===== PDF PAGE 14 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ITEM SUMMARY ITEM TITLE: ,I<.?_ AGENDA ITEM NUMBER: - I r (L....,' • Resolution No. 25-R-0070 - Second Contract Extension - COMMITTEE AGENDA DATE: December 4, 2025Crystal Maintenance Plus Corporation - 2026 Janitorial COUNCIL AGENDA DATE: December 15, 2025 , Services for Municipal Buildings in an Amount Not to Exceed $71,520.00 STAFF REVIEW: Mehul T. Patel, P.E., CFM., Director of Public Works SIGNATURE._________ _ APPROVED BY INTERIM CITY ADMINISTRATOR: Tia Messino SIGNATURE.______ ___ _ ITEM SUMMARY: On December 18, 2023, the City Council approved Resolution No. 23-R-0095 awarding a contract to Crystal Maintenance Plus, Corp. of Mount Prospect, Illinois for professional custodial services of eight City owned and maintained facilities for an amount not to exceed $71 ,520.00 for Fiscal Year 2024. The contract includes City Hall, the Police Station, Water Treatment Plant, Metra Station, Museum, as well as the Blakely Street, Church Street, and Grand Lake Boulevard facilities. The contract allows for up to two additional one-year extensions, subject to mutual agreement, satisfactory performance, and City Council approval. It also permits an annual increase based on the Consumer Price Index (CPl)-AII Urban Consumers, Chicago or 2% whichever is less. CPI is based upon the average of the previous twelve months, non-seasonally adjusted. On December 16, 2024, the City Council approved Resolution No. 24-R-0086 awarding the first contract extension for an amount not to exceed $71,520.00. On November 3, 2025, Crystal Maintenance Plus submitted a written request to extend the contract for the Fiscal year 2026 at 2024 pricing. This will be the second of the two allowable extensions. , It is staff's recommendation that a Contract extension be awarded to Crystal Maintenance Plus, Corp. of Mount Prospect, Illinois, for professional custodial services during Fiscal Year 2026 of eight City owned and maintained facilities, in an amount not to exceed $71,520.00. Staff were satisfied with Crystal Maintenance Pius's services during Fiscal Year 2025. • Janitorial services are budgeted and paid for from various funds, depending on location for services. For Fiscal Year 2026, the proposed budget includes $53,100 in 01-09-21-4219; $25,000 in 06-34-48-4219; and $4,200 in 43- 34-76-4219 for a total budget of $82,300. ACTIONS PROPOSED: Approve Resolution No. 25-R-0070 authorizing the Mayor to execute a Second Contract extension with Crystal Maintenance Plus Corporation of Mount Prospect, Illinois, for 2026 Janitorial Services for Municipal Buildings, in an amount not to exceed $71,520.00. COMMITTEE RECOMMENDATION: ===== PDF PAGE 15 ===== [Extraction: embedded PDF text] RESOLUTION NO. 25-R-0070 4 RESQT,TTTTQN i\UIHQRIZTNG THE MAYOR TO EXECUTE A SECOND CONTRACT EXTENSION WITH CRYSTAL MAINTENANCE PLUS CORPORATION OF MOUNT PROSPECT, ILLINOIS FOR 2026 JANITORIAL SERVICES FOR MUNICIPAL BUILDINGS IN AN AMOUNT NOT TO EXCEED $71,520.00. BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to a execute a Second Contract extension with Crystal Maintenance Plus Corporation of Mount Prospect, Illinois, for 2026 Janitorial Services for Municipal Buildings, in an amount not to exceed $71,520.00, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 15th day of December 2025. AYES: NAYES: ABSTAIN: ABSENT: Mayor Daniel Bovey ATTEST: Executive Office Manager, Valeria Perez ===== PDF PAGE 16 ===== [Extraction: embedded PDF text] (,/J ~ ::, .___. 0... Cl) C) C: (tj C: ~ Cl) .+-,) C: ....- . Cl) (tj ~ •~• I ~ i I •! ~ li E I i i I! i' t~ i! I i t~ I • ~ ! I i I .a i ~•• • j I ., •• i I 1 • I ii j [ I • B ~ 1 .. 11~ ~ • E '" . ~ JI :iii ~ Iii I ! H HI i~ ~ "l 1 iIIH 11H ~ ~ ·I HH • "E ~ i } H H ~~ ~ I r~ j i I I" Ii j Hrl 8 t~ Ji :t $1.111 ~~ ! ,I ~1~~ hH l LU " I1 . . ===== PDF PAGE 17 ===== [Extraction: embedded PDF text] CITY OF WEST CHICAGO INFRASTRUCTURE COMMITTEE AGENDA ll'EM SUMMARY ITEM TITLE: AGENDA ITEM NUMBER: _q~.._l-_·_,__ _ Resolution No. 25-R-0071 - Contract Award - Cemetery Management, Inc. (John B. Reynolds) for Cemetery COMMITTEE AGENDA DATE: December 4, 2025 , Sexton Services in an Amount Not to Exceed $62,700.00 COUNCIL AGENDA DATE: December 15, 2025 for FY 2026 STAFF REVIEW: Mehul T. Patel, P.E., Director of Public Works SIGNATURE _________ _ APPROVED BY INTERIM CITY ADMINISTRATOR: Tia Messina SIGNATURE _________ _ ITEM SUMMARY: The City contracts annually for Cemetery Sexton services to supervise and manage activities at Glen Oak and Oakwood Cemeteries. Responsibilities include, but are not limited to, sales of gravesites, performing grave openings and closings, grounds maintenance, and preparation and maintenance of records and reports for submittal to the City. Since May 7, 1990, Mr. John Reynolds of Cemetery Management, Inc. (CMI) has contractually been the City's Cemetery Sexton. The City pays Mr. Reynolds an annual sexton salary of $7,200.00, • plus additional costs associated with interments, grounds maintenance, and other contractual services as requested. The number of interments, and number of snow removal events, remain the unknown factors that impact budgeted expenditures; however, the City averages about $20,000.00 annually for interments since 2017. The current contract with CMI expires at the end of December 31, 2025. On August 7, 2025, Mr. Reynolds confirmed his willingness to continue to provide Cemetery Sexton Services for the City's Glen Oak and Oakwood Cemeteries for FY 2026 at the same pricing as FY 2024. As a cost-efficiency measure, routine ground maintenance activities such as mowing, weed applications and fertilization, has been shifted to the annual Right-of- Way Maintenance Program. CMI will continue to perform spring and fall cleanup, snow plowing, and headstone resetting at Oakwood in FY 2026. Due to satisfactory past performance, it is staff's recommendation that the contract be awarded to CMI for FY 2026. Appropriate funds are budgeted under 01-09-23-4209 ($33,600.00); 01-09-23-4216 ($14,000.00); 01-09-23-4217 • ($7,800.00) and 01-09-23-4225 ($7,500.00). ACTIONS PROPOSED: Approve Resolution No. 25-R-0071 authorizing the Mayor to execute a Contract with Cemetery Management, Inc. (John B. Reynolds) for Cemetery Sexton Services in an amount not to exceed contract amount of $62,700.00 for FY 2026. COMMITTEE RECOMMENDATION: ===== PDF PAGE 18 ===== [Extraction: embedded PDF text] RESOLUTION NO. 25-R-0071 A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A CONTRACT WITH CEMETERY MANAGEMENT, INC. (JOHN B. REYNOLDS) FOR CEMETERY SEXTON SERVICES IN AN AMOUNT NOT TO EXCEED $62,700.00 FOR FY2026 BE IT RESOLVED by the City Council of the City of West Chicago, in regular session assembled, that the Mayor is hereby authorized to execute a Contract with Cemetery Management, Inc. (John B. Reynolds) for Cemetery Sexton Services in an amount not to exceed contract amount of $62,700.00 for FY 2026, in substantially the form attached hereto and incorporated herein as Exhibit "A". APPROVED this 15th day of December 2025. AYES: NAYES: ABSTAIN: ABSENT: Mayor Daniel Bovey ATTEST: Executive Office Manager, Valeria Perez ===== PDF PAGE 19 ===== [Extraction: embedded PDF text] From: John Reynolds To: Mehul Patel Subject: Re: Sexton Cemetery Seivices - West Chicago - 2026 Date: Thursday, November 13, 2025 9:16:52 AM Attachments: 1maaeoo1.ona TIOJ : This email 0riginated from outside of the organization. Hi Mehul, yes, I am interested in renewing the contract for 2026. There will be no price increase for 2026. Thank you, John Reynolds On Wed, Nov 12, 2025 at 2:30 PM Mehul Patel wrote: j Good afternoon John/Gina, Mid-November is here, and I wanted to reach out to confirm your interest in renewing the contract for 2026. The current contract amount if $62,700. Please confirm your interest and I will start working on drafting the contract. The Infrastructure Committee will review the contract renewal on December 4, 2025, for the 2026 Janitorial Services for the City of West Chicago. I anticipate that this item will be recommended for approval by the Infrastructure Committee and will subsequently be approved by the City Council on December 15, 2025. Thank you. Mehul T. Patel, P.E., CFM Director of Public Warks City of West Chicago 630-293-2255 From: Mehul Patel Sent: Thursday, August 7, 2025 8:39 AM To: John Reynolds Cc: Ashley Heidorn ; Jonathan Whiteaker ===== PDF PAGE 20 ===== [Extraction: embedded PDF text] Subject: RE: Sexton Cemetery Services - West Chicago - 2026 Gina, Thank you for the reply. We will send you a contract renewal in Mid-November 2025. The idea to execute the contract as soon as the 2026 budget is approved in Mid-December 2025. Mehul T. Patel, P.E., CFM Director of Public Works City of West Chicago 630-293-2255 I ' From: John Reynolds Sent: Thursday, August 7, 2025 8:24 AM To: Mehul Patel