. c", BE IT RESOLVED BY THE COMMON COUNCIL OF THE CITY OF SUMMIT:

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1 . c", AWARD BID PROFESSIONAL CLEANING SERVICES July 10,2012 BE IT RESOLVED BY THE COMMON COUNCIL OF THE CITY OF SUMMIT: That, in accordance with the City Treasurer's certification of availability of funds in the amount of $20,790.00, for August 1 through December 31, 2012 in Account No , a copy of which is hereto attached and made a part of this resolution, and as recommended in memo dated July 2,2012 from the Public Works Superintendent, bids received at the Purchasing Department meeting of Tuesday, June 26, 2012, shall be awarded as follows: PROFESSIONAL CLEANING SERVICES - Base Bid Items 1-5, Add Alternate Items 1-5 and Deduct Alternate Items 1-5, five (5) locations for August 1, 2012 through July 31, 2014, to: Excellent Building Services Corp. 70 S. Jefferson St. South Orange, NJ $84, FURTHER RESOLVED that: 1. Funds for 2013 and 2014 will be certified upon inclusion in and adoption of the 2013 and 2014 Operating Budgets. 2. Contracts/Purchase Orders shall be in the form approved by the City Solicitor. Dated: July 10, 2012 I, David L. Hughes, City Clerk of the City of Summit, do hereby certify that the foregoing resolution was duly adopted by the Common Council of said City at a regular meeting held on Tuesday evening, July 10,2012. City Clerk 1i;\Clerk.~\RESOLTNS\BIDS\Award\Cleaning Svcs ) 1-14 Excellent 7-IQ-12.doc

2 ci ty of Summi t S H I P COMMUNITY SERVICES DEPARTMENT CITY OF SUMMIT 512 SPRINGFIELD AVENUE SUMMIT, NJ T o V VENDOR #: EXCELBSC E EXCELLENT BUILDING SRVCS CORP N 70 S J EFFERSON STREET D ORANGE, NJ o R PURCHASE ORDER THIS NUMBER MUST APPEAR ON ALL INVOICES, PACKING LISTS, CORRESPONDENCE, ETC. NO. ORDER DATE: REQUISITION NO: DELIVERY DATE: STATE CONTRACT: F.O.B. TERMS: CHECK NO. DATE PAID /03/12 PAYMENT RECORD Phone: (973) Fax: (973) QTY /UNIT DESCRIPTION 1.00 PROF' L CLEANING SERVICES 2012 TWO YEAR CONTRACT 8/1/2012-7/31/2014 BASE BID $83,376 PLUS ADD ALTERNATE BID $11,040 LESS DEDUCT ALTERNATE BID $10,080 TOTAL CONTRACT AMOUNT = $84, ACCOUNT NO NOTICE: TAX 10 # TAX EXEMPT UNIT PRICE 20, TOTAL COST 20, MOS CLEANING SERVICES $15,270 PLUS 1/2 ADD ALTERNATE $5, TOTAL 20, MOS CLEANING SERVICES $36,648 PLUS 1/2 ADD ALTERNATE $5, TOTAL $42, MOS CLEANING SERVICES $21,378 TOTAL 20, CLAIMANT i S CERTIFICATION & DECLARATION i do solemnly declare and certify under penalties of the law that the within bill is correct in all its parti cul ars; that the arti cl es have been furni shed or servi ces rendered as stated the rei n; that no bonus has been given or received by any person or persons within the knowledge of this claimant in connection with the above claim; that the amount therein stated is justly due and owing; and that the amount charged is a reasonable one. OFFICER i S CERTIFICATION APPROVAL TO PURCHASE I, havi ng knowl edge of the facts, DO NOT ACCEPT THIS ORDER UNLESS IT certify that the materials and supplies IS SIGNED BELOW. have been received or the services rendered; sai d certi fi cati on bei ng based on signed delivery slips or other ~~L1 ~ reasonable procedures. 0 V la Vr ULL city Treasurer/CFO x DEPT. HEAD DATE VENDOR SIGN HERE VENDOR MUST SIGN CERTIFICATION STATEMENT ON THIS VOUCHER. MAIL VOUCHER & ITEMIZED BILLS TO: OFFICIAL POSITION DATE Ci ty of summi t TAX ID NO. OR SOCIAL SECURITY NO.

3 Certification of Availability of Funds This is to certify to the Mayor and Common Council of the City of Summit that funds for the following resolution are available: Resolution Date: Resolution Number: Vendor: July 10,2012 ID# 1312 Excellent Building Services Corporation 70 South Jefferson Street Orange, NJ Purchase Order Number: Account Number Amount Account Description $20, Public Building & Grounds Other Expenses - Cleaning Services Only amounts for the curent Budget Year have been certified. Amounts for future years are contingent upon suffcient fuds being appropriated. ~C5 Chief Financial Offcer

4 ,'''''_0,'' Des - Public Works Division R-Works TO: RESOLUTION (in # 1312) Mayor and Common Council Meeting: 07/02/12 02:00 PM DOC ID: 1312 B FROM: Paul Cascais, Superintendent of Public Works DATE: July 2, 2012 COPY: SUBJECT:, (i~) r.: ri '\-' ti~: t.l.._!n f i.:.~ ;w~ I \,y,/ -- I~cc _ j,,.~! ; i i JUl "~'ci:rt:~'c!_' Ri'~:~~. :Çi:" cë----j SiHr': ;T, NJ SUMMARY On Tuesday, June 26, 2012, six (6) bids were received for the Professional Cleaning Services project. The bid specifications requested pricing for janitorial maintenance services for two (2) combined consecutive 12-month periods as a base bid, and separate prices to provide services for floor stripping and refinishing, as well as carpet cleaning services for the same combined two periods as an add alternate items, in five (5) selected public building locations. A Deduct Alternate price was requested for the five (5) selected locations for the cost associated with the City of Summit for providing the cleaning products and consumable supplies during the contract period. The five building locations are: City Hall Municipal Offices, City Hall, Police Department, DCP Community Center, DPW Facility, and Cornog Fieldhouse. The base bids ranged from $81, to $128, The add alternate item bids ranged from $7, to $19, The deduct alternate item bid ranged from $5, to $40, Based on budget funding for the project, sufficient funds are available for the submitted base bid cleaning services and the add alternate carpet cleaning, floor finishing and stripping services. It appears beneficial for the City to award the deduct alternate price for the supply of cleaning products and consumable supplies. The six bids were received from: i. Excellent Building Services, Orange NJ 2. First Community Development Corp, Bloomfield, NJ 3. Oriental Pacific Maintenance Co., Mahwah, NJ 4. Pure Cleaning Services, Perth Amboy, NJ 5. Shamrock Maintenance Co., Bayonne, NJ 6. Urucorp Maintenance & Contractors Inc., Wharton NJ Excellent Building Services, Orange NJ is the apparent low bidder and submitted all required documentation. The combination of their two-year base bid of $83, plus the add alternate bid of $11, less the Deduct Alternate bid of $10, submitted for the lowest combined cost for the selected services, and equaled $84, Updated: :24 PM by Jin Blades B Page 1

5 _,or Resolution (ID # 1312) July 2,2012 This project is funded through the Division of Public Works, Buildings and Grounds Operating budget, Therefore, I recommend Common Council pass a resolution awarding the Professional Cleaning services contract to Excellent Building Services Corp., 70 South Jefferson St., Orange NJ Updated: 7/2/20126:24 PM by Jin Blades B Page 2