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Home My WebLink About11/19/2024 Motion to reject the two (2) lowest-cost bids for Custodial Cleaning Services as non-responsive to the bid documents and award a contract to Multi-Systems Management for a cost not to exceed $226,069Item Cover Page Subject Motion to reject the two (2) lowest -cost bids for custodial Cleaning Services as non-responsive to the bid documents and award a contract to Multi -systems Management for a cost not to exceed $226.,069. Meeting Fiscal Impact (Y/N) Dollar Amount Budget Source Category Type Information November 1 0, 2024 - REGULAR MEETING OF THE MOUNT PROSPECT VILLAGE BOARD Y $226,069.00 General Fund VILLAGE MANAGER'S REPORT Action Item The proposed contract provides for custodial services at all Village -owned public facilities. To ensure sustainable public facilities, the Village has engaged in custodial service contract to maintain such facilities consistent with established goals and objectives. This contract was most recently held by Multi -Systems of Chicago, Illinois. The contract was approved by the Village Board on July 21, 2020, and is due to expire on December 31, 2024. To acquire a new contract for custodial services, detailed bid specifications were prepared by staff that included a requirement to provide references for work performed for other public agencies. A mandatory pre-bid meeting and building walk-thru was held on October 16, 2024. 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 Station 13 (headquarters), community Connection Center, Emergency Operations Center, Emerson Street Parking Deck, and the Maple Street Parking Deck. The Village Hall and Police Headquarters require afull-time day porter service position. All other buildings are cleaned in the early evening and/or overnight. Included in the scope of work is a "Roving Day Poter" position. The roving day porter will perform day cleaning services at the Train Station, Fire Headquarters, Police south reporting writing area (lower level of Fire Sation 12), both parking decks, and the Edwin and Elsie Meyn- B u sse Park. The specifications also include an alternate bid for cleaning the Mount Prospect Public Library. If the library finds the alternate bid to be favorable, the library will award a separate contract for those services. The library will pay the contractor directly for the cleaning services as defined in the alternate bid. Please note that the costs for the library are not included in the bid tabulations below. BID RESULTS: The following six (6) bids were publicly opened on October 21, 2024, at 1:00 p.m., at the Village Hall. The results are tabulated below: Bidder Name Year 1 Total Year 2 Total Year 3 Total Total Contract PCSI $200,016 $204,751.20 $209,815.80 $614,583 Chi -Town Cleaning $199,920 $207,912 $216,240 $624,072 Multi -Systems Management $205,536 $209,688 $213,912 $629,136 Crystal Maintenance $214,140 $214,140 $214,140 $642,420 Eco Clean $227,976 $227,976 $227,976 $683,928 Bravo Services $249,600 $249,600 $264,000 $763,200 Dinminnian The two lowest -cost bidders were PCSI of Chicago,. IL, and Chi -Town Cleaning of Chicago IL. Reference checks for these two companies indicated that they have inadequate experience with contracts the size and length of our proposed contract. Specifically, PCSI's largest contract for a public agency was only $50,000 annually and Chi - Town's largest contract for a public agency was only $24,000 annually. Additionally, staff's contact with the provided references revealed that the cleaning services rendered by PCSI for a public agency were limited to a single municipal facility. Similar services rendered by Chi -town were limited to 1-3 days per week and/or daily service on a seasonal (summer) basis. Staff contacted both firms' principals and requested additional work references. Neither firm was able to comply. Staff determined that the two lowest -cost bidders did not demonstrate sufficient experience and resources necessary to facilitate the terms and conditions of the contract. Both firms have been advised the same. Staff determined that the third -lowest bidder, Multi -System Management of Chicago IL, was the lowest competent bidder. Multi -Systems has performed work for the Village for the past four years and their performance has met expectations. Staff met with Multi -System principals to confirm their understanding of the contract requirements and Village expectations. They have confirmed their understanding and are committed to meeting all requirements. Staff is confident the firm can perform the requisite work at the bid prices indicated. Staff is requesting a 10% contingency ($20,,553 for Year 1 and $20,968 for Year 2 as well as $21,391 in Year 3) to address any unscheduled work and/or special events that do not correspond to the planned cleaning services contract. A 10% contingency would bring the total award to $226,069 for years ($205,536 base cost + $20,553 contingency), total award to $230,656 for year 2 ($209,688 base cost + $20'F968 contingency) and the award increase for year 3 to $235,303 ($213,912 base cost + $21,391 contingency). Alternatives 1. Reject the two lowest cost bids as non-responsive and award a contract to Multi - Systems Management. 2. Action at the discretion of the Village Board. Staff Recommendation Staff recommends that the Village Board reject the two lowest -cost bids as non-responsive to the bid documents and accept the lowest cost, competent, bid received for the cleaning Services Contract submitted by Multi -Systems Management of Chicago, Illinois for a not -to - exceed amount of $226,,069 for year 1, $230,656 for year 2, and $235,303 for year 3. Sufficient funds have been requested in the proposed 2025 budget. Expenditures in future years will be limited to amounts allocated in future budgets. Staff also recommends that the Village Board authorize staff to extend the contract for two, one-year terms if both the Village and the contractor agree. Attachments 1. Cleaning Services Contract 2025-2027 - MULTISYSTEM MNGMT BID 2. Bid Tab EXH'I IT A, -to be attached 'to CLEANING S (Upion award" of' Contract,, a oil .T HONY C \A 4N1511 ANT . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ....................... ...................... ..................... .................... ................... ................. ................ ............... ............ ........... ......... ..... . . . . . . . .. ......... . MUL:'TISYS,TE,M 1,019 N MILWAt. CHICAGO, IL 6( 834,mw986 in mlI Ir If yes, explalln tn, f`uull o'n a seiparate lis h eet of MIS �inoii c,,e Com�i I -ed...- wi s: Commer hp,. n t,.h t;he, III", any er gover,nmen��t,al b. o , I - d.,.. durt'ng the p', 'Y E S N10 If Yes, e,xp(Ia'in on al separatesh��eet o,f'�pa, ,.r "ice c,,,,,-eantng, 'theirli 0 "III be ef. i W.111 e,,,, v b servrites wti, rle�q �e st, ln� subi�m'ltt,lng this, Ptopos,al�� Form u ;�tng a� I C Ell S C!, 0 ®il,,,ff 1.y: I h t Ali Pr, isal Formi requestmineg 1�,n subl�mi iing h:,. 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IlL MIULTISYSTEM' �Coa mpa,ny./.,F,irmi Nlmeffi W.- m wa u i6,,O 19 N Mi -I kee A A�d,dress.%! 7m,, T -ii —'a i .........r . �M ----------------------------- dersignedl ce e un. rttfies that t,hts, d s �g,e d, d", b, e'I�ud,. .1 r is e has nro%t, col", conspfire con �b"'d oir b*ldder'; or pe�rs..,oa,, to( Put 'i"�'n a sh-am i h b, til t a -j ct-1,- or, in trec SOU manner:,, dire C y y 9. y low .Ppursuant t,,,o Sect'ion 2,mlpm,:l 05(,,A:) of th�re erty, 'to a piu, b I must*. very pla, iccontract A; p u b I ii c contract,,," Incluid.es. every co n t ir --orat'ion ts, d'iVisions or Co.. anly municipa p tp �k v MULTI? 4L ss, t iUBM:IITT ED THIS S�EAL,,(Ff corporat"i'mon) Al; ..... .... . . . . . ....... .. ... Please, com�plete the below,w'm'th at least VI ics: t' (rf, rms cl�ea,nin, Seeo ll."ll"r- r t,h eat a,re,,, 9 I-j� ,��o may. . ................... so & C*� awl J a mes Lockefbe r, "tyoflakefmrest� Lockefer,,J"' ""Cl, Klevin Ka�,szynskil' kka�szj'ynsk:"@,�.med�ll"o�i,i.rr,,, Pejc i V'I.Iage of Mount Pros, t g AIR d Oilctoober Sfu,bm'lm,tt,,edl thI'ES'1 j8 ay OT . .......... .. . . . . . . . ...................... .................. ...... ml E,xhll�"bl*t B J: E,XHII vILL �l, . m E A ....... ... . . ............ ........... ...... .. ............ ....... ....... ...... ... . .. .......... ................ .... .................... 'd d�ocur I G,EN'ERAL As stated in the bll 214 !S.I.As stated i" n th e b 0 , �Rw Ti*tle 44 Part 750,, Sect. ffll.10.n 7,5,JJO,, All E a loyme quat"", Emp �nt I III III III ill 11111111 ;11111111111 Jill 1� Jill ............ ......... ..... ... yi It *11� n o't.. dl"l c r fi' qll Th��a,t wl empl,u�ymenit beuAv%ause f coi,,Ior r. racef 1: I aor melint al" hill, �nl' U estry:., age, physica -n i �a.rg rom mi ji,aryrsiervice", fu determineRjf lit lip le rills, o ns 74 to: i i minority p *01 g or agency,.an con'tractoin. d I .h,At a 'meru t el R.0 1vt s ....... ..... WN A Each ii.nsuranure.,( com,,,p(1a-ny shall 6 A respec..T','ilive, po icies sh)A,1.�l name o,t th�e ins-urance. bly-the V'11lage sJh�Bl�l not 3�, Contr. ct:o1r, shafl no%t assign this, Con, en n�v I p p ro,(Iv,a % co nse i. t f! th lage, A I 0 �ilile ri, IF F te Aut:,h orit les p inuire�,,, tO hef� benef'lt of' the (a -niter �re. p(I",rese n??t,a,, t[tves, SEs .P tn i 9* C,O�, ir-jERPART'S in evu VI T'h"',s, Contra be executed' oriii.iginal and a,l.l ojf'wh�*Ich s,,,hall conlst,,11��tu,te ve exect, It tes ln'W",tness therelof':, . . ............. . . . . . ................. f f y. I. .. ..... .llvjl� 10, iff. AL .all . . . . . .. . ... .. ... .................................................................. . . ... . ........... 1*`P0RTANT!iy Ifthel ce, 4. d rt ftcate holt�!eir is, an AD, IT, I U ONAL INS RED., tbe A, f t If SUBROGATION IS WfAlVE0, subJect, to the terms and conditions Of ts 't o t h ev ce, rtl fli, cal e; h o this� Certificate dO&S'' not confierir r1q,". n hou off w .... ...... . . .. . .................. .... PRODUCER 9ml -n The L ubinwSe, r. a n Gr a. n liz. flo, t 5 Revere Drivew,'Sulte, 3. 16661 JL 60:0.62N. N orthbrook id 0. SchwarU 's iste nc: 'e, 'm M911110,9eml nt Company, I 610119. M I liwaukee'Am Chilcagop.!L 606,46y OF INSUF2ANCE LISTED BELOW H -Al THIS ISTO CE�2TIFY TH, AT; THE POL.]CIES. TERM OR GCiNg1T1[3N IN0ICP;TECY. N-0,TWol"THISTAN Dill NG ANY REQUIREMENT, CERTIFICATE MAY BE ISSUED OR MAS' PERTAIN, THE JNSLlRANCE AFFCD4ZDl. EXCLUSIONS.AND CONDITIONS, (}F SUCH PC)LICIiES.LIMITS. SgWHN MAY HAVE . .............. "! ... . ............ I I NISR, T YPE OF INSURANCE,", SR POLICY NUMBER .... .. .. ..... A X Comm R"c IAL GENERAL LIABILITY ............ 11 y OCCUR CL ANSWA. f A,90 17736 AD . . . .... . .... x x Ongolling, & C,,ompl A PLI S G E N L A G G R L" G, A 1, E L.1 PAY"I" A PER, . ........ ...... .. . . .... . . . . . . . . . . . ... . . .. ........................................................................ . ..... . .. - . .. ..... ...................... h e ''URED the an ADDITIONAL INS t ', cedificate holder is GRTANIT'��'�� ff '11flons: orf'itt �lf'SUBi.R,,01',3"AT10i,iN�:l�:S W"AIVED, subject to the teirms and c nd' 'our, ln,� 't 'Othe cvr IfIcate, bold t'his cedrlfitatel� does, nolt confer - - - - - -- - - ------------------------------------------------- 9 .... ..... *Jcu a 'i'T:heh Lubinmi-Sergmt-an Or" of iJ zati, Revem DIrive Suille 15 3 Northbm,',wk, IL 60062 1566. tz. David Dw "Schwar ' sn� I algement C ompa nc. 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