Title
REQUEST TO EXERCISE THE CONTRACT FIRST (1) YEAR EXTENSION OPTION WITH SMITH MAINTENANCE COMPANY AND DUST ‘EM CLEAN MAINTENANCE COMPANY, INC. FOR JANITORIAL SERVICES FOR CENTRAL REGION LAKEFRONT COMFORT STATIONS, BEACH HOUSES, AND SPECIAL USE FACILITIES
SPECIFICATION NO. P-23008
Body
To: The Honorable Board of Commissioners of the Chicago Park District
I. Recommendation
Pursuant to Chapter XI, Section C.3.a of the Code of the Chicago Park District, the Director of Purchasing and the Director of the Department of Facility Management recommend that the Board of Commissioners of the Chicago Park District (the “Board”) authorize the General Superintendent or their designee to exercise the first one (1) year extension options under contracts with each of Smith Maintenance Company and Dust ‘Em Clean Maintenance Company, Inc. for Janitorial Services for the Central Region Lakefront Comfort Stations, Beach Houses, and Special Use Facilities, Specification No. P-23008.
II. Initial Award Information; Authorization
Date of Award: March 13, 2024 - Chicago Park District Board Meeting
Contractor: Smith Maintenance Company
2221 W. Walnut Street, Suite #2
Chicago, IL 60612
Company Type: Illinois Business Corporation
Majority Interest: Kathleen Smith 50%
Michael Smith 50%
Contractor: Dust ‘Em Clean Maintenance Company, Inc.
548 East 61st Street
Chicago, IL 60637
Company Type: Illinois Business Corporation
Majority Interest: Cheryl Gill 100%
Contract Periods: Two (2) year initial terms with four (4) additional one (1) year extension options. The contracts’ effective dates were April 2, 2024 with initial two-year terms commencing on April 1, 2024 (due to a scrivener’s error it is not clear that the first day of April was the start of the term of the Smith Maintenance contract but that is presumably the case). These are the first (of a total possible four) one-year extension option requests.
Contract Amount: Not to exceed $1,504,521.64 for the initial (2 year) contract terms and each extension option to not to exceed $754,812.00, depending upon requirements. Expenditure for services under the extension terms will be authorized by annual appropriation and subject to the year’s budget.
Scope of Services: Supply and delivery of Janitorial Services for the Central Region Lakefront Comfort Stations, Beach Houses and Special Use Facilities.
Authorization: Authorize the General Counsel to include other relevant terms and conditions in the written extension agreements. Authorize the General Superintendent to execute the written extension agreements and the Secretary to attest as to the signing of the written extension agreements and keep an original copy of the written extension agreements on file.
III. Performance to Date
Smith Maintenance Company and Dust ‘Em Clean Maintenance Company, Inc. have met the expectations under these contracts in the first, two-year terms to supply and deliver Janitorial Services for the Central Region Lakefront Comfort Stations, Beach Houses and Special Use Facilities to the Chicago Park District. Furthermore, both contractors have the capacity to meet the delivery requirements and have done so in a timely and efficient manner for the Chicago Park District and maintained good standing as a vendor.
IV. Current Expenditures (04/01/2024 - 3/31/2026) Initial Contract Term Start to Date
Contract Start Dates: April 1, 2024
Contract End Dates: March 31, 2026
Spend Amounts: $1,459,022.52 Total
Smith Maintenance Dust ‘Em Clean
Year 1 2024 $567,451.95 $169,361.64
Year 2 2025 $546,368.32 $175,840.61
$1,113,820.27 $345,202.25
Current
Compliance: These are target market contracts where bidding was restricted to local certified minority and woman owned business enterprises, and joint ventures consisting exclusively of MBEs, WBEs, or both. These contracts are achieving 100% MBE participation, as both Smith Maintenance and Dust ‘Em Clean are certified minority owned businesses.
V. Explanation of Recommendation
The Director of Purchasing and the Director of the Department of Facility Management request approval by the Board to authorize the first, (1) year extension options to Smith Maintenance Co. and Dust ‘Em Clean Maintenance Company, Inc.
The Department of Facility Management is responsible for the oversight of twelve (12) comfort stations and three (3) beach houses for a total of fifteen (15) locations in the Central Region Lakefront and five (5) Special Use Facilities that require janitorial services. Each comfort station, beach house, and special-use facility experiences significant traffic and requires vendors to provide prompt, continuous, and consistent janitorial service to maintain daily and monthly cleanliness and sanitation for public use. These contract extensions ensure that Facility Management can promptly obtain both routine and emergency janitorial services as needed for these sites.
Therefore, it is in the best interest of the Chicago Park District to award Smith Maintenance Co. and Dust ‘Em Clean Maintenance Company, Inc., the first (1) year extension options of the contracts for the supply and delivery of Janitorial Services for the Central Region Lakefront Comfort Stations, Beach Houses, and Special Use Facilities.
VI. General Conditions
1) Conflicts: The extension agreements shall not be legally binding on the Chicago Park District if entered into in violation of the provisions of 50 ILCS 105, the Public Officer Prohibited Activities Act.
2) Ethics: The original contracts contain provisions requiring compliance with Chapter III of the Code of the Chicago Park District (“Governmental Ethics”).
3) Contingent Liability: Any agreement lawfully entered into for a period of more than one year shall be executory only for the amounts for which the Park District may become liable in succeeding fiscal years pursuant to 70 ILCS 1505/17(i).
4) Economic Disclosure Statement (“EDS”). The Contractors have submitted full and complete EDSs prior to Board submission.