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A Resolution Approving the Renewal of the Independent Contractor Agreement with Eco-Clean Maintenance Inc. to Provide Custodial Services for Village-Owned Buildings in an Amount not to Exceed $130,410 and Authorizing its Execution
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Introduction
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This renewal provides custodial services for Village-owned facilities, including Village Hall, the Police Department, the Public Works Center, Holley Court Garage, The Avenue Garage, and Central Pumping Station. Eco-Clean Maintenance has performed these services for the past three years following a competitive bidding process in 2022. The Agreement allows for two optional one-year renewals beyond the initial three-year term. Staff proposes exercising the first renewal with Eco-Clean Maintenance for Fiscal Year 2026 custodial services.
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Recommended Action
Adopt the Resolution.
Prior Board Action
The Village Board approved the original three-year Independent Contractor Agreement with Eco-Clean Maintenance, Inc. on 12/5/2022 (RES 22-287).
Background
The current custodial services contract expires at the end of 2025. Following a competitive bidding process, staff received proposals on October 25, 2022, and Eco-Clean Maintenance was awarded the contract on December 5, 2022, for an initial three-year term with the option for two additional one-year renewals.
Although staff issued a notice of default during the first year of the contract, Eco-Clean Maintenance has provided adequate performance over the subsequent two years. With increased oversight and regular coordination meetings, the quality of work has improved, and staff is confident that continued improvements will be sustained.
Staff recommends exercising the first renewal option with Eco-Clean Maintenance.
Timing Considerations
The current agreement expires at the end of 2025. Adoption of the renewal at this time will insure services are in place at the beginning of 2026.
Budget Impact
The proposed Fiscal Year 2026 Building Maintenance Operating Fund Budget includes a combined total of $1,016,100 in the General Contractuals account #1001-43790-101-530660, with $150,000 allocated for custodial services. Per the terms of the Agreement, the contractor may adjust unit prices based on the October-September CPI, not to exceed 5.0%. For 2026, Eco Clean Maintenance is entitled to a 3.5% increase, which has been requested and incorporated into the renewal pricing.
Staffing Impact
There is no staffing impact associated with this item. The item aligns with the department’s core service delivery.
DEI Impact
There is no DEI impact associated with this item.
Community Input
There has been no community input given in relation to this item.
Staff Recommendation
Adopt the Resolution.
Advantages:
• Necessary custodial services will be in place for 2026.
Disadvantages:
• This action requires the expenditure of Funds.
Alternatives
Alternative 1:
The Board may table the item for additional information or discussion.
Advantages:
• The Board would be provided with the requested information.
Disadvantages:
• Custodial services at the identified Village facilities would be disrupted during the interim period while staff secured temporary service providers and completed a formal bidding process.
Alternative 2:
The Board may vote down the item.
Advantages:
• There are no advantages to this alternative.
Disadvantages:
• Custodial services at the identified Village facilities would be disrupted during the interim period while staff secured temporary service providers and completed a formal bidding process
Anticipated Future Actions
It is anticipated that the Public Works Department will continue to request Village Board approval for this service.
Prepared By: Rob Sproule, Public Works Director
Reviewed By: Jack Malec, Assistant to the Village Manager
Approved By: Kevin J. Jackson, Village Manager
Attachment(s):
1. Resolution
2. Renewal
3. Supporting Contract Documents