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Custodial Services RFP • Start Date Custodial Services RFP Start Date: 04/19/2021 Close Date: 05/07/2021 NOTICE OF REQUEST FOR PROPOSALS The Village of Oak Lawn (the “Village”) is accepting proposals for Custodial Services (the “Project”) at the Oak Lawn Municipal Center, 9446 Raymond Avenue, Oak Lawn, IL 60453, until Friday, May 7, 2021 at 10:00 a.m. Beginning Monday, April 19, 2021, copies of the Project document are available for download on our Village website (www.oaklawn-il.gov) or may be picked up at the Village Clerk’s Office of the Oak Lawn Municipal Center, 9446 Raymond Avenue, Oak Lawn, Illinois, 60453, during regular business hours Monday through Friday, 8:30 a.m. to 5:00 p.m. The scope of service for the Project is set forth in the Custodial Services Request for Proposal, which includes custodial services for the Municipal Center (includes Police Department and 911 Center), Family Services 5210 Building, Patriot Station and Parking Tower. Copies of which may be obtained online or from the Village Clerk’s Office at the above mentioned addresses. Prospective firms are strongly encouraged to attend a pre-proposal meeting where firms will be given a walkthrough of the Municipal Center and the other properties. The meeting shall take place at 10:00 a.m. local time, on Thursday, April 29, 2021 at the Municipal Center Auditorium of the Municipal Center. The building is located at 9446 Raymond Avenue, Oak Lawn, IL 60453. No firm may have more than two representatives at the meeting. Sealed proposals will be accepted at the Oak Lawn Municipal Center Village Clerk’s Office at 9446 Raymond Avenue, Oak Lawn, Illinois, 60453, until 10:00 a.m., Friday, May 7, 2021. Submitted proposals must include a completed version of Exhibit B of the Request for Proposal. The Village reserves the right to reject any and all proposals, accept all or part of a proposal, and to waive minor irregularities and nonconformities in any proposal when it is in the best interest of the Village. April 12, 2021 To: Business Organizations, Individuals and other Interested Parties The Village of Oak Lawn invites business organizations and interested parties to participate in the Request for Proposal (RFP) process for custodial services. Included in this RFP are services to be provided to 4-5 facilities for the Village of Oak Lawn. The length of the services contract shall be two (2) years commencing on June 1, 2021. A mandatory site walk-through is scheduled for Thursday, April 29, 2021 starting at 10:00 a.m. in the auditorium located at the Municipal Center at 9446 Raymond Avenue, Oak Lawn, IL. All proposals are due no later than 10:00 a.m. on Friday, May 7, 2021 as detailed in the RFP. Please submit your completed RFP to the Village Clerk’s Office (2nd floor of the Municipal Center). The bid opening will take place on Friday, May 7, 2021 at 10:15 a.m. in the Municipal Center Auditorium. Thank you for your interest in providing services to the Village of Oak Lawn by participating in this RFP process. Sincerely, Brian Towne Assistant Village Manager/Finance Director Village of Oak Lawn 9446 Raymond Avenue Oak Lawn, IL 60453 (708) 499-7774 VILLAGE OF OAK LAWN CUSTODIAL SERVICES – REQUEST FOR PROPOSAL EXHIBIT A I. Project Overview The Village of Oak Lawn (Village), is seeking a company to provide Custodial Services for the Municipal Center (includes Police Department and 911 Center), Family Services 5210 Building, Patriot Station and Parking Tower. The term of the awarded contract is for two (2) years and can be extended one (1) additional year by mutual agreement. The Municipal Center, Police Department, and 911 Center are located at 9446 Raymond Avenue, Oak Lawn, Illinois. The approximate square footage of the areas within the Municipal Center to receive service is 56,500 square feet. Village residents and others who have business to conduct with the Village frequent this building. The Village Board meetings and numerous commission meetings are held every month. On average there are five evening· meetings within the Municipal Center Village Auditorium per month. The Family Services 5210 Building is located at 5210 West 95th Street. The approximate square footage of the areas with the Family Services building is 1,900 square feet. The Family Services Building is open 5 days a week Monday through Friday. The building is best serviced between 11:00 a.m. and Noon. The Patriot Station and Parking Tower is located at 5120 West Museum Drive which is approximately 3 blocks from the Municipal Center. The approximate square footage of the areas to be services at the Patriot Station and Parking Tower is 7,334 square feet. The Village of Oak Lawn is responsible for maintaining the inside lobby and restrooms of the station and the public areas (stairwells) of the Parking Tower. An average of 1,400 Metra riders utilize the station daily Additional Services include Custodial services the first weekend after Labor Day for the Village’s annual Fall on the Green festival. Since the Municipal Center is open during this event, the building’s Lobby and restrooms are available for use. See Exhibit A on Additional Services. 1 The general areas to be serviced in the Municipal Center include the Police Department (including Lock-Up) and our 911 Center include the following: Lobbies & Entrances Restrooms Village Hall Auditorium General Offices Conference Rooms Police Dept. Records Private Offices Training Rooms Police Dept. Lockup Hallways Locker & Exercise Rooms Stairwells Kitchen / Break Rooms Booking Rooms Outside Areas The Municipal Center will receive service five (5) days per week (Monday, Tuesday, Wednesday, Thursday, and Friday). Our 911 Center and Police Department areas will receive services 7 days a week. Our 911 Center and Police Lock Up must be between the hours of 8:30 a.m. and 10:00 a.m. The general areas to be serviced at the Family Services 5210 building include the following: General Offices Restrooms Elevator Private Offices Outside Area Hallways Stairwells The Family Services building will receive service five (5) days per week (Monday, Tuesday, Wednesday, Thursday, and Friday). The general areas to be serviced at the Patriot Station and Parking Tower include the following: Lobby & Entrances Stairwells Restrooms Hallways Outside Area The Patriot Station and Parking Tower will receive service five (5) days per week (Monday, Tuesday, Wednesday, Thursday, and Friday). The interior of the Patriot Station shall be cleaned during closed hours. The Metra Oak Lawn Patriot Station hours are: ALL doors open at 5:00 a.m. Monday – Friday. Main Lobby closes at 3:00 p.m. Monday - Thursday and at 12:30 p.m. on Friday. On Saturday doors open at 6:15 a.m. and closes at Noon. East Warming Area closes at 10:30 p.m.; Saturday doors open at 6:15 a.m. and closed at 11:30 p.m. East Warming Area is closed on Sunday. Hours are subject to change per Metra. During non-Peak times (see train schedule), any touch-ups or additional work i.e., glass, dusting, and clean up outside around the station may be done. 2 II. Scope of Service 1. Please clean as required an area that requires attention. A minimum of two cleaners may need to be onsite during each scheduled cleaning at each facility. 2. Custodial Services at the Police Department shall be performed between regular working hours. Custodial staff should make a reasonable effort not to disturb employees during working hours. Please note: Police Department Lock up and 911 Center are in operation 24/7, 365 days. 3. With the exception of the following holidays, work should be performed five (5) days per week, Monday through Friday in the Municipal Center and other locations. The following holidays are excluded: New Year’s Eve, New Year’s Day, Martin Luther King Day, President’s Day, Good Friday, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, the day after Thanksgiving, Christmas Eve and Christmas Day. In the event that the Village offices will be closed on days preceding the above holidays, the contractor will be notified. 4. The contractor shall provide a working supervisor capable of fluently speaking, reading, and writing English to be available for calls or emails while cleaning services are in progress. The janitorial staff must be professionally supervised at all times. 5. For security purposes, the contractor shall be required to submit a list including the names and addresses of the personnel who will be regularly assigned to the Village's properties. All custodial staff assigned to the Village of Oak Lawn's premises must be bonded and insured. All custodial staff shall wear an identification card that clearly displays both the company and worker's name. 6. The contractor warrants, covenants and otherwise agrees that the personnel it sends to the Village shall be responsible individuals free of criminal convictions. In this regard, the contractor agrees to obtain waivers from its employees to perform a background check for criminal history with the State of Illinois. This background check may include fingerprints in addition to all other relevant information (i.e., date of birth, address, social security number, etc.). The result of these background checks shall be sent to the Village Administrator prior to any personnel being assigned to the Village. The contractor shall obtain waivers or consent forms from its employees and shall otherwise comply with all federal, state and local laws with regards to the background checks. 7. The contractor may not substitute any employee on Village property without prior notification to the Village. In the event that a substitute employee is to be utilized, they must first report to the Police Department.
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