Title
RFP #25-035 Sportsplex Custodial, Cleaning & Janitorial Services
History
On August 14, 2025, RFP #25-035 Custodial, Cleaning and Janitorial Services was issued to solicit qualified firms to perform custodial services at the Village of Orland Park Sportsplex.
The Scope of Work (attached) outlined in RFP #25-035 (attached) includes performing custodial services within the entire Sportsplex during three shifts, year-round.
The Bid Compliance Summary sheet for RFP #25-035 includes details of the 16 proposals (attached) that were received.
After an initial review of proposals, staff interviewed Eco Clean Maintenance, Inc., the Spotless Technology Corp, and Total Building Services, Inc.
Eco Clean Maintenance did not demonstrate a full understanding of the needs and expectations of Sportsplex, nor seems to have the necessary staff to take on this facility. In checking references, staff discovered Eco Clean performs partial cleaning at similar facilities and does not perform cleaning on wood floors. In some cases, Eco Clean provides only third-shift coverage. This raises concerns as to whether this vendor can handle the volume of work required across all three shifts at Sportsplex. Past employers also cited issues with staff shortages and failures of the firm to perform background checks.
In the interview with the Spotless Technology Company, the firm shared cleaning protocols for wood floors at other facilities that are not the norm of how wood floors should be cleaned raising strong concerns. All but one reference has been non-responsive. The reference that did respond provided vague information causing concerns about Spotless Technology's reliability and ability to meet the demands and expectations of cleaning the Sportsplex.
Total Building Services (TBS), the current Sportsplex custodial contractor has demonstrated exceptional work over the course of the last three years. TBS has proven to be reliable and responsive in consistently meeting the high-quality standards and expectations of staff, members and facility users.
Awarding RFP #25-035 to Total Building Services ensures continuity and stability, both of which are crucial for maintaining high standards in a high-traffic environment at the Sportsplex. Total Building Services has also shown accountability through regular communication and timely follow-up on facility needs, which builds trust and confidence in their ability to maintain quality cleaning and services for years to come.
Staff seek Board approval to enter into a three-year service contract with Total Building Services to provide the services outlined above beginning December 1, 2025 and continuing through November 30, 2026, a cost of $141,036.00, from December 1, 2026 through November 30, 2027, at a cost of $145,267.08, from December 1, 2027 through November 30, 2028, at a cost of $149,625.00 for a three year total cost not to exceed $435,928.08 with an option to extend for two (2) additional years, at an amount of $154,113.72 for December 1, 2028 through November 30, 2029 and $158,737.08 for December 1, 2029 through November 30, 2030.
Financial Impact
Funds are budgeted in 2025 and planned for 2026 in 2008010 for this expense.
Recommended Action/Motion
I move to waive bid in favor of solicitation of competitive proposals and approve and authorize the execution of a Professional Services Agreement between the Village of Orland Park and Total Building Services as the selected responsive proposal for RFP #25-035 Sportsplex Custodial, Cleaning and Janitorial Services to provide contractual cleaning services at the Sportsplex beginning December 1, 2025 and through November 30 2026 at a cost of $141,036.00; from December 1, 2026 through November 30, 2027 at a cost of $145,267.08; and from December 1, 2027 through November 30, 2028 at a cost of $149,625.00; for a three-year total cost not to exceed $435,928.08 with an option to extend for two (2) additional years, at an amount of $154,113.72 for December 1, 2028 through November 30, 2029 and $158,737.08 for December 1, 2029 through November 30, 2030 for a total contract amount not to exceed $748,778.88;
AND
To authorize the Village Manager to execute all related contracts, subject to Village Attorney review.