party from enforcing such
provisions.
18. MERGER -AMENDMENT
This Contract sets forth the entire understanding of the parties relative to
the subject hereof and supersedes any and all prior agreements, express or
implied, oral or written. No amendment or modification of this Contract shall be
effective unless reduced to writing and executed by the parties.
19. COUNTERPARTS
This Contract may be executed in several counterparts each of which shall be
an original and all of which shall constitute but one and the same instrument.
20. EFFECTIVE DATE
The Effective Date of this Contract shall be the date executed by the
Village President, and attested by the Village Clerk.
In Witness thereof, the said parties have executed and signed this
contract on
Attest:
Karen Agoranos, Village Clerk
, 2020.
Corporate Name:
Its
Attest:
Secretary
(Corporate Seal)
VILLAGE OF MOUNT PROSPECT, an
Illinois Municipal Corporation
.0
67
E *0
010
me
Roving Day Porter Daily Work Log
Week of / /20 - / /20
Task lMonlTue lWedl Thu I Fri
Maple Street Parking Garage (Start Here at 530am)
Time Started
Littler Pick the Entire Interior & Exterior of Garage
Wipe Down Elevator Lobby Doors / Glass and Exterior of
Elevator Cab Doors / Buttons on Each Floor
Wipe Down the Interior of the Elevator Cab
Check all Garbage Cans and Empty has Needed
Remove any Leaves / Debris
Clean Up any Spills or Stains
Time Finished
Emerson Parking Garage above)
Time Started
Littler Pick the Entire Interior & Exterior of Garage
Wipe Down Elevator Lobby Doors / Glass and Exterior of
Elevator Cab Doors / Buttons on Each Floor
Wipe Down the Interior of the Elevator Cab
Check all Garbage Cans and Empty has Needed
Remove any Leaves / Debris
Clean Up any Spills or Stains
Littler Pick Busse Park (Corner of Busse/Emerson)
Time Finished
P.(Basement
Time Started
Empty All Garbage Cans
Clean the Bathroom and Report Writing Area
Mop the Floor and Stairs
Wipe Down the Tables and Chairs
Time Finished
-- Depot i.
Time Started
Empty Garbage Cans Inside and Outside
Blow off the Brick Platform along the Depot
Clean the Waiting Area and Bathrooms
Clean up the Dumpster Area
Time Finished
St #13 Fire Headquarters Admin Area (After 1130am)
Time Started
Wipe Down Front Lobby Main Doors and Elevator
Check / Change All the Exterior Garbage Cans
Check Bathrooms on LL and 1 It Floor in Public Area
Empty Garbage & Wipe Down Counters in Admin Break Room
Dry Mop / Dust Stairwell to Lower Level
Time Finished
Write in any extra jobs and hours it took to complete
Friday before going home please scan this sheet to Pfahey@nountpropsect.org
Place an "X" in each box on the day you completed the task
63 70
Police Headquarters
Day Porter Weekly Task Log
Week of / /20 - / /20
Task
Mon
Tue
Wed
Thu
Fri Sat Sun
Day Porter Initials
Walk squad garage and pick up any garbage
and run Zamboni in aisles
Wipe Down Main Lobby Doors and Main
Lobby Desk and Furniture
Wipe Down Booking Room / Cell Area as
Needed After 9am
Clean Roll Call / Locker Rooms / Lunch Room
Area
Littler Pick Grounds & Check / Change
garbage on exterior of Building and Squad
Garage
Set-up tables / chairs in training room as
requested for meetings. Wipe Down Area
Clean Wash / Dryer Room, wipe down
counters and floor, remove garbage
Make rounds of each bathroom twice a
day and re -stock and touch-up
Make rounds of lunch room twice a day
and wipe down counters / tables
Make rounds of records, investigations
and police admin and touch up area
Empty paper shredder in Records,
investigation and Admin by 9am daily.
Inventory paper products and fill out
supply request sheet for Public Works
Keep dumpster area clean and
organized.
Mop Walk ways in Squad Garage
Clean locker room showers floor and walls
Clean all parking stalls in squad garage
Weekly — Write Date Here
with Zamboni machine
Detail dusting / vacuuming of conference
Monthly — Write Date Here
rooms and training rooms.
Mop Floor in Large Store
Monthly — Write Date Here
Room
Sanitize/ Wipe Down the Chairs in Lunch
Monthly — Write Date Here
Dust the interior frames around exterior
Monthly — Write Date Here
windows in the work out room, main
lobby, investigations, lunch room and
squad garage
Wipe Down Mats in Defense Training Room
Monthly — Write Date Here
Dust the Tops of the Lockers in Both Locker
Monthly — Write Date Here
Rooms
Clean the Inside and Outside of the Microwave
Monthly — Write Date Here
and Stoves
Record Any Extra Tasks Below
Friday before going home please scan this sheet to Pfahey@mountpropsect.org
Place an "x" in each box on the day you completed the task
64 71
Village Hall Day Porter Weekly Task Log
Week of / /20 - / /20
Task
Mon
Tue
Wed
Thu
Fri
Day Porter Initials
Start Time
Bring in Newspapers and drop them off in proper
departments
Perform set-ups in the Community Room
Set-up / Take Down Adjudication Mtg in Board Room
Set-up / Take Down O'Hare Tech Mtg in Board Room
Wipe down all lobby doors which includes door handles
and glass
Check in with Human Service for any special
assignments.
Make rounds of each bathroom twice a day and re -stock
paper products as needed.
Clean Lunch Room twice a day and wipe down counters
/ tables, and empty garbage cans as needed
Clean community room kitchen and wipe down
counters, stove, microwave and refrigerator as needed.
Wipe down public areas of finance counters located in
the main lobby twice a day.
Assist residents with transporting items from the
building to their cars located in the parking garage.
Clean items in lending closet as instructed by Human
Service personal
Wipe down drinking fountains with sanitizer
Keep all janitorial rooms neat and organized
Clean up any spills or any emergency cleaning that may
occur during working hours.
1
1
Inventory paper products and fill out supply request —0
sheet for public works to pick up on Thursday
Fill water pitchers for meeting in board room and empty
when meeting is over.
—0
Keep dumpster area clean and organized
Dry mop and empty garbage in basement food pantry
Re -Stock copier paper as needed
Damp mop building stairwells which also includes
wiping down all handrails
Water 3 pots of flowers in front of building
Detail dusting /vacuuming of boardroom and executive
conference room.
Monthly— Write Date Here
Set-up signage for blood donor program
Monthly — Write Date Here
Run all community room utensils, dishes and board
room water pitchers through the dishwasher.
Record Any Extra Tasks Below
Monthly — Write Date Here
Finish Time
Friday before going home please scan this sheet to Pfahey@nountpropsect.org
Place an "x" in each box on the day you completed the task 72
65
EXHIBIT A
(Upon award of contract, to be attached to Cleaning Services Contract 2020-2023 as Exhibit A)
,Pro-Posal Form
Village. of Mount Prospect
Clean-linq Services Contract 2020-2023
Owner Name:C4
"ZI
Addressw,
Business Name,- M d ki M 4-0
Business Address:, 64 CT9, L,
GD n C
Home Phone-, '01lo
Business Phone",
This Business is a: ] Individual Proprietorship
❑ Joint Venture
[,] Partnership
Corporation
If applicable, give names, addresses, and dates of birth of all partners, officers or directors.
Name Address
ilko
Has the applicant, business, or member of the business ever had a
license or contract revoked, suspended or cancelled? F-1 YESNO
X1
If yes, explain in full detail on a separate sheet of paper.
Cleaning Services Contract 2020-2021
44
73
Does the business currentlyhol,d a license or have a contract with any other municipality for
service? YES No
If yes, explain in full on a separate sheet of paper. Have any complaints against the business been
filed with the Illinois Commerce Commission, the Office of the Illinois Attorney General, or any
other governmental body during the period of one year prior to the date of this proposal?
FI YES R NO
If yes, explain in full on a separate sheet of paper
Please note, the Village reserves the right to conduct its own search with the Illinois
Commerce Commission, the Illinois Attorney General, or any other governmental body, and
may take into consideration any complaints and/or pending complaints made against the
business or owner.
Services will be either full service cleaning, both inside and outside, or just outside cleaning.
In submitting this Proposal Form requesting award of the Village of Mount Prospect Cleaning
Services Contract 2020-2023, 1 hereby certify that:
I will not assign or subcontract window cleaning services for the Village without prior written
approval of the Corporate Authorities of the Village of Mount Prospect;
2. Neither 1, nor any person who will be working on my behalf, has been convicted under the
laws of Illinois or any other state of an offense which under the laws of this state would be a
felony involving the theft of property, violence to persons, or criminal damage to property.
Please note that in the case of a person whose last conviction was more than two years past,
and can demonstrate a compelling showing that he/she is nevertheless fit, such person or
operator may be approved by the Village Manager if otherwise eligible;
3. 1 it am not barred by law from contracting with the Village because of a conviction for prior
violations of either Sections 33E-3 or 33E-4 of the Illinois Criminal Code of 1965 (720 ILCS
5/33E-3 (Bid Rigging) or 720 ILCS 5/33-4 (Bid Rotating));
4. 1 am not delinquent in payment of any taxes to the Illinois Department of Revenue pursuant
to Section 11-42.1-1 of the Illinois Municipal Code (65 ILCS 5/11-42.1-1) or in any payment,
fee or tax owed to the Village;
5. 1 provide a drug free workplace pursuant to the Drug Free Workplace Act (30 ILLS 58011, et
s�};
6. 1 shall comply with Article 2 of the Illinois Human Rights Act (775 ILCS 5/2-101, et s ), and
the Rules and Regulations of the Illinois Department of Human Rights, including
establishment and maintenance of a sexual harassment policy as required by Section 2-105
of that Article and Act;
Cleaning Services Contract 2020-2023
45
7. 1 shall comply with the Americans with Disabilities Act;
8. 1 shall comply with the Illinois Public Works Employment Discrimination Act (775 ILCS 10/1
et seq.); and
9. All of the information I have provided in this Application has been truthful and given in good
faith.
I have read and understand the information provided with this Proposal Form, including the Notice
to Bidders, Instructions to Bidder, the General Conditions, the Specifications and the Cleaning
Services Contract 2020-2023, and agree to abide by the conditions set forth therein. My signature
below indicates my acceptance of all such conditions and my bid for award of the Village of Mount
Prospect Cleaning Service Contract 2020-2023.
, r
A
Phone No. E�4 --31)? Date
Bidder must use the official firm name and authorized representative must sign.
Cleaning Services Contract 2020-2023
46
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Multisystem Management Company currently leave a contract with following i-nunicipalities,-,
- Village of Carol Stream
- City of Lake Forest
- Village of Bartlett
- Village of Glencoe
- City of Elmhurst
- Village of Cary
- Village of Barrington Hills
- Village of Elk Grove Village
MULTISYSTEM MANAGEEENT COMPANY
6019 N. Milwaukee Avenue Chicago, IL 60646
76
FROM:
B31D FORM
Cleaning Services Contract 2020-2023
\j
(-J
(hereinafter called "Bidder")
TO Office of the Village Manager, 3rd Floor
50 South Emerson Street
Mount Prospect, Illinois 60056
(hereinafter called "Village" or "Village of Mount Prospect")
The bidders have familiarized themselves with the services to be performed and probable
work conditions required under this Bid affecting the cost of the performance of the
required services and with the Bid Documents which include:
Notice to Bidders
Table of Contents
Instructions for Bidders
General Conditions and Special Provisions
Specifications
Bid Form
Affidavit — Bid Certification Form
Bid Security
Bid Sheet — Cleaning Service Contract
Contract Document
Therefore, the Bidder hereby proposes to furnish all supervision, technical personnel,
labor, materials, tools, equipment, and services (including all utility and transportation
services) required to perform the required services, all in accordance with the above
listed documents.
Bidder agrees to perform all of the required services and provide the equipment and
materials described in the Bid Documents, asfollows:
Bidder has bid on all items and has provided a price for all requested services.
The Bidder acknowledges it understands all the requested services for which it has
submitted a bid.
The Bidder will complete and provide all labor, equipment, materials and mobilization(if
applicable) to perform the required services as incidental to the fixed item price for each
item proposed.
In submitting this bid, the Bidder understands that the Village reserves the right to add to
or subtract from the estimated quantities.
Cleaning Services Contract 2020-2023
47
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The Village intends to award one (1) contract (if at all) for the items bid. If written notice
of award of this bid is mailed, emailed or otherwise delivered to the Bidder at any time
before this bid is withdrawn, the Bidder agrees to execute and deliver the contract in the
prescribed form and furnish payment and performance bonds, or letter of credit, and the
insurance certificates required by the Bid Documents to the Village within ten (10)
business days after receipt.
The Bidder, and as successful bidder/contractor upon award of the contract, understands
and agrees to the following:
1) The contractor agrees to provide all required services and items and material to the
Village as noted in the Bid Documents and comply with the requirements of the Bid
Documents.
2) The contractor agrees to comply with all applicable federal and state laws, rules and
regulations, and county and municipal ordinances, as described in the General
Conditions.
All Addenda pertaining to this project shall be acknowledged by the Bidder in the spaces
provided below:
Addendum No. AddendurnPate Acknowledgement by Bidder or Authorized Date
Representative Acknowledqt_,
Failure to acknowledge receipt, as provided above, may be considered sufficient grounds
for disqualification of the bidder and rejection of his/her bid submittal. A record of all
Addenda and copies of same will be available to all qualified bidders from the Village
of Mount Prospect Public Works Department, 1700 West Central Road, Mount Prospect,
Illinois two (2) days prior to the letting. It shall be the Bidder's responsibility to become
fully advised of all Addenda prior to submitting its bid.
Upon award of the contract, the Village will send Notice of Award to the successful
Bidder, the Bidder must then execute the contract and provide the required bonds or
letter of credit and certificate of insurance to the Village within ten (10) business days.
The Village will then issue a written Notice to Proceed. Failure to complete the work in
the designated time frame may result in the Director of Public Works withholding
compensation due the contractor for failure to complete the said work in the designated
time frame, calling the bonds, or taking such other action as may be available.
t A,(check4
SerLO ,%, 1rity in the sum of ten (10%) percent of the amount bid in form of one),
V Bid Bond Certified Check Bank Cashier's Check
is attached hereto in accordance with the "Instructions for Bidders".
Cleaning Services Contract 2020-2023
W
W
This Bid Submittal contains the following:
1) Bid Form
2) Affidavit — Bid Certification Form
3) Bid Security
4) BID SHEET(S) — Cleaning Services Contract 2020-2023
Respectfully submitted:
Name of Firm/Bidder:1- Ail& Q0 ke C/0 Y 19 >94) 11
By:
(Signature)
Title, -
Date:, It 2'', 'Lo'
. .........
.......... (74
Contact Information:,
ZTZ=-
a
Telephone: 23� S --- C+I-y — - - -------------- 12
ONE (1) SIGNED COPY OF THIS BID FORM AND BID SHEETS (Pages 47-54) ALONG WITH THE
AFFIDAVIT — BID CERTIFICATION FORM, AND BID SECURITY SHALL BE SUBMITTED IN A SEALED
MARKED ENVELOPE.
Cleaning Services Contract 2020-2023
49
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Bidder: 0--�
Company/Firm Name,,,
Lq o -f
Address: fb
Li2 Lei-, O -Ju
........................ .
As a condition of entering into a contract with the Village of Mount Prospect, and under
10
oath and penalty of perjury, and possible termination of contract rights and debarment,
the undersigned,— V,�, 4
being first duly, sworn on oath
deposes and states that he or she is C;
(sole owner, p,artnerl joint, ventured, President, Secretary, etc.) of
Q\1 f1i
11111111MO2 M411101 1410,91- 4 - °land has the authority to make all
(Name of Company)
certifications required by this affidavit'.
Section I Non&o.
-11,11i
,ugon
The undersigned certifies that this bid is genuine and not collusive or a sham, that said
bidder has not colluded, conspired, connived or agreed, directly or indirectly, with any
bidder or person, to put in a sham bid or to refrain from bidding, and has not in any
manner, directly or indirectly, sought by agreement or collusion, or communication or
conference with any person, to fix the bid price element of this bid, or of that of any other
bidder, or to secure any advantage against any other bidder or any person interested in
the proposed contract.
Section 11 ajid Ri1ctgJ13,Q,,a;n.d Hotali,nIg
The undersigned further states that 4�' tQ"A
(Name of Company)
is not barred from bidding or contracting as a result of a conviction for violations of state
laws prohibiting bid rigging or bid rotating or any similar offense of any state of the
United States, as provided in Sections 33E-3 and 33E-4 of the Illinois Criminal Code,
720 ILCS 5/33E-3, 33E-4.
Section I I I 12,Eua Fir ee-figtholace
The undersigned further states that 11LA/ C --r 4ZI6 COR106+"
(Name of Company)
provides a drug free workplace pursuant to the Drug Free Workplace Act, 30 ILCS 580/1,
et seq., and has, to the extent not covered by a collective bargaining agreement that
deals with the subject of the Substance Abuse Prevention in Public Works Projects Act,
820 ILC, 265/1 et seq., a substance abuse prevention program that meets or exceeds
these requirements of that Act.
Section IVATIK Ram"
The undersigned further states that�1�M /&I�M�'•is
(Name of Company)
Cleaning Services Contract 2020-2023
a
0
not delinquent in payment of any taxes to the Illinois Department of Revenue, in
accordance with Illinois Compiled Statues, 65 ILCS 5/11-42.1. The undersigned
understands that making a false statement regarding delinquency in taxes is a Class A
Misdemeanor and, in addition, voids the contract and allows the municipality to recover
all amounts paid to the individual or entity under the contract in civil action.
Section V
Pursuant to Section 2-105(A) of the Illinois Human Rights Act, 775 ILCS 5/2-105 (A},
every party to a public contract must:
"Have written sexual harassment policies that shall include, at a minimum, the following
information: (1) the illegality of sexual harassment; (11) the definition of sexual
harassment under State law; (111) a description of sexual harassment, utilizing examples;
(IV) the vendor's internal complaint process including penalties; (V) the legal recourse,
investigative and complaint process available through the Department (of Human Rights)
and the Commission (Human Rights Commission); (VI) directions on how to contact
the Department and Commission; and (VII) protection against retaliation as provided
by Section 6-101 of the Act. (Illinois Human Rights Act). 71
A "public contract" includes: ... every contract to which the State, any of its political
subdivisions or any municipal corporation is a party." 775 ILCS 5/1-103 (M)(2002),
The undersigned further states that IWLnt�`q as,
(Name of Company)
a written sexual harassment policy in place in full compliance with 775 ILCS 5/2-105 (A)
(4).
It is expressly understood the foregoing statements and representations and promises
are made as a condition to the right of the bidder to receive payment under any award
made under the terms and provisions of this bid.
The undersigned certifies that all information contained in this Affidavit is true and
correct.
Signed by:
Name Printed:
Signature
Signed and sworn to before me this
My commission expilres,:
0 /1
1A,4
Notarv, Publicl-
ZENON ORLINSKI
official Seal
Notary Public - State of Illinois
My corlirnission Expires Jul 12, 2021
Cleaning Services Contract 2020-2023
Title:
.4,
2� day offfiNNOW-, �) L,Li t 2020.
51
%I
Included with this bid is a bank cashier's check, certified check or bid bond in the
amount of being ten percent (10%) of the �total amount
b i d by,; the bidder,
- I in favor of the Viflage of Mount
Prospect. It is hereby agreed that, should bidder be awarded the contract for services
contemplated under this bid and fail or refuse to execute a contract for the performance
of said services, or to provide the required payment and performance bonds, or letter of
credit, and certificate of insurance, then this security, in the amount stipulated above,
shall be forfeited and may be retained by the Village of Mount Prospect as liquidated
damages and not as a penalty. All bids to remain firm for a period of ninety (90) days
after bid opening date.
SUBMITTED DAYOF
V......................
SEAL (if corporation)
(4) fi� Fj�", anri�u�c'c'� GOVtrc,..
Bidder:
M 1L4
A C�
C ),, L.,
Bidder's Agent and Agent's Title
IhL O-Kic) c -A
L4
T"Itle"Ci
Note: If bidder is a partnership, the bid must be signed by at least two of the partners.
Note: If bidder is a corporation, the bid must be signed by an authorized officer of the
corporation, attested and sealed by the secretary or other authorized officer.
If a corporation, note here the state of incorporation:
Incorporated under the laws of the State of 0
Cleaning Services Contract 2020-2023
52
M
Cleaning Services Contract 2020-2023
The undersigned herewith submits a bid on Cleaning Services Contract 2020-2023 in
accordance with the attached documents. All bids are to be delivered to the office of
the Village Manager at 50 South Emerson Street 3rd Floor, Mount Prospect, Illinois,
60056, prior to 1:00pm on July 6, 2020.
SCHEDULE, OF PRICES
.,.I
We will perform the service as outlined on the Task Schedule sheets for
sums as follows:
......... .
August 1, 2020
�U
January I —
January 1 —
Village of Mount Prospect Building
Pricing
-
December 31
December 31
December 31
2021
2022
2023
Village Hall Night Cleaning & Floor Care
Price per-
Month
$
(A$
6G�
$
Village Hall Day Porter
Price p
per
Month
$
2--
$2
6 �Li
$
?
Police Headquarters Night Cleaning &
Floor Care
Price per
Month
�q 7
$
-?f
$
2( 9 �-.5
Police Headquarters Day Porter
Price per
Month
$
L Z6?
$
2' Lc�-
$
004
Fire Headquarters Night Cleaning & Floor
Price per
$
$
13
Care
Month
Railroad Depot Night Cleaning & Floor
Care
Price per
$
C, c(q
Month
Fire Station 12 Floor Care
.....................
Price per
Month
$
� p
$
4 �
�
�`'i �
Fire Station 14 Floor Care
Price per
Month
$
2o
$
Zo
$
20
Public Works Night Cleaning & Floor Care
Price per
Month--
$
$
.
$
.... . ....
1720 Central Road (EOC) Night Cleaning
Price per
$
--7
3
.
$
......
$
� Z
(Price 2 Night Cleaning per week)
Month
I
1720 Central Road (EOC) Floor Care
....... .......................�
Price per
Month
$
.20
$
I$
20
Community C-o-n-n-e--dfi-o'ns Center Night - — ---------------
Cleaninq& Floor Care
Price per
Month
$
$
� �
�
�� J
Roving Day Porter
Price per
Month
$���
$
Lx
.................. ........................
$
Z �2�'
T otal pe
-r Month
. ......... . ....
r $
I'
$
2--3
0�
53
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e2 qa
Submitted this day of
rwil mom 92020.
Zl
Mark outside of envelope,- an
"Cl;)e,, ServIc
,lin,g es, Contract,2020-2023," and
deliver to, the V1141age Manager's Office at 50 South Emerson Stree't 3dFloor
� 0 y
Mount Prospect, 1111nois, 60056by 1 *00 p,.m., Mon,day, July 6,,20,20.
CoL7;1U('Xv Gu
Name of
Company/Firm
Address of Company/Firm
By:►,�-�� ��
IN IN IN IN IN IN
Phone: ? L
Date submitted
2020
Also note any exceptions to th"Ile specifications.
----------------
IMP
/I
MM_
COMPANY OWNER
6P A
all L,
ADDRESSCITY, STATE, ZlPV PHONE #
SkG4'ATURE
CSA YE-1-
Ot,
e.: All bids to remain firm for thirty (90) days. Be sure to mark the outside of the
envelope, "Sealed Bid for Cleaning Services Contract 2020-2023.01
54
01
Price per
8/1/20 - 12/31/21
1/1/22 - 12/31/22
-;/3Z1/22
1/1,
1/1/23 12/31/23
Library Base Bid 1
Month
112,
" e3
Library Option A
Underground Parking Structure
-.Month
Price per
$
$
------
$
Library Option B
Quarterly Carpet Cleaning
...........
Price per
Month
$
$
$ to
Library Option C
Bi -Monthly Window Cleaning
. . . . ...... . ......
Price"per
Month
$ 2,oc)
$ zo o
$
e2 qa
Submitted this day of
rwil mom 92020.
Zl
Mark outside of envelope,- an
"Cl;)e,, ServIc
,lin,g es, Contract,2020-2023," and
deliver to, the V1141age Manager's Office at 50 South Emerson Stree't 3dFloor
� 0 y
Mount Prospect, 1111nois, 60056by 1 *00 p,.m., Mon,day, July 6,,20,20.
CoL7;1U('Xv Gu
Name of
Company/Firm
Address of Company/Firm
By:►,�-�� ��
IN IN IN IN IN IN
Phone: ? L
Date submitted
2020
Also note any exceptions to th"Ile specifications.
----------------
IMP
/I
MM_
COMPANY OWNER
6P A
all L,
ADDRESSCITY, STATE, ZlPV PHONE #
SkG4'ATURE
CSA YE-1-
Ot,
e.: All bids to remain firm for thirty (90) days. Be sure to mark the outside of the
envelope, "Sealed Bid for Cleaning Services Contract 2020-2023.01
54
01
Village of Mount Prospect
Cleaning Services Contract 2020-2023
THIS AGREEMENT (hereinafter the "Contract") is entered into by and between
the Village of Mount Prospect, an Illinois home rule municipality (hereinafter the
"Village"), and and located
at
, Illinois, (hereinafter the "Contractor").
1. GENERAL As stated in the bid document.
2. SPECIFICATIONS As stated in the bid document.
3. CONTRACTOR RESPONSIBILITY FOR PROPERTY/HOLD HARMLESS
Contractor agrees to defend and hold harmless the Village from and against
all demands, claims, suits, costs, expenses, damages and adjustments
based upon any infringement of any patent relating to goods specified in the
contract, and on account of the Village's use of any copyrighted or
uncopyrighted, composition, trade secrets, secret process,
proprietary rights, patented of unpatented invention, appliance article or
furnished or used under the proposal Specifications.
4. ADHERENCE TO LAWS
Employees and agents of Contractor shall obey all federal, state, county
and municipal laws and ordinances during the execution of their duties
under this Contract. The existence of this Contract does not exempt such
individuals from compliance with such laws or ordinances, nor does it convey
any special rights or privileges upon those individuals.
Contractor shall meet all applicable licensing requirements of theVillage
In addition, Contractor is required to comply with all federal, state, county
and municipal laws and ordinances, including thefollowing.-
a. Provide a drug free workplace pursuant to the Illinois Drug Free
Workplace Act (30 ILCS 580/1, et seq.);
b. Comply with the Illinois Public Works Employment Discrimination Act
(775 ILLS 10/1 et seq.);
C. Comply with Article 2 of the Illinois Human Rights Act (775 ILLS 5/2-
101, et se 1.), and the Rules and Regulations of the Illinois Department
of Human Rights, including establishment and maintenance of a sexual
55
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harassment policy as required by Section 2105 of that Article and Act;
d. Comply with the Americans with Disabilities Act; and
e. Comply with the provisions of the EQUAL EMPLOYMENT
OPPORTUNITY CLAUSE required by the Illinois Department of Human
Rights as a material term of all public contracts, which states as follows:
Title 44, Part 750, Section 750, APPENDIX A , Illinois Administrative Code,
Equal Employment Opportunity Clause
EQUAL EMPLOYMENT OPPORTUNITY
In the event of contractor's non-compliance with the provisions of this Equal
Employment Opportunity Clause, the Illinois Human Rights Act or the Rules and
Regulations of the Illinois Department of Human Rights ("Department"), contractor
may be declared ineligible for future contracts or subcontracts with the State of
Illinois or any of its political subdivisions or municipal corporations, and the
contract may be cancelled or voided in whole or in part, and such other
sanctions or penalties may be imposed or remedies invoked as provided by statute
or regulation. During the performance of this contract, the contractor agrees as
follows:
1 ) That it will not discriminate against any employee or applicant for
employment because of race, color, religion, sex, marital status, national origin or
ancestry, age, physical or mental handicap unrelated to ability, or an unfavorable
discharge from military service; and further thatit will examine all job classifications
to determine if minority persons or women are underutilized and will take
appropriate affirmative action to rectify any such underutilization.
2) That, if it hires additional employees in order to perform this contract or
any portion thereof, it will determine the availability (in accordance with the
Department's Rules) of minorities and women in the area(s) from which it may
reasonably recruit and it will hire for each job classification for which employees
are hired in such a way that minorities and women are not underutilized.
3) That, in all solicitations or advertisements for employees placed by it or
on its behalf, it will state that all applicants will be afforded equal opportunity
without discrimination because of race, color, religion, sex, marital status, national
origin or ancestry, age, physical or mental handicap unrelated to ability, or an
unfavorable discharge from military service.
4) That it will send to each labor organization or representative of workers
with which it has or is bound by a collective bargaining or other agreement or
understanding, a notice advising such labor organization or representative of the
contractor's obligations under the Illinois Human Rights Act and the Department's
Rules. If any such labor organization or representative fails or refuses to cooperate
with the contractor in its efforts to comply with such Act and Rules, the contractor
will promptly so notify the Department and the contracting agency and will recruit
employees from other sources when necessary to fulfill its obligations thereunder.
M16
0
5) That it will submit reports as required by the Department's Rules, furnish
all relevant information as may from time to time be requested by Department or
the contracting agency, and in all respects comply with the Illinois Human Rights
Act and the Department's Rules.
6) That it will permit access to all relevant books, records, accounts and work
sites by personnel of the contracting agency and the Department for purposes of
investigation to ascertain compliance with the Illinois Human Rights Act and the
Department's Rules.
7) That it will include verbatim or by reference the provisions of this clause in
every subcontract it awards under which any portion of the contract obligations
are undertaken or assumed, so that such provisions will be binding upon such
subcontractor. In the same manner as with other provisions of this contract, the
contractor will be liable for compliance with applicable provisions of this clause by
such subcontractors; and further it will promptly notify the contracting agency and
the Department in the event any subcontractor fails or refuses to comply
therewith. In addition, the contractor will not utilize any subcontractor declared
by the Illinois Human Rights Commission to be ineligible for contracts or
subcontracts with the State of Illinois or any of its political subdivisions or
municipal corporations.
With respect to the two types of subcontracts referred to under paragraph 7 of
the Equal Employment Opportunity Clause above, following is an excerpt of
Section 750.30 of the Department of Human Right's Rules and Regulations for
Public Contracts:
Title 44, Part 750, Section 750.300 Illinois Administrative Code,
Subcontracts
Each public contractor and subcontractor shall in turn include the Equal
Employment Opportunity Clause set forth in Appendix A of this Part in each of its
subcontracts under which any portion of the contract obligations are undertaken
or assumed, said inclusion to be either verbatim or by reference so that the
provisions of the clause will be binding upon such subcontractors.
5. FEE SCHEDULE
The charges to be assessed by Contractor under this Contract are set forth in
the fee schedule contained in Exhibit A.
6. LOG BOOKRECORDs & REPORTS REQUIRED
The Contractor shall provide the Village with a written status report on its
provision of services required by the Contract. This report shall be due before
the tenth day of the following month.
7. METHODS OF PAYMENT
Payment under the Contract will be made in accordance with the Illinois
Local Government Prompt Payment Act, 50 ILLS 505/1 etseq.
57
M
8. HOLD HARMLE'SS AGREEMENT (CONTRACTUAL LIABILITY)
Contractor assumes full responsibility for the acts and omissions of its
employees and agents while engaged in performing services under the
Contract. Contractor agrees, to the greatest extent permitted by Illinois law, to
protect, indemnify, save and hold forever harmless the Village, its officers,
appointed and elected officials, Mayor and Board of Trustees, employees,
volunteers, attorneys and agents from and against any and all liabilities,
obligations, claims, losses, damages, penalties, and costs and expenses
resulting from any suit, claim, demand, judgment, or cause of action initiated
by any person, including Contractor and its officers, officials, employees,
subcontractors, volunteers and agents, arising out of, connected with, or in
any way associated with the performance of services covered by this Contract
or the equipment used in connection therewith.
9. CONTRACTOR'S L]ABILITYINS URANCE
Contractor shall not commence with theperformance of services under this
Contract until it has obtained all insurance required hereunder and such
insurance has been approved by the Village. Certificates of such insurance
shall be filed with the Village prior to commencing work. Additionally,
Contractor will provide the Village with a letter from the insurance carrier that
the Village will be notified within thirty (30) days of the pending cancellation of
any policy relating to this Contract.
Each insurance company shall be subject to approval by the Village, and
the respective policies shall name the Village as an additional named insured.
Approval of the insurance by the Village shall not relieve or decrease the
liability of Contractor hereunder. Such insurance is primary and in no event will
be considered contributory to any insurance purchased by the Village. Such
insurance will not be canceled, reduced, or materially changed without
providing the Village thirty (30) days advance written notice, via certified mail.
Contractor shall maintain all insurance required under subsections a through h
of this Section for not less than one (1) year after completion of this contract.
10. CONTRACT TERMINATION
The Village and Contractor reserve the right to terminate the Contract at any
time upon ten (10) days advance written notice to the other party. In addition
to the provisions set forth in Section General conditions (A,6) for immediate
termination, failure of Contractor to perform any aspect of this Contract properly
and/or to provide proper treatment to the general public, in the sole discretion
of the Village, is cause for immediate termination of the Contract without prior
notice.
LENGTH OF CONTRACT
MA
This Contract shall be in effect beginning August 1, 2020, and shall remain
in effect until December 31, 2023, unless terminated by either party under
the conditions specified in Section 10, Contract Termination. Upon satisfactory
completion of the initial three (3) year term of the contract the Contract may be
extended for up to two (2) additional one year terms beyond the original
termination date by mutual, written agreement between the Village and the
58
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Contractor. The Contractor must agree to hold their prices at the same rate as
the previous year. The Village reserves the right to re -bid the contract at the
end of any contract period.
12. COMPLIANCE WITH FREEDOM OF INFORMATION ACT REQUEST
The Illinois Freedom of Information Act {FOIA), 5 ILCS, 140/1 et seq., applies
to public records in the possession of a party with whom the Village has
contracted. The Village will have only a very short period of time from
receipt of a FOIA request to comply with the request, and there is a significant
amount of work required to process a request including collating and reviewing
the information.
Contractor acknowledges the requirements of FOIA and agrees to comply with
all requests made by the Village for public records (as that term is defined by
Section 2(c) of FOIA) in its possession and to provide the requested public
records to the Village within two (2) business days of the request being made
by the Village. Contractor agrees to indemnify and hold harmless the Village
from all claims, costs, penalty, losses and injuries (including but not limited to,
attorney's fees, other professional fees, court costs and/or arbitration or other
dispute resolution costs) arising out of or relating to its failure to provide
the public records to the Village under this Contract.
13. Contractor shall not assign this Contract or any part thereof without the
prior written consent of the Village. Approval, if any, for such assignment shall
be made by the Corporate Authorities of the Village. This Agreement shall b e
binding upon and inure to the benefit of the parties hereto and their
respective assigns, legal representatives and successors in interest.
14. GOVERNING LAW
This Contract shall be governed by and construed in accordance with the laws
of the State of Illinois and applicable federal law. Venue shall only be proper
in a court of competent jurisdiction located within the County of Cook, Illinois.
150, SEVERABILITY
The invalidity or unenforceability of one or more of the terms orprovisions
contained in this Contract shall not affect the validity or enforceability of the
remaining terms and provisions of this Contract so long as the material
purposes of this contract can be determined and effectuated.
16. INTERPRETATION
Any headings of the Contract are for convenience of reference only and do
not define or limit the provisions thereof. Words of gender shall be deemed
and construed to include correlative words of other genders. Words importing
the singular shall include the plural and vice versa, unless the context shall
otherwise indicate. All references to any person or entity shall be deemed to
include any person or entity succeeding to the rights, duties and obligations of
such person or entity succeeding to the rights, duties and obligations of such
person or entity in accordance with the terms and conditions of the Contract.
17. WAIVER OF BREACH
59
M
If either party waives a breach of any provision of this Contract by the other
party, that waiver will not operate or be construed as a waiver of any
subsequent breach by either party or prevent either party from enforcing such
provisions.
18. MERGER - AMENDMENT
This Contract sets forth the entire understanding of theparties relative to
the subject hereof and supersedes any and all prior agreements, express or
implied, oral or written. No amendment or modification of this Contract shall be
effective unless reduced to writing and executed by the parties.
19. COUNTERPARTS
This Contract may be executed in several counterparts each of which shall be
an original and all of which shall constitute but one and the same instrument.
20. EFFECTIVE DATE
The Effective Date of this Contract shall be the date executed by the
Village President, and attested by the Village Clerk.
In Witness thereof, the said parties have executed and signed this
contract on 2020.
Attest:
Karen Agoranos, Village Clerk
Attest.
Secretary
(Corporate Seal)
VILLAGE OF MOUNT PROSPECT, an
Illinois Municipal Corporation
BY -
All
a
a
r�w
Rr4
Roving Day Porter Daily Work Log
Week of / /20 w / /20
11H
Littler Pick the Entire Interior & Exterior of Garage
Wipe Down Elevator Lobby Doors / Glass and ffx-te'rior of
Elevator Cab Doors / Buttons on Each Floor
Wipe, Down the Interior of the Elevator Cab
Check all Garbage Cans and Empty has Needed
Remove any Leaves / Debris
Clean Up any Spills or Stains
Time Started
Littler Pick the Entire Interior & Exterior of Garage
W17P ... Down Elevator Lobby Doors / Glass and Exterior of
Elevator Cab Doors / Buttons on Each Floor
Wipe Down the Interior of the Elevator Cab
Check all Garbage Cans and Empty has Needed
...........
Remove any Leaves / Debris
Clean Up any Spills or Stains
Littler Pick Busse Park (Corner of Busse/Emerson)
Time Finished
Empty All Garbage Cans
Clean the Bathroom and Report Writing Area
�rvrvrvrvrvrvrvrvrvrvrvrvrvrvrvryMop the Floor and Stairs
Wipe Down the Tables and Chairs
Time Finished
q (A,If ter 9,36 HI-11ILY-P � _t__
Time Started
Empty Garbage Cans Inside and Outside
Blow off the Brick Platform along the Depot
Clean the Waiting Area and Bathrooms
Clean up the Dumpster Area
Time Finished
Time Started
Wipe Down Front Lobby Main Doors and Elevator
Check / Change All the Exterior Garbage Cans
Check Bathrooms on L . L ..a--n"-'d 1 st Floor in Public Area
- ----- -- --------- . ... .. .....
Empty Garbage & Wipe Down Counters in Admin Break Room
..... ..... . .......... —
Dry Mop / Dust Stairwell to Lower Level
Time Finished
a in any extra joos ana nours It TOOK To Compete
II
0
P;o11*'0C_. H'eadquarters
Day Porter Weekly Task,
Day Porter Initials
Walk squad garage and pick up any garbage
and run Zamboni in aisles
Wipe Down Main Lobby Doors and Main
Lobby Desk and Furniture
Wipe Down Booking Room / Cell Area as
Nleeded'fAf�ter 9am
. ..............
Clean �Roll C_a'1 -I / Locker Rooms /Lunch Room
Area
Littler Pick Grounds & Check / Change
garbage on exterior of Building and Squad
Gara� e
Set-up tables / chairs in training room as
requested for meetings. Wipe Down Area
Clean Wash / Dryer Room, wipe down
counters and floor, remove garbage
Make rounds of each bathroom twice a
day and re -stock and touch-up
Make rounds of lunch room twice a day
a n d rrvidown counters /tables
Make rounds of records, investigations
andLporiqe admin and touch u arca
Empty paper shredder in Records,
inve "tation and Admin Pam dqlly.
Inventory paper products and fill out
su l r est sheet for Public Works
Keep dumpster area clean and
oma.nized,,,
Mop Walk wa,Y§ S yad Gara
q
Clean locker room showers floor and walls
Clean all parking stalls in squad garage
with Zamboni machine
Detail dusting / vacuuming of conference
rooms and training rooms,
Mop Floor in Large Store
Room
......................... . . ........
Sanitize/ Wipe Down the Chairs in Lunch
Dust the interior frames around exterior
windows in the work out room, main
Weekly — Write Date Here
Monthly — Write Date Here
Monthly — Write Date Here
Mon th!y — Write Date Here
Monthly — Write Date Here
1i
Vl!'I'la,ge Hal',l Day Port'er Weekl,y Task Log,
Aft L
W'eekl' of /21W /20
Day Porter Initials
Start Time
Bring in Newspapers and drop them off in proper
eDartment's,
....... .. . . . ......
Perform set -y in the Commune Doom
............... e ............ -t - —up ............... "/ Take Down Adjudication ]VItg in Board Roo"m
Set-u,p_,/ Take Down O'Hare Tech Mtg in Board Room
Wipe down all lobby doors which includes door handles
and _glass
......................... ..........
Check in with Human Service for any special
asst, nments.
Make rounds of each bathroom twice a day and re -stock
ir)aoer roducts as needed.
Clean Lunch Room twice a day and wipe down counters
/ tables, and ern t rb cans as needed
Clean community room kitchen and wipe down
counters,, stove, microwave and refrigerator as needed.
Wipe down public areas of finance counters located in
the main lobby twice a dlay.
Assist residents with transporting items from the
building to their cars located in the pa rki n.
. -garag....
Clean items in lending closet as instructed by Human
Service personal
Wj,,pe down drinkingfountains with sanitizes
Kee,p,,all'torial rooms neat and or
jani nize%.A
rvrvrvrvry
Clean up any spills or any emergency cleaning that may----
occur durin I workinq ours.
Inventory paper products and fill out supply request
—sheet fo �public works to ickupon Thursda
Fill water pitchers for meeting in board room and empty
when meetingjs over.
K�e
d ster area clean and an ize., d
Dry mo and empt arbage in basement food pa.nt�y
Re -stock ._qopa
jpj"_tr.as needed
Damp mop building stairwells which also includes
0 *
wimina down all handrails,
Water 3_pqjof flowers in front of buiLq09._
Detail dusting / vacuuming of board room and executive
conference room.
--- - ---- - - – ---------- ----
gna blood donor 1, rogram
S ��u ". ®1sin — . .........
Run all community room utensils, dishes and board
room water pitchers throuqqh the dishwasher.,
Monthly – Write Date Here
Monthly – Write Date Here
- -
-----------------
Monthly – Write Date Here
95
I
I
11, — Ie 0eta ca'rol stre
505 North Ave. Carol Stream,, 11
I Contact: Rick Lescher
Glenbrool< High Sch
wol, Dis. 225
3801 W. Lake Ave., Glenview
Contact: Lisa Wall.
6
800 North Field Dr
Contact: James Lockefeer
Ph: 847-810-3542
City of Elmhurst
209 N York St.
11 Elmhurst, 1160126
Contact.- Larry Paruszkiewic:4
villc
228 S. Main St.
Contact.- Sam Hughes
Ph: 630-540-5915
a 375 Flo
...........
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QUALITY ASSURANCE
Multisystem Management Company is recognized service provider in the Janitorial and
Housekeeping Service Industry. Quality Assurance Programs have been established by MMC to
ensure all janitorial and custodial services are provided in a professional, objective and realistic
manner. Systematic inspection practices are used to measure performance against client
requirements and to continually improve on levels of service for our clients.
MMC prepares a customized Quality Assurance Plan for each of our clients. The Plan includes
procedures, methods and frequency for all required housekeeping tasks. Quality Standards
defines the expected results to be achieved from the performance of the task.
Heatffi wild'Saf,ely er2qLam
MMC informs all of its workers about hazard information as it is received from our suppliers.
This includes MSIDS information as well as products bulletins and other information.
As we become aware of published information from government, industry and trade
associations we ensure our employee are aware of this information.
Through our Safety Committee, we do follow up to ensure our workers have understood their
training and information sessions. This includes review and monitoring of reported incidents and
recommendation for additional training where the Committee determines it is required.
Our Health and Safety Program is reviewed annually in consultation with our Safety Committee.
Safe Wo,rk,, Procedures
Safe Work Procedures describe what employee should do to protect their health and safety
when performing a specific task.
MULTISYSTEM MANAGEMENT COMPANY
6019 N. Milwaukee Avenue Chicago, IL 60646
All jobs have standard operating procedures. These procedures include the following where
applicable: Type of Personal Protective Equipment; Emergency evacuation; Electrical safety
procedure; Materials handling and use; Safe operation of equipment.
Work 0 W
Place Hazardou's fnform,afion, Svste,mTra*ining.1
& MIonitoflng
All our employees and supervisors are thoroughly trained on a regular basis with reference to
the dos and don'ts of the product they use. All training is supervised by our Safety Director.
Training
Our personnel undergo in-depth interviews and are carefully screened for character,
temperament and dedication. Only those with satisfactory work history will be considered for
employment. MMC believes that employee training is one of the most important ingredients in
high quality, efficient and cost effective cleaning program. To achieve this all hourly personnel
will complete an extensive training program prior to being assigned to your account. This
program will act as a refresher course for experienced personnel.
Uniforms
Our personnel are neatly attired at all times in matching work shirt and work pants. A MMC
Identification Badge is worn on the uniform to clearly identify each individual.
Code of Ethics
We at MMC do not tolerate any discrimination of any kind. Our people are trained in human
behavior, sexual harassment and the respect of all employees.
MULTISYSTEM MANAGEMFNT COMPANY
� I ` 'J
6019 N. Milwaukee Avenue Chicago,, IL 60646
121