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Resolution 2017-07 Resolution No. 2017- A RESOLUTION OF THE UNITED CITY OF YORKVILLE,ILLINOIS APPROVING A JANITORIAL SERVICES AGREEMENT WITH ALPHA BUILDING MAINTENANCE SERVICE,INC. WHEREAS, the United City of Yorkville (the "City") is a duly organized and validly existing non home-rule municipality created in accordance with the Constitution of the State of Illinois of 1970 and the laws of the State; and, WHEREAS, the City published a request for proposals for professional janitorial Services for City buildings; and, WHEREAS, after a thorough review of bids received and a determination as to the qualifications of the bidders, it has been determined that Alpha Building Maintenance Service, Inc. is the lowest responsible bidder. NOW, THEREFORE, BE IT RESOLVED by the Mayor and City Council of the United City of Yorkville, Kendall County, Illinois, as follows: Section 1: That the Janitorial Services Agreement, between the City and Alpha Building Maintenance Service, Inc. attached hereto as Exhibit A and made a part hereof by reference, is hereby approved, and the Mayor and City Clerk be and are hereby authorized to execute said agreement on behalf of the United City of Yorkville. Section 2: This Resolution shall be in full force and effect upon its passage and approval as provided by law. Passed by the City Council of the United City of Yorkville, Kendall County, Illinois this day of '^• , 2017. -- W'/' d,-& otn4lj� City Clerk CARLO COLOSIMO KEN KOCH JACKIE MILSCHEWSKI ` JOEL FRIEDERS CHRIS FUNKHOUSER DIANE TEELING Y SEAVER TARULIS Approved by me, as Mayor of the United City of Yorkville, Kendall County, Illinois, this 3 day of Fr-t5k a A-p`; 52017. Mayor Resolution No.2017- 7 Page 1 JANITORIAL SERVICES AGREEMENT THIS JANITORIAL SERVICES AGREEMENT (the "Agreement") is dated the day of , January 2017, by and between the United City of Yorkville, Kendall County, Illinois (the "City") a municipal corporation of the State of Illinois and Alpha Building Maintenance Service, Inc., an Illinois corporation(the"Contractor"). PREAMBLES: WHEREAS, the City is a non-home rule municipality pursuant to the Constitution of the State of Illinois of 1970 and the laws of this State; and, WHEREAS, the City published a request for proposals to seeking professional Janitorial Services for certain City properties as hereinafter listed requesting a response on or before November 10, 2016; and, WHEREAS, the City received there (3) responses to its request for proposals to provide such services to City Hall, the Police Department within City Hall,the Public Works Facility, the Parks and Recreation Offices, the Parks and Recreation Maintenance Building and seasonal service at the Beecher and Bridge concession stands (collectively the"City Buildings"); and, WHEREAS, after a thorough review of the City's submittals in response to the City's request for proposals, it was determined that the Contractor had submitted the lowest bid and had demonstrated sufficient experience and expertise to enter into this contract and perform. NOW,THEREFORE,it is hereby agreed by the parties hereto as follows: Section 1. Preambles Incorporated. The foregoing preambles are hereby incorporated into this Agreement as if fully restated herein. 1 Section 2. Services to be Provided. The Contractor hereby agrees to provide to the City the services as set forth in Exhibit A hereto under the following headings: Services and Materials to be Provided; Supervisory Inspections; and, Task List and Frequency. Certain City Buildings will be closed on the following days each year: New Year's Day, Martin Luther King, Jr.'s birthday, President's day, Good Friday, Memorial Day, July 4, Labor Day, Thanksgiving Day, the Friday after Thanksgiving, Veteran's Day, Christmas Eve and Christmas Day. Janitorial Services will not be required on these days at the City Hall, Public Works and Parks and Recreation Facilities. The Contractor may propose an alternative schedule for holiday weeks to the City for its approval. Section 3. Employee Background Checks. Contractor shall submit employee identification information necessary for City to perform background checks on Contractor's employees, including the Contractor's supervisors. Such information may include, but is not limited to, date of birth, driver's license number, address, and other identifying information. The City reserves the right to ban Contractor employee from performing work based on the results of the background check, and no Contractor employee may begin work until approved by the City. Contractor shall supply such information prior to any employee beginning proposed work. Section 4. Term. The term of this Agreement shall commence February 1, 2017 and end on January 31, 2019, provided that either party may terminate this Agreement upon thirty (30) days' notice to the other party. The term of this Agreement may be extended upon mutual consent of the parties. Section S. Extra Services or Products. During the term of this Agreement, in the event the Contractor determines extra services or products should be provided, the Contractor shall 2 submit a proposal for such extra services or products to the City and upon written agreement from the City, the Contractor may proceed to provide such extra services or products pursuant to the terms and costs as to be agreed by the City. Section 6. Payment for Services. The City shall pay the Contractor$2,595.00 per month for all services as set forth in Section 2 above, payable to the Contractor pending approval of the Contractor's monthly invoice. Section 7. Compliance with all Laws. All work under the Agreement must be executed in accordance with all applicable federal, state, and local laws, ordinances, rules and regulations i i which may, in any manner, affect the performance of this Agreement. Section 8. Equal Employment Opportunity. During the performance of this Agreement and/or supplying of materials, equipment, and suppliers, the Contractor shall be in full compliance with all provisions of all applicable Federal laws and the Acts of the General Assembly of the State of Illinois relating to employment, including equal opportunity requirements. Section 9. Contract Alterations. No amendment to this Agreement shall be valid unless made in writing and signed by the City Administrator or his or her authorized agent. Section 10. Notices. All notices required by the contract shall be given in writing to: If to the City: United City of Yorkville 800 Game Farm Road Yorkville, Illinois 60560 Attn: City Administrator With a copy to: Kathleen Field Orr Kathleen Field Orr&Associates 53 West Jackson Blvd., Suite 964 Chicago, Illinois 60604 3 I I If to the Contractor: Alpha Building Maintenance Service, Inc. 15429 West 139th Street Homer Glen, Illinois 60491 Attn: With a copy to: Section 11. Non-assignability. The Contractor shall not assign this Agreement, or any part thereof, to any other person, firm, or corporation without the previous written consent of the City Administrator. Such assignment shall not relieve the Contractor from his obligations, or change the term of the contract. Section 12. Indemnity. To the fullest extent permitted by law, the Contractor hereby agrees to defend, indemnify, and hold harmless the City, its officials, agents, and employees, against all injuries, deaths, loss, damages, claims, patent claims, suits, liabilities,judgments, cost and expenses, which may in anywise accrue against the City, its officials, agents, and employees, arising in whole or in part or in consequence of the performance of this Agreement by the Contractor, its employees, or subcontractors, or which may anywise result therefore, except that arising out of the sole cause of the City, its agents, or employees, the Contractor shall, at its own expense, appear, defend, and pay all charges of attorneys and all costs and other expenses arising therefore or incurred in connections therewith, and, if any judgment shall be rendered against the I City, its officials, agents, and employees, in any such actions, the Contractor shall, at its own expense, satisfy and discharge the same. Contractor expressly understands and agrees that any performance bond or insurance policies required by this Agreement, or otherwise provided by the Contractor, shall in no way 4 i limit the responsibility to indemnify, keep, and save harmless and defend the City, its officials, agents, and employees as herein provided. Section 13. Insurance. The Contractor hereby certifies that it has all insurance coverages required by law or would normally be expected the Contractors cleaning service business. Commercial General Liability Insurance: Contractor shall provide commercial general liability insurance policy that includes products, operations and completed operations (with no exclusion for sexual abuse or molestation). Limits no less than: Bodily injury & property damage with an occurrence limit of $1,000,000: Personal & advertising injury limit of $1,000,000 per occurrence: General aggregate limit of $2,000,000 (other than products and completed operations): Products and completed operations aggregate limit of$2,000,000. The policy shall name the City as an additional insured. Such coverage will be provided on an occurrence basis and will be primary and shall not contribute in any way to any insurance or self- insured retention carried by the City. Such coverage shall contain a broad form contractual liability endorsement or similar wording within the policy form. Section 14. Default. The City may terminate this Agreement by written notice of default to the Contractor if: a. The Contractor fails to perform the services within the time specified in the proposal; or, b. Fails to make progress so as to endanger performance of the contract; c. Fails to provide or maintain in full force and effect, the liability and indemnification coverages or performance bond as required; or, d. If sufficient funds are not appropriated by the corporate authorities of the City. 5 i If the City terminates this Agreement, the City may procure supplies or services similar to those so terminated, and the Contractor shall be liable to the City for any excess costs for similar supplies and services, unless the Contractor provides acceptable evidence that failure to perform the contract was due to causes beyond the control and without the fault or negligence of the Contractor. Section 15. Inspection. The City shall have a right to inspect, by its authorized representative, any material, components, or workmanship as herein specified. Materials, components, or workmanship that has been rejected by the authorized representative as not in accordance with the terms of the specifications shall be replaced by the Contractor at no cost to the City. Section 16. Permits and Licenses. The successful person submitting the proposal and their subcontractor(s) shall obtain, at their own expense, all permits and licenses which may be I required to complete the contract. Fees for all City permits and licenses shall be waived. Section 17. Good Standing. The Contractor shall, at all times during the term of this i Agreement,maintained good standing as a corporation of the State of Illinois. II 6 i IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be i executed by their duly authorized officers on the above date at Yorkville, Illinois. United City of Yorkville, Kendall County, Illinois, a municipal corporation By: AAV May r Attest: Zt, City Clerk Alpha Building Maintenance Service, Inc., An Illinois corpo ati By: Its President A 8�69tary 7 Exhibit A 8 Services and Materials to be Provided The Contractor agrees to furnish the labor,equipment,cleaning supplies,incidental items,and supervision necessary to provide high quality janitorial services at municipal buildings. The City,at its own expense,will provide paper towels,toilet paper and hand soap. Contractor shall assist City staff in monitoring supply quantities and will notify City staff of shortages. Work shall be completed during the following times: City Hall—Modest cleaning(trash removal,spot cleaning,etc...)can be done during business hours(8:00 a.m.— 4:30 p.m.). ALL intense cleaning(dusting,vacuuming,bathrooms,etc...)should be done outside of normal business hours. NO cleaning should occur upstairs in City Hall between 5:30 p.m.and 10:00 p.m.on nights when there are Council or Committee Meetings. A meeting schedule will be forwarded onto the Contractor. Police Department—8:00 a.m.to 4:30 p.m. Public Works Facility—7:00 a.m.to 3:00 p.m. Parks and Recreation Offices—All cleaning completed before 8:30 a.m.or after 3:30 p.m. Parks and Recreation Maintenance Building—All cleaning completed before 7:00 a.m.or after 3:30 p.m. Work shall be completed on the following days: City Hall shall be maintained three(4)days per week,Monday,Tuesday,Friday and either Wednesday or Thursday Police Department shall be maintained five(5)days per week,Monday,Tuesday,Wednesday,Thursday,and Friday Public Works Department shall be maintained two(2)days per week,Wednesday and Friday Parks and Recreation Offices shall be maintained three(3)days per week,Monday,Wednesday and Friday Parks and Recreation Maintenance Building shall be maintained two(2)days per week,Wednesday and Friday Concession Stands shall be maintained two(2)days per week,Monday and Friday,April through October Upon award of contract,a regular,fixed schedule will be submitted by the contractor for City approval. Contractor must be on-site performing the specified janitorial services during the approved schedule periods. The schedule cannot change without City consent. Additional approval must be given by Police Personnel to enter certain areas of the Police Facility(evidence areas, some offices,etc.). Contractor staff may not enter those areas until approval is given and access provided by Police. The Chief of Police,or his designee,shall work with the contractor to arrange for such approval so contractor staff may complete the work as required. Supervisory Inspections During the term of this agreement,a contractor's supervisor shall be on site and shall visit all City facilities to be cleaned a t a minimum of one day per week during the City's regular business hours to ensure that all facilities are properly cleaned and maintained. In addition,said supervisor shall complete and submit on a weekly basis a"Site Inspection Form"confirming the work performed,work quality,the level of cleanliness and,if applicable,areas of improvement. Completed"Site Inspection Form"shall be emailed to the City Administrator or his designee no later than the Monday following the completion of a work week. Failure to submit the form on time in one week does not alleviate the contractor's obligation to submit that week's form,nor does it excuse the contractor from submitting future forms. The form shall be developed by the contractor and submitted with the bid submittal. The form shall be approved by the City prior to use,and may require editing per the City's direction. Editing/revising the document shall be the contractor's responsibility,and shall be considered incidental to the cost of the contractual work. The supervisor shall be responsible for scheduling and meeting with the City Administrator or his designee a minimum of once per month at the City to hold a Contract Status meeting to review the Site Inspection Forms, current status,previously agreed upon improvements,future improvements to be made and generally discuss contract issues. The City will work with the contractor to schedule meeting days and times in advance,on days when the contractor will be on site for site inspections or other work. Task List and Frequency Daily CleaninE 1. Empty all trash receptacles,including entrance containers. Sanitize and reline. 2. Empty pre-separated recycle materials(paper,cans,etc)into on-site recycling collection bines(provided by the City). Do not mix or dispose of recycling materials with regular trash. Clean individual recycling receptacles,sanitize,and reline. 3. Spot clean all entrance glass,service counter glass and doors to remove finger prints and smudges. 4. Spot clean lobby furniture and straighten reading materials and pamphlets. 5. Vacuum traffic lanes of all carpeted areas,runners,floor mats and elevator floor. 6. Dust mop and spot mop hard surface floors. 7. Clean and sanitize drinking fountains. 8. Spot clean display cases to remove finger prints and smudges. 9. Clean conference room tables and chairs. 10. Clean locker room 11. Clean and disinfect showers. 12. Restroom Cleaning a. Empty all trash and sanitary receptacles. Sanitize and reline. b. Re-stock all towels,tissue,sanitary products,and hand soaps. c. Dust all partitions,mirror frames and product dispensers d. Sanitize areas around soap and towel dispensers,basins,toilets and urinals. e. Thoroughly clean and sanitize all fixtures,toilets,urinals,sinks,shower stalls,and associated fixtures. f. Clean all mirrors and glass. g. Dust mop,sanitize,and damp mop hard surface floors. h. Damp wipe and spot clean doors and frames(front and back).Sanitize door handles and push plates. 13. Kitchen/Break Areas a. Empty all trash and sanitary receptacles. Sanitize and reline. b. Wash and disinfect countertops,tables,chairs,sinks,interior and exterior of microwave,exterior of refrigerators,and other appliances. c. Refill all soap and towel dispensers. d. Dust mop,sanitize and damp mop hard surface floors. Weekly Cleaning 1. Complete detailed vacuum of all carpeted floors. 2. Dust mop,sanitize and damp mop all hard surface and synthetic/rubber tile floors. 3. Complete dust all horizontal surfaces including desktops, counters, cabinets, book cases, chairs, tables, window sills, ledges, computer screens and PCU's, telephones, keyboards. Contractor shall dust only cleared areas and shall not move to rearrange items on desktops. 4. Sanitize telephones. 5. Sanitize light switch plates and door frames to remove finger prints and smudges. 6. Complete glass cleaning of all display cases. Monthly Cleaning 1. High dust all areas not reached during nightly and weekly dusting. Height limitation of no greater than 12 feet above floor level or adjacent stair. 2. Dust blinds. 3. Dust wall hangings. General Items 1. Contractor personnel will notify or contact staff of any irregularities such as defective plumbing,unlocked doors,burned out light bulbs,and lights left on. 2. Contractor personnel will turn off all lights except those to be left on,close windows,and secure building. 3. Contractor staff shall not use City facilities such as break rooms, food preparation equipment, etc. for personal use while performing this contract. Work breaks, meals and other rest periods shall be taken off premises. This does not apply to restroom facilities which may be used by contractor staff for the intended use.