Title/Name/Summary
Custodial Services- Contract Extension
History
On December 6, 2021, the Village Board approved the proposal from Blooming Facility, LLC via RFP 21-061 for Custodial Services (see 2021-0860). The project scope of work consists of providing custodial, cleaning, and janitorial services at eighteen (18) Village facilities. The approval of this contract was for a period of three (3) years (2022-2024) with the option to extend the contract for an additional two (2) years (2025-2026).
Although not without some issues, based on the responsiveness and general quality of service that Blooming Facility, LLC has demonstrated throughout the original contract period, Staff is requesting to proceed with the optional extension of the contract for an additional two (2) years (2025 and 2026). The Original Custodial Services contract cost summary including contingency and original custodial service locations is provided below:
Original Contract Summary - Blooming Facility, LLC
2022: $362,208.28 ($344,960.27 + $17,248.01 Contingency)
2023: $368,268.77 ($350,732.16 + $17,536.61 Contingency)
2024: $403,041.87 ($383,849.40 + $19,192.47 Contingency)
2025: $478,624.48 ($455,832.84 + $22,791.64 Contingency)
2026: $488,706.37 ($465,434.64 + $23,271.73 Contingency)
TOTAL: $2,100,849.77 ($2,000,809.31 + $100,040.46 Contingency)
Original Custodial Services Locations (18)
Village Hall, Civic Center, FLC, Rec Administration, Police Station, Public Works, SportsPlex, Cultural Arts Center, Orland Park History Museum/Old Village Hall, Parks Administration, George Brown Commons/Veterans Center, Metra Stations (143rd, 153rd, 179th), CPAC, Centennial Park Restrooms, Centennial Park Hill and John Humphrey Complex.
However, as the roster of Village buildings has changed since 2022, an update to the custodial service locations and associated costs is also necessary. A summary of the proposed changes is provided below and detailed on the attached “Revised Custodial Services Pricing and Locations”.
Revised Contract Summary - Blooming Facility, LLC
2022: $353,198.52 ($336,379.54 + $16,818.98 Contingency)
2023: $258,882.62* ($246,554.88 + $12,327.74 Contingency)
2024: $272,290.87 ($259,324.64 + $12,966.23 Contingency)
2025: $345,478.58 ($329,775.01 + $15,703.57 Contingency)
2026: $347,722.58 ($331,917.01 + $15,805.57 Contingency)
TOTAL: $1,577,573.17 ($1,503,951.08 + $73,622.09 Contingency)
*SportsPlex was removed from Blooming Facility’s scope of work in 2023.
Revised Custodial Services Locations (18)
Village Hall, Civic Center, FLC, Rec Administration, Police Station, Public Works, Orland Park History Museum/Old Village Hall, New Veterans Center, Metra Stations (143rd, 153rd, 179th), CPAC, Centennial Park Restrooms, Centennial Park Hill, John Humphrey Complex, John Humphrey House, Police Department Range/EOC and Athletic Operations Maintenance Facility
*Includes Centennial Park West (CPW) cleaning on an as-need basis.
Facilities Removed
SportsPlex, Cultural Arts Center, George Brown Commons
Facilities Added
John Humphrey House, Police Department Firing Range/EOC, Athletic Operations Maintenance Facility, Centennial Park West (as-need only)
As the total number of facilities (18) requiring regular cleaning has stayed the same but the total custodial scope of work and square footage has changed, the monthly price cost to perform custodial for these Village facilities has been adjusted from the original RFP pricing via discussions between Public Works and Blooming Facility staff as shown on the “Revised Custodial Services Pricing and Locations” exhibit and summarized below:
2025: $345,478.58 ($329,775.01 plus $15,703.57 contingency)
2026: $347,722.58 ($331,917.01 plus $15,805.57 contingency)
TOTAL: $693,201.16 ($661,692.02 plus $31,509.14 contingency)
As such, Public Works is requesting to proceed with the optional extension of the Custodial Services contract for an additional two (2) years (2025 and 2026), update the custodial service locations and reduce the total contract amount by $523,276.60 ($496,858.23 plus $26,418.36 contingency) for a new not-to-exceed contract price of $1,577,573.17 ($1,503,951.08 plus $73,622.09 contingency).
This agenda item is being considered by the Committee of the Whole and the Village Board of Trustees on the same night.
Financial Impact
Funding in the amount of $355,500.00 in GL accounts 1008010-442930, 2008010-442930 and 550000-442930 was approved for this contract in FY2025 and will be requested in FY2026.
Recommended Action/Motion
I move to approve and authorize the execution of Change Order #1 and Addendum A to the contract dated January 5, 2022, with Blooming Facility, LLC for Custodial Services for two (2) additional years, 2025 and 2026, and a change in scope of custodial service locations to reduce the total not to exceed contract price by $523,276.60 from $2,100,849.77, for a new not-to-exceed contract price of $1,577,573.17 ($1,503,951.08 plus $73,622.09 contingency);
AND
Authorize the Village Manager to execute all related documents subject to Village Attorney review.