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TO: Mayor Richard C. Irvin
FROM: Mike Kaufman, Assistant Fire Chief
Jim Birchall, Chief Public Facilities Officer
DATE: April 1, 2025
SUBJECT:
A resolution authorizing the Director of Purchasing to process a change order to the agreement with Cordogan Clark for the architectural services, including design, engineering, and construction services for Fire Administration/Fire Station #4 in the amount of $817,886.00.
PURPOSE:
To authorize the additional costs as the scope has increased from the City's original estimate.
BACKGROUND:
In 2021, the Aurora Fire Department (AFD) hired a consultant to conduct a Fire Station Location Analysis to establish optimal locations for the planned additional fire station, and relocation of two (2) stations, required to effectively meet fire and EMS service demand due to the continued growth and development of the city. The study determined it would be in the best interest of the public and the Fire Department to construct a new Station #13 and relocate Stations #9 and #4. Following Council approval, a Capital Improvement Plan (CIP) for the relocations and new buildings was submitted and approved. Staff released a Request for Proposals (RFP) on May 15, 2022, for architectural services and began looking for property. The acquisition of property for Station #9 was approved on Tuesday, September 12, 2023 (O23-056).
Cordogan Clark was awarded the architectural services for the Fire Department Headquarters/Fire Station #4 with resolution R23-299 in October 2023. At the time of the initial contract, the scope/size of the station was not fully developed. As historically done, the original proposal was a percentage of construction basis, the City capped it within the resolution as a not to exceed fixed dollar amount.
DISCUSSION:
The initial request to the Infrastructure and Technology Committee was a requested increase of $1,021,544. After our many meetings and discussions, Cordogan Clark offered to reduce their fees from 7.5% to 7.0%. This has reduced the final request to $817,886.00 (a savings of $203,658.00)
The new agreement value of $1,997,636 (Project cost $27,214,729 * 7.0% + Reimbursables) is an increase of $817,886.00 over the initial resolution of $1,179,750. This dollar amount is arrived from the Leopardo Construction design fee estimate. Cordogan Clark bills based on a percentage (7.0%) of construction. As a result of the programming and schematic design phases and the final decision to move Emergency Management to this building/station the project scale increased. Fire Station #4, will include the administrative Fire offices (i.e. Fire Chief, Deputy, Assistant Chiefs, and Administrative Staff). Fire Station #4, the updated construction value of $27,214,729 from the original estimate of $15,450,000.
Many factors have contributed to the increased costs, time specifically. When the City began planning for these stations, costs were much less than they are today. Fire stations last 50-70 years in many cases, so staff has done a remarkable job reviewing and assessing needs vs. wants and tried to ensure there is room for growth/changes as the building ages.
The funds are available in account 355-3033-422.72-35 (C135).
Based on the current schedule, Fire Department Headquarters/Fire Station #4 will commence this spring with completion spring/summer 2026.
IMPACT STATEMENT:
The new Fire Station #4 will provide better coverage and response times to the community and allow the AFD and AEMA to continue to grow and respond to the increased development throughout the City.).
RECOMMENDATIONS:
Staff respectfully requests the proposed resolution be approved.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to process a change order to the agreement with Cordogan Clark of Aurora, IL for architectural, design, engineering and construction services for Fire Department Headquarters/Fire Station #4 in the amount of $817,886.00.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, Cordogan Clark was selected via a Request for Proposal process in 2022 to provide architectural services, including design, engineering, and construction services for Fire Stations #4 (R23-299); and
WHEREAS, as a result of programming and schematic design, including the move of AEMA to this building, the project scale has increased more originally estimated; and
WHEREAS, additional funds are required to complete the design and associated construction services associated with the Fire Administration/Fire Station #4; and
WHERAS, the funds are available in account 355-3033-422.72-35 (C135)
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hearby authorized to process a change order to the agreement with Cordogan Clark of Aurora, IL for architectural, design, engineering and construction services for Fire Department Headquarters/Fire Station #4 in the amount of $817,886.00