R-84-25 Approving Custodian Services Proposal from Rainbow Property Maintenance.418 Main Street I Lemont, IL 60439
TO:
Village Board Meeting
FROM:
Stacy Patrianakos, Administration
THROUGH:
George Schafer -Village Administrator
SUBJECT:
A Resolution Approving Custodian Services Proposal from Rainbow Property
Maintenance.
DATE:
December 8, 2025
SUMMARY/BACKGROUND
On June 3, 2025, the Village issued a Request for Qualifications (RFQ) for custodial services
for Village facilities, including Village Hall, the Police Department, the Metra Station, and
Parking Garage. The RFQ was posted on the Village's website, and vendors were invited to
schedule walkthroughs through the submission deadline of June 30, 2025, at 4:00 p.m. A total
of thirteen vendors submitted proposals. Following the review process, staff plan to move
forward with Rainbow Property Management as the proposed custodial services provider
effective January 1, 2026. Rainbow Property Maintenance, located in Lemont, submitted a
highly competitive 2026 base price of $63,693.00 for custodial services at all designated
locations, which includes the provision of paper goods by the vendor. In addition, quarterly
deep cleaning of carpets is proposed at $19,156.00, bringing the total annual cost to
$82,849.00. Rainbow's competitive pricing, combined with the benefit of being a local vendor,
contributed to their selection. Representatives from Village Hall, the Police Department, and
Public Works met with the owner to discuss service expectations, facility requirements, and
operational capacity. Based on these discussions and the review of all proposals, Rainbow
Property Management is the preferred vendor at this time.
ANALYSIS
On June 3, 2025, the Village issued a Request for Qualifications (RFQ) for custodial services
for Village facilities, including Village Hall, the Police Department, the Metra Station, and the
Parking Garage. The RFQ was posted on the Village website, and vendors were invited to
schedule walkthroughs through the submission deadline of June 30, 2025. Thirteen vendors
submitted proposals:
3 Brothers Facilities; Alpha Building Maintenance; CleanNet USA; Ecobrite Services; Kleen
Tech; Multi Systems Management Company; Paradise Janitorial Services, Inc.; Perfect
Cleaning Systems, Inc. (PSCI); Prestige Janitorial Services; Rainbow Property Maintenance;
Soopies Cleaning Services, Inc.; Uni-Max Management; and Vega Building Maintenance.
A review committee consisting of staff from Village Hall, Public Works, and the Police
Department evaluated all proposals. In addition to pricing, the committee placed strong
emphasis on customer service, responsiveness, references, and demonstrated capacity to
support multiple facilities. After initial scoring, several top -ranked vendors participated in Zoom
interviews to further assess their approach, communication practices, and alignment with
Village expectations.
Following this comprehensive review process, the committee recommends awarding the
custodial services contract to Rainbow Property Maintenance, effective January 1, 2026.
Consistency with Village Policy
STAFF RECOMMENDATION
Staff recommends that the Village Board adopt the resolution approving the proposal from Rainbow
Property Maintenance.
BOARD ACTION REQUESTED
To approve the Resolution Approving the Proposal from Rainbow Property Management and approve
the contract as included.
ATTACHMENTS
Board packet .pdf
Resolution No. R- f�
A Resolution Approving a Proposal for Rainbow Property Maintenance
WHEREAS, the Village of Lemont ("Village") issued a Request for Qualifications for Custodial
Services; and
WHEREAS, the Village received thirteen proposals in response to its request; and
WHEREAS, after Village staff conducted a thorough review of all proposals and contacted
references, Village staff has recommended awarding the contract to Rainbow Property
Maintenance; and
WHEREAS, upon receipt and review of said proposal, the President and Board of Trustees have
determined that it is advisable, necessary, and in the best interests of the Village to accept the
proposal from Rainbow Property Maintenance.
NOW, THEREFORE, BE IT RESOLVED
BY THE VILLAGE PRESIDENT AND VILLAGE BOARD OF TRUSTEES OF THE
VILLAGE OF LEMONT, COOK, WILL, AND DUPAGE COUNTIES, ILLINOIS, AS
FOLLOWS:
Section One:
The Agreement attached hereto as Exhibit A is hereby approved.
Section Two:
The Village Administrator is authorized to accept the proposal from Rainbow Property
Maintenance, attached hereto as Exhibit A, to make minor changes to the document prior to
execution that do not materially alter the Village's obligations, and to take any other steps
necessary to carry out this Resolution.
Section Three:
This Resolution shall be in full force and effect from and after its passage and approval as
provided by law.
PASSED AND APPROVED
By the President and Board of Trustees of the Village of Lemont, Counties of Cook, Will, and
DuPage, Illinois, on this Sth day of December 2025.
ADOPTED AND APPROVED BY THE PRESIDENT AND BOARD OF TRUSTEES OF THE
VILLAGE OF LEMONT, COUNTIES OF COOK, WILL, AND DUPAGE, ILLINOIS, ON
THIS 8t" DAY OF December, 2025.
PRESIDENT AND VILLAGE BOARD MEMBERS:
AYES: NAYS: ABSENT:
Samuel J. Forzley / —
Janelle Kittridge W
Ken McClafferty V
Kevin Shaughnessy
V
Rick Smegowski
Ron Stapleton
OF
02
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Attest: ®//,n ®icy
0
Charlene M. mol en, Village Clerk
ABSTAIN:
John Egofske, Village President
EXHIBIT A
Integrity H lnnnvation in Gleaning
Commercial Cleaning Services Agreement for
Village of Lemont
Rainbow Property Maintenance
Rainbow Property Maintenance — Commercial Cleaning Proposal
1 - Proposal with Executive Summary...................................................................................3
2 - Company History and Core Values...................................................................................4
3 - Management Approach.....................................................................................................5
4 - Personnel Selection Process............................................................................................6
5 - Development and Retention of Personnel.......................................................................7
6 - Total Quality Management Process..................................................................................8
7 — Job Scope of work........................................................................................9 -1
8 - Value Added Services......................................................................................................13
9-Insurance ..........................................................................................................................14
10 -Transition Plan.................................................................................................................15
11 -Agreement ........................................................................................................................16
12 - Mutual Hold Harmless and Indemnification..........................................................17
Rainbow Property Maintenance — Commercial Cleaning Proposal
1.0 Proposal with Executive Summary
This is an agreement between Rainbow Property Maintenance and Village of Lemont
Rainbow Property Maintenance will provide janitorial and maintenance services per
the following terms:
• Pricing Schedule
Facility Monthly Year 1 Year 2 Year 3
Price (2026) (2027) (2028)
Village Hall —418 Main Street $1,619.53 $19,434.36 $19,817.05 $20,213.39
Village Hall — 416 Main Street $499.71 $5,996.52 $6,116.45 $6,238.78
Police Department— 14600 127th $1,827.69 $21,932.28 $22,370.93 $22,818.35
Street
Metra Station — 101 Main Street $570.24 $6,842.88 $7,009.80 $7,180.04
Parking Garage — 340 River Street $423.25 $5,079.00 $5,180.58 $5,284.19
Supplies Included Included Included Included
Paper Goods $367.33 $4,407.96 $4,540.20 $4,676.41
TOTAL (All Facilities) $5,063.93 $63,693.00 $65,035.01 $66,411.16
Invoices:
• Invoices shall be submitted monthly and paid in accordance with the Illinois Local
Government Prompt Payment Act.
• Personnel: Rainbow Property Maintenance will provide personnel, will be trained,
supervised, and comply with cleaning specifications. All personnel assigned to Village
facilities must comply with Village security requirements, including background checks
and Police Department clearance where applicable.
• Frequency of Service: Rainbow Property Maintenance services will be performed as
per in Job scope of Work and schedule on pages 9-12 excluding major holidays:
New Year's Eve and Day, Memorial Day, Independence Day, Labor Day, Thanksgiving
Day, Christmas Eve and Day
Special cleaning (as needed):
- Carpet: all carpets steam cleaned (per cleaning).
Police $2312.00, - City hall and Public works $1519.00
- Windows: In/Outdoor window cleaning (per cleaning).
Police $935.00, - City hall and Public works $569
No special cleaning, carpet cleaning, or window cleaning shall be performed
unless pre -approved in writing by the Village. Contractor shall not invoice for any
unapproved service.
Rainbow Property Maintenance —Commercial Cleaning Proposal
2.0 Company History and Core Values
2.1 Company History
Since 2004, Rainbow Property Maintenance has been providing top-quality cleaning
services to business owners throughout the Chicago area. No matter how big the job is our
cleaners can handle any task. We've started out humble beginners. However, through extremely
hard work and dedication our company has grown tremendously. Thanks to years of experience
and consistent focus on new technologies, we've became a leader in office cleaning and
commercial janitorial services, driving customer satisfaction and loyalty. Our reputation is rooted
in a deep commitment to understanding the needs of our clients and high -quality cleaning.
We got into business because of the demand from company owners in need of
professional and reliable commercial cleaning. Today, hundreds of businesses across the
Chicagoland area depend on Rainbow for janitorial services and maintenance to keep their
workplaces looking their best every single day. Here at Rainbow, we hire only fully vetted and
knowledgeable specialists, who take cleaning seriously. We want to ensure that our team is
properly trained, certified, friendly, on time and always completes the job to your satisfaction.
2.2 Company Core Values
Mission: To become the premier commercial cleaning and maintenance service provider in the
Chicago market by focusing on customer communication, integrity, and continuously leveraging
innovation as our core strategic advantage.
Vision: Redefining the role of janitorial and maintenance service providers through expertise,
consultation, service integration, and complete end -to -end solutions.
Values: Honesty in our business, integrity to our clients, the well-being of our associates,
reinvestment in our communities, and the willingness to do what our competitors won't in order to
achieve absolute customer satisfaction.
Rainbow Property Maintenance — Commercial Cleaning Proposal
3.0 Management Approach
Each customer is unique in the sense that their needs and expectations are rarely the
same. Our aim is to satisfy all of those demands by providing top of the line customer service.
Our goal is to treat each client individually and to design a cleaning regimen that works best for
you and your business. We create a schedule that suits your needs and calendar. We have offices
located in Chicago, Addison, Lemont, as well as Aurora and serve commercial customers
throughout the Chicago metropolitan area.
Our project management structure ensures that every commercial cleaning and
maintenance assignment has the tools to perform at optimal effectiveness and that our
supervisors have the means to validate their quality and random intervals. Through this process,
we repeatedly review the quality of performance and care each of our customers receives and
take appropriate action when necessary to correct or redefine your services to make sure you
are receiving the results you expect from a premier maintenance team.
Ranbow acknowledges that management oversight of Village facilities must comply with Village
policies and state laws, including, but not limited to, the Freedom of Information Act. Rainbow
also affirms that any changes in its managerial approach will only take place after consultation
with the Village
Rainbow Property Maintenance management was built on and continually enforces five
specific pillars of performance and customer service. These are:
• Excellence in Everything We Do
• Transparency and Honesty, Always
• Flexibility for our Customers
• Treating Associates Fairly & Respectfully
• Giving Back to the Community We Serve
Rainbow Property Maintenance —Commercial Cleaning Proposal
4.0 Personnel Selection Process
Employment Screening Criteria All Rainbow employees assigned to Village facilities shall
complete criminal background checks, identity verification, and any additional screening required
by the Village or the Village Police Department. The Employment Screening below shall not
supersede the Village's or State's requirements.
Employment Screening Criteria
Area: Requirement
Age Candidates must be at least 21 years of age and have at least 2 years of custodial or
janitorial experience, with provisions that the candidate must be able to physically
perform the duties required of the position.
Personal Information Candidates submit their current and previous residential addresses and phone
numbers for residence verification.
Candidates must possess a high school diploma, GED, or equivalent. Also, the
Education applicant should demonstrate an ability to speak English and the language(s) most
appropriate to his or her assigned duties.
Employment Verification of candidate's current and previous employers' addresses and phone
numbers for at least the last two years. Candidates with prior military service may
Verification be required to provide form DD-214.
If applicable, we will verify candidate -provided license, registration, credential, or
certification information against the appropriate agency. We will compare given
Registration/Licenses information on licensee's name and address, licensing board, or agency name,
and Certifications license type, license number, status, and original issue date. If provided by the
agency, note any negative license actions or sanctions.
Rainbow Property Maintenance —Commercial Cleaning Proposal
5.0 Associate Development & Retention
At Rainbow Property Maintenance, we believe a trained,
equipped, and deployed maintenance crew presents a professional appearance, emits a
feeling of assurance throughout your company, and reflects directly on our brand and reputation.
This type of environment translates directly into feelings of professionalism and confidence among
your associates and their direct willingness to not only to stay with our organization, but to
contribute to its growth and stability. Workplace stability, in our opinion, is the principal driver for
our high retention rates.
To attract and retain the high -caliber personnel, we offer its associates very competitive
compensation packages. For hourly compensation, we are in the top 20% of companies in the
industry. Wage determinations include consideration of the local labor market, working
environment, and the skill set, and performance objectives required for each associate. However,
wages are only one aspect Rainbow Property Maintenance's ongoing commitment to employee
retention. Other items include:
• Performance and client satisfaction Incentives
• Referral Bonuses
• Holiday Gifts and Bonuses
Rainbow Property Maintenance — Commercial Cleaning Proposal
6.0 TQM Program
To allow us to maintain the highest industry standards and consistently exceed our client's
expectations, Rainbow is in the process of implementing the Rainbow PM Total Quality
Management (P-TQM) program. As we go forward, constant improvement will be at the heart of
every policy and process we implement. We understand that even well-defined procedures can
become stale and even obsolete. As result, we are always looking for better ways to conduct our
operations. We have instituted the first phase of our multi -generational P-TQM program. Each
quarter we will evaluate success and quality criteria via the following 9-step process:
• Establish Voice -of -the -Customer quality expectations
• Interpret those expectation via company goals
• Establish six -sigma based performance standards
• Communicate and test our employees on established standards
• Develop or modify our operational procedures for greatest impact
• Measure improvement and quality
• Deliver feedback to our clients
• Deliver feedback to our associates via post evaluation sessions
• Maintain feedback cycle for Voice -of -the -Customer
We believe communication is the single most important aspect in any quality program. It
is our goal to maintain an open relationship to ensure that you receive the best service possible.
Today we accomplish this by insuring that:
• Associates have 24-hour access to managers and company executives
• Managers and supervisors execute on -the -spot random quality checks at your
facilities
Rainbow Property Maintenance —Commercial Cleaning Proposal
7.0 Job Scope of Work
. Detailed Scope of Work
General Rules related to all of these locations: Rainbow agrees that they will not unplug
or move any electrical or computer systems without the approval of the Village. Any work
in secure areas, including the Police Station, may only be done with the approval of the
Village Administrator or at the Police Station by the Police Chief. No trash will be removed
unless in clearly designated trash receptacles or containers.
Village Hall — 418/416 Main Street, Lemont, IL 60439
Area / Task
Description
Frequency
Notes
Floors
Sweep and mop all
5x/week
After 5 PM
tile/laminate floors;
vacuum all carpeted
areas.
Furniture
Dust and clean
5x/week
desks, chairs, and
office furniture with
microfiber cloths.
Electronics
Dust and sanitize
5x/week
computers,
monitors, phones,
and TV screens.
Garbage
Empty all garbage
5x/week
cans, replace liners,
remove all waste
from building.
Kitchens
Clean countertops,
5x/week
sinks, microwaves,
tables, and chairs.
Bathrooms
Clean and sanitize
5x/week
toilets, sinks,
Rainbow Property Maintenance — Commercial Cleaning Proposal
mirrors, and refill
supplies.
Trim & Molding
Dust all trim and
Twice a month
molding.
Windows
Clean inside
4x/year
Priced per event
windows and front
Not included in the
desk glass.
monthly contract
Blinds & Vents
Dust all blinds and
Twice a month
air vents.
Light Fixtures
Clean bugs out of
4x/year
fixtures.
Carpets
Steam clean all
4x/year
Extra charge per
carpets.
cleaning
Police Department — 14600 127th Street, Lemont, IL 60439
Area / Task
Description
Frequency
Notes
Floors
Sweep and mop all
3x/week
After 5 PM
solid surface floors;
vacuum carpets.
Furniture
Dust and clean
3x/week
desks, chairs, and
other office
furniture.
Electronics
Dust and clean all
3x/week
computers,
monitors, phones,
and electronics.
Bathrooms
Clean fixtures,
3x/week
mirrors, refill paper
and soap; clean
showers in
basement.
Rainbow Property Maintenance - Commercial Cleaning Proposal
Garbage
Empty and remove
3x/week
all trash from
building.
Water Fountains
Clean and sanitize
3x/week
with stainless -steel
cleaner.
Trim & Molding
Dust all trim and
Twice a month
molding.
Windows
Clean and sanitize
As needed
Priced per event
interior windows.
Not included in the
monthly contract
Cell & Bonding Area
Clean floors, toilets,
3x/week
sinks, beds; sanitize
benches and tables.
Physical Training
Dust and sanitize
3x/week
Room
exercise machines;
clean rubber floor.
Stairwells
Sweep and mop
Twice a month
both stairwells.
Carpets
Steam clean all
4x/year
Extra charge per
carpets.
cleaning
Windows (Exterior)
Clean all exterior
2x/year
Priced per event
windows.
Not included in the
monthly contract
Floor Care
Strip and wax
2x/year
breakroom/south
entrance area
floors.
Metra Station — 101 Main Street, Lemont, IL 60439
Area / Task Description Frequency Notes
Rainbow Property Maintenance — Commercial Cleaning Proposal
Floors
Sweep and mop
2x/week
9 AM-3 PM
hard floors; move
runners to mop
underneath.
Carpets
Vacuum all carpeted
2x/week
areas and runners.
Bathrooms
Clean and sanitize
2x/week
toilet, sink, and
mirror; refill liners
and soap.
Garbage
Empty all garbage
2x/week
cans and remove
waste.
Furniture
Dust and sanitize all
2x/week
desks and furniture.
Windows
Clean all windows
2x/week
and doors.
Trim
Dust trim and
Twice a month
molding.
Floor Care
Strip and wax floors.
2x/year
Parking Garage Elevators — 310 River Street, Lemont, IL 60439
Area / Task
Description
Frequency
Notes
Elevators
Sweep and mop
2x/week
No time restriction
elevator floors;
sanitize walls with
stainless -steel
cleaner.
Vestibule
Sweep vestibule
2x/week
area and clean
windows.
Rainbow Property Maintenance —Commercial Cleaning Proposal
8.0 Value Added Services
In addition to providing commercial cleaning for various industries, we offer maintenance
and inspection services to further drive down costs for our organization as well as our clients.
These include:
• Floor Resurfacing and installation
• Epoxy flooring and Concrete Grinding
• Building Evaluation Inspection
• Water Damage Restoration
• Graffiti Removal
• Commercial Plumbing
• Electrical Services
• Office Buildouts and General Contracting
• Mold Removal
• Rough and Finish Carpentry
• Painting and Drywall
• Window Glazing
• Machinery Cleaning
• Low Voltage Electrical
• Labor work
Rainbow Property Maintenance —Commercial Cleaning Proposal
9.0 Insurance
Proof of proper insurance policies is as follows. Any additional insurance policies required by the
client will be attained before the start of work.
RAINB-1
ACOlZO CERTIFICATE OF LIABILITY INSURANCE DATE(MMDO".
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the pollcy(les) must have ADDITIONAL INSURED provisions or be endorsed.
It SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on
this certificate does not confer rights to the certificate holder In lieu of such endorsements .
PRODUCER 312-922-6300
Beyer Insurance Agency, Inc.
36 E. Wacker Dr. Suite i730
Chicago, IL 60601
Steve FOster
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PHONH 312.922.6300 FA
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DESCRIPTION OF OPERATIONS/ LOCATIONS I VEHICLES (ACORD 101, Addleanal Roma sSChadule, my be Mlachad Ihmm spate Is raqulrud)
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
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ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
Steve Foster
ACORD Z5 (2016103) r Ro-cv la.wvr.......r..-....... —1 ,,H...
The ACORD name and logo are registered marks of ACORD
Rainbow Property Maintenance — Commercial Cleaning Proposal
10.0 Transition Plan
The transition phase is perhaps the most critical part in project. It is at this phase which
we see the greatest number of potential problems. We take considerable care in the planning
and execution of the transition, which requires complete cooperation with client management.
The transition plan will be as follows:
• Preliminary, on -site assessment via face-to-face meeting covering
■ Facts on what the proposal covers
■ Specific timelines or withdraws for any prior service providers
■ Any prior problems or concerns are identified and understood
■ Identify any safety, health, or fire hazard concerns
■ Necessary escalation procedures for unexpected incidences
• Establish team and team communication plan
• Establish schedule of working hours for each position
• Schedule cleaning crews
Modification Clause: No modification, amendment, or alteration of this Agreement shall be valid unless
approved by the Village Board or executed in writing by the Village Administrator.
Rainbow Property Maintenance —Commercial Cleaning Proposal
11.0 Agreement
Terms of Agreement: This agreement and all service charges are valid for one year and will be
extended every year with notice from the village on or before the anniversary date based on the
same terms and conditions. Further if one of the parties gives written notice of termination at least
thirty (30) days prior to such anniversary date it shall be terminated. Optional Years 2 and 3 may
be extended at the rates listed above. Both parties agree to the terms of this agreement.
Continuation of this Agreement is subject to the annual appropriation by the Village Board. If such
funds are not appropriated for any fiscal year, the Village may terminate this Agreement without
penalty upon written notice.
Non -Performance Terms: Rainbow Property Maintenance will perform all services specified in
the attached scope of work in a satisfactory manner. In the event of non-performance by Rainbow
Property Maintenance, customer shall give verbal/written notification specifying the nature of any
failure in performance by Rainbow Property Maintenance. If Rainbow Property Maintenance does
not comply within seven (7) days of notice or immediately if safety or security related, customer
shall have the right to terminate this agreement by giving Rainbow Property Maintenance thirty
(30) days' written notice from the end of the non-performance period.
Mutual Non -Solicitation
Non -Solicitation of Employees and Customers: During the period starting on the Effective
Date and ending one year after the termination or expiration of this agreement (the "Non -
Solicitation Period"), neither party will directly or indirectly, on its own behalf or in the service or
on behalf of others, in any capacity. A) induce or attempt to induce any officer, director, or
employee to leave the other party, or B) solicit or accept, or attempt to solicit or accept, the
business of any customer, consultant, or patron of the other party.
Permitted Hirings and Business: 1) Voluntary Contacts: Each party may employ or accept the
business of the other party's officers, directors, employees, customers, consultants, or
patrons who contact the party on their own initiative without any direct or indirect solicitation or
encouragement by the party. 2) Former Employees: Each party may employ any former officer,
director, or employee of the other party whose employment with the other party has terminated.
3) Former Customers: Each party may do business with any former customer, consultant, or
patron of the other party who no longer does business with the other party.
Rainbow Property Maintenance reserves the right to terminate this agreement upon (30) days'
prior written notice, with or without cause, or immediately for non-payment by customer.
Rainbow Property Maintenance — Commercial Cleaning Proposal
12.0 Hold Harmless & Indemnification
Contractor shall indemnify, defend, and hold harmless the Village of Lemont, its elected and
appointed officials, employees, agents, and volunteers (collectively, the "Village") from and
against any and all claims, damages, losses, liabilities, suits, judgments, fines, penalties, costs,
and expenses (including, but not limited to, reasonable attorneys' fees and litigation costs)
arising out of or related to:
1. any act, error, omission, negligence, or misconduct of Contractor, its employees,
subcontractors, or agents in connection with the performance of services under this
Agreement.
2. any breach of this Agreement by Contractor; and
3. any claim for injury to people or damage to property caused in whole or in part by
Contractor's operations.
This indemnification obligation shall not apply to the extent a claim is caused by the sole
negligence of the Village.
The obligations under this section shall survive termination of this Agreement.
The Village shall indemnify Rainbow only for claims solely caused by the Vaillage's negligence
or willful misconduct
All indemnification obligations shall survive termination or expiration of this Agreement
Parties agree to the terms of this agreement:
Village of Lemont: C
Name: nl f
Signed: �t
Date:
Rainbow Property Maintenance:
Name:
Signed:
Date:
RFQ Issued:
VILLAGE OF LEMONT
REQUEST FOR QUALIFICATIONS
CUSTODIAL SERVICES
June 2, 2025
Submission Deadline: June 30, 2025 at 4:00 p.m.
Request for Qualifications (RFQ)
Cleaning Services for Village of Lemont Municipal Facilities
I. INTRODUCTION AND BACKGROUND
A. General Information
The Village of Lemont is soliciting proposals for cleaning services at four (4) municipal
facilities. Cleaning schedules and service scope vary by facility, as outlined in this
RFQ.
The selected contractor shall provide all labor, equipment, cleaning materials, and
supervision required to deliver the described services. The contractor may use
village -owned vacuum cleaners. The selected contractor will also provide
disposable supplies (e.g., paper towels, soap, toilet tissue, trash liners).
B. Term of Engagement
The agreement shall remain in effect for one (3) year term from the date of the award
and shall continue uninterrupted unless terminated with 30 days' written notice by
either party via certified mail.
C. Subcontracting
Subcontracting is not permitted unless explicitly approved by the designated Village
representative.
II. GENERAL PROVISIONS
• Proposals must offer pricing valid for at least one (1) year from the submission date.
• The Village reserves the right to reject any or all proposals.
• The Village may opt not to hire any firm.
• The Village reserves the right to retain its current cleaning vendor.
• The Village may award contracts to multiple firms.
• Firms are encouraged to submit their most competitive proposal.
• Background checks are required for all personnel assigned to Village facilities.
• All contractors must comply with employment eligibility regulations.
• Indemnification: Contractor shall indemnify the Village for any liability due to
negligence by contractor or its personnel.
• Insurance Requirements: Contractor must provide proof of coverage:
- $1,000,000 General Liability
- $500,000 Workers' Compensation
- $2,000,000 Excess Liability
• Quarterly Performance Reviews: The vendor shall participate in quarterly
performance review meetings with the Village of Lemont to evaluate service quality,
address any concerns, and ensure contract requirements are being met.
• Issue Reporting Protocol: The vendor must provide a clear and timely procedure for
reporting custodial service issues, including but not limited to incomplete tasks,
supply shortages, or equipment malfunctions. The vendor shall designate a point of
contact and respond to reported issues within 24 hours.
III. SCOPE OF SERVICES.
Descriptions below outline the four facilities -specific needs. Facility tours can be arranged
by contacting the designated contact.
A. Village Hall
• Location:
• Contact:
• Description:
418/416 Main Street, Lemont, IL 60439
Stacy Patrianakos 1 (630) 257-1552
spatrianakos@lemont.il.us
Two floors/2 buildings including:
418 Main Street
416 Main Street
1 Si floor
Lobby
Vestibule
8 offices
5 offices
1 kitchen/lunchroom
1 kitchenette
1 conference room
1 conference room
4 bathrooms
w/coffee bar
2 bathrooms
2" floor
6 offices
2 bathrooms
1 conference room
1 kitchenette area
Board room
Dais
Wellness Room
Other:
Front stairway
Back stairway
• Cleaning Schedule: 5x/week, preferably after 5:00 p.m.
• Service Scope:
All areas:
• Flooring: All the/laminate floors swept and mopped; all carpeted areas
vacuumed.
• All door handles cleaned and sanitized.
• Furniture: all desks, chairs, and other office furniture dusted and cleaned
with microfiber cloths and spray cleaner (only on surfaces where the papers
have been moved).
• Electronics: dust and sanitize all computers, computer monitors, phones,
and any other miscellaneous electronics. Dust and clean all television
screens.
• Garbage: empty all garbage cans, replace liners, and remove all garbage
from building.
• Kitchen areas and lunchrooms:
• Water fountains: clean and sanitize all water fountains (using a stainless -
steel cleaner).
• Trim & Molding: Dust all trim and molding twice a month or as needed.
• Inside Windows and Front Desk Windows: Clean and sanitize.
• Blinds/Vents: Dust twice a month.
• Light fixtures: Clean bugs out of the light fixtures (4 times a year).
• Elevators: Clean and sanitize elevator (swept and mopped, clean
walls/handrails).
• Stairwells: Back stairwell swept and mopped (twice a month or as
needed). Front stairwell should be swept and mopped, also remove all
black marks from stair fronts.
- Boat Display: Dust and clean boat display and boat table in upstairs
hallway.
- Dais & Boardroom: Clean include chairs, wood trim. Dust and sanitize all
tables and chairs in the Board room.
- Lobby (418) & Vestibule (416): Cleaned and sanitized (inside and outside
windows, floors, dust light fixtures and trim).
Special cleaning (as needed):
- Provide cost of fogging.
- Carpet Steamed: all carpets steam cleaned (4 times a year).
- Windows: In/Outdoor window cleaning (4 times a year).
B. Police Department
• Location: 14600 127th Street, Lemont, IL 60439
• Contact: Commander Joe Buczyna 1 (630) 257-2229
ibuczyna@lemont.il.us
• Description:
o One floor + basement (-28,500 sq. ft.)
o Multiple rooms, cell areas, kitchen, and garage
• Cleaning Schedule: 3x/week
Monday, Wednesday, Friday anytime between 5pm-
7am
• Services Scope:
All areas:
- All solid surface floors need to be swept and mopped.
All carpets and carpet runners need to be vacuumed.
- Clean and sanitize all door handles.
- All desks, chairs, and other office furniture need to be dusted and cleaned
with microfiber cloths and spray cleaner (only where the papers have been
moved).
- Dust and clean all computers, computer monitors, phones, and any other
miscellaneous electronics.
- Empty all garbage cans and remove all garbage from building.
- The kitchen and lunchroom need to be cleaned (counter tops, floors,
microwaves, sinks, tables, and chairs).
- All bathrooms need to be cleaned on the main floor and basement (floors
mopped, all bathroom fixtures cleaned including showers in basement
bathrooms, mirrors, toilet paper/paper towels filled, garbage emptied and
removed).
Clean and sanitize all water fountains (using a stainless -steel cleaner).
- Dust all trim and molding (this should be done twice a month or as needed).
- Clean and sanitize all the inside windows.
Cell & Bonding area:
- Sweep and mop all floors.
- Clean cell areas including all toilets, sinks and beds.
- Dust and clean bench top table, chairs, and windows.
- Dust and clean computers, phones, and other electronics.
Physical training room:
- Dust and sanitize all exercise machines.
- Clean rubber floor.
Stairwells:
- Both stairwells swept and mopped (twice a month or as needed).
- Clean bugs out of the light fixtures (as needed).
Special cleanings:
- Outside windows cleaned (2 times a year).
- All carpets steam cleaned (4 times a year).
- Break room/south entrance area floors to be stripped and waxed (2 times a
year).
- Provide cost of fogging.
C. Metra Station
• Location: 101 Main Street, Lemont, IL 60439
• Contact: Randy Earnest 630.257.2532
rearnest@lemont.il.us
• Description: Small facilityfor morning/evening commuter use
• Cleaning Schedule: 2x a week, unless otherwise requested.
preferred time 9am-3 p.m.
• Services Scope:
All areas:
• Sweep and mop all hard floors (move carpet runners to mop).
• Vacuum all carpets and carpet runners.
• Clean and sanitize bathroom toilet, sink, and mirror.
• Empty all garbage cans, refill liners and hand soap.
• Remove garbage from building.
• Dust and sanitize all desks and furniture.
• Clean all windows and doors.
Other cleanings:
• Dust and clean trim (twice a month).
• Strip and wax floors (2 times a year).
Special cleaning (as needed):
• Provide cost of fogging.
• Provide the cost of special cleaning that is not described above.
D. Parking Garage Elevators
• Location: 310 River Street, Lemont, IL 60439
• Contact: Randy Earnest 630.257.2532
rearnestC�lemont.il.us
• Description: Five -story public parking structure
• Cleaning Schedule: 2x a week, no time restriction
• Services Scope:
- Elevators to be swept and mopped.
- Elevators to be cleaned and sanitize walls (using a stainless -steel cleaner)
- The vestibule area to be swept and windows cleaned.
- Special cleaning: (as needed)
■ Provide cost of fogging.
IV. TENTATIVE SCHEDULE:
• RFQ Release Date:
• Questions/Tour of Facilities
• Submission Deadline:
June 3, 2025
June 4, 2025-June 23, 2025
4 p.m. on Monday, June 30, 2025
V. SUBMISSION REQUIREMENTS:
• Company Background:
a. Company history and experience in secure/government environments.
i. Company Name:
ii. Permanent main office address:
iii. When organized:
iv. If a corporation, where incorporated:
v. Have you ever defaulted on a contract:
• Client Lists & References:
a. Quote submittals shall include a minimum of three (3) references for similar
services performed within the last two (2) years.
b. References shall include the name of the company contact name, address,
phone number, and email address.
REFERENCE #1:
Company/Municipality Name:
Address:
Contact Name
Phone Number
Email:
REFERENCE #2:
Company/Municipality Name:
Address:
Contact Name
Phone Number
Email:
REFERENCE #3:
Company/Municipality Name:
Address:
Contact Name
Phone Number
Email:
• Implementation Strategy
a. Plan for deployment of cleaning teams, staffing estimates and expected
hours, materials, and equipment list. Specify if contractors prefer using
their own equipment and associated costs.
• Pricing Schedule
a. Provide monthly pricing per building and any discount for all facilities.
Pricing Schedule
Village of Lemont
Monthly Pricing
Extended Annual Pricing
Custodial Service Locations
1
Village Hall
418 Main Street
2
Village Hall
416 Main Street
3
Police Station
14600 127`h Street
4
Metra Station
101 Main Street
5
Parking Garage
340 River Street
Supplies (if not included in
pricing)
Paper Goods (if not
included in pricing)
2026 Totals
2027 Totals
2028 Totals
Additional Pricing:
• Fogging:
• Internal/External Window Cleaning for Village Hall & Police Department:
Compliance Statement
b. Include the signed receipt page acknowledging acceptance of the RFQ's
general provisions.
Insurance Requirements:
o Contractors must provide proof of coverage.
■ $1,000,000 General Liability
■ $500,000 Workers' Compensation
■ $2,000,000 Excess Liability
Also include:
o Indemnification clause
o Non -collusion affidavit
o Background check policy for personnel
VI. SUBMISSION OF PROPOSALS
Instructions:
Two (2) copies of the quote must be submitted in a sealed envelope to:
Stacy Patrianakos
Village of Lemont
418 Main Street, IL 60439
On or before 4:00 p.m. Monday, June 30, 2025.
Please clearly mark the outside of the envelope "Custodial Services"
Quotes received after the submittal time will be rejected and returned
unopened to the sender. Lengthy, detailed quotes are not required.
Vill. EVALUATION OF PROPOSALS
A Village staff Selection Committee will evaluate all proposals.
Interviews maybe requested.
Evaluation Criteria:
• Experience and qualifications: Particularly in secure, government environments.
• Implementation Strategy —Alignment with Village needs and attention to detail.
• Responsiveness and completeness
• References
• Capacity to meet the schedule of facilities.
• Pricing — Competitive pricing will be considered but is not the sole factor.
Note: The Village reserves the right to hire multiple firms, decline to hire any firm, or remain
with the current provider.
RECEIPT OF PROPOSAL AND GENERAL PROVISIONS
*(To be included with your proposal)*
I, , certify I am an authorized
representative of the proposing firm and agree to all terms and provisions within the
RFQ. My firm can comply with all outlined requirements, including:
• Proposals must offer pricing valid for at least one (1) year from the
submission date.
• The Village reserves the right to reject any or all proposals.
• The Village may opt not to hire any firm.
• The Village reserves the right to retain its current cleaning vendor.
• The Village may award contracts to multiple firms.
• Firms are encouraged to submit their most competitive proposal.
• Background checks are required for all personnel assigned to Village
facilities.
• All contractors must comply with employment eligibility regulations.
• Indemnification: Contractor shall indemnify the Village for any liability due to
negligence by contractor or its personnel.
• Insurance Requirements: Contractor must provide proof of coverage:
- $1,000,000 General Liability
- $500,000 Workers' Compensation
- $2,000,000 Excess Liability
Signature:
Date: