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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: November 18, 2019
SUBJECT:
A Resolution authorizing the Director of Purchasing to enter into an agreement with the Architectural/Engineering design team of Kluber, Inc., 10 South Shumway Avenue, Batavia, IL 60510 and Kueny Architects, LLC, 10505 Corporate Drive, Suite 100, Pleasant Prairie, WI 53158 in the amount of $1,825,000 for a new Consolidated Public Works Facility.
PURPOSE:
To authorize the Director of Purchasing to enter into a design services agreement with the team of Kluber, Inc. and Kueny Architects, LLC to design an approximately 195,000 square foot Consolidated Public Works Facility near Liberty and New York Streets.
BACKGROUND:
The Public Works Department is looking to consolidate the personnel and equipment from a handful of maintenance divisions (Electrical, Streets, Fleet, Water & Sewer, and Water Meter Maintenance). The existing facilities which currently house these divisions are in varying states of disrepair, as documented in the Assessment Report by CM Program dated November 5, 2017. Based on the age and outdated ergonomics of these facilities identified in that report and the assessed updated needs of the divisions listed above, it was determined that the construction of a new, consolidated facility for these divisions is the best value for the City.
After evaluating several parcels of land as potential locations for the consolidated facility, a 25.4 acre parcel near Liberty and New York Streets was chosen. Following negotiations lead by Invest Aurora, an Ordinance to acquire the property was approved by City Council on July 24, 2018.
Upon completion of the land acquisition, needs assessment, and conceptual design of the site and floor plan by the City's Engineering division, a Request for Qualifications (RFQ) was published on July 23, 2019. This RFQ requested information regarding prospective design firms, their staff, and specific experience similar to the scope of services required for this project including Architectural, Structural, and Mechanical/Electrical/Plumbing (MEP) design as well as construction phase management services. Site (Civil) design, including a new 14,000 ton road salt silo, vehicle fueling facility, and mulching station, will be completed by the City's Engineering Division and incorporated into the final design documents to be provided by the selected firms.
DISCUSSION:
On August 7, 2019, the City received fourteen (14) responses to the RFQ. A panel of Engineers from the City reviewed and scored the responses based on the parameters outlined in the RFQ. Follow-up interviews were then conducted with the four (4) firms which scored the highest (the average combined score from the three evaluation panel members was 17.3, 16.0, 15.7, and 15.3 for Kueny Architects, Kluber, Tria Architecture, and Cordogan Clark, respectively). These scores were out of a possible 20, which included maximum possible points awarded of 12 for "Successful Experience on Similar Projects by Firm", 6 for "Experience and Qualifications of Proposed Staff", and 2 for "Scheduling and Availability".
Upon completion of these interviews and internal discussions amongst the select City staff requested to attend (which included representatives from the divisions to be relocated to the new facility), two firms were selected to provide specific services based on perceived professional strengths and proximity to the City of Aurora. Kueny Architects, LLC from Pleasant Prairie, WI was selected to provide preliminary Schematic Design and Design Development services based on their vast and extensive experience designing similar Public Works Facilities throughout the Midwest. Kluber, Inc. from Batavia, IL (soon to be opening an office in downtown Aurora) was selected to create the final Construction Documents and provide construction administration based on their strong design team, positive past experience on City of Aurora projects, and proximity to the project site and City offices.
Following discussions between the City and both firms, it was determined that a single contract would be executed with Kueny to serve as a Consultant to Kluber. This arrangement will allow for the administrative benefits of a single contract for the City and also allow both firms to interact seamlessly throughout the project, thereby eliminating any ambiguity as to the individual responsibilities of the respective firms.
In accordance with this arrangement, the firms provided the City with a combined cost proposal for design services in the amount of $1,825,000, which will be paid using account number 340-4010-417.32-80 (Professional Fee/Consulting Fees), 510-4063-511.72-01 (Capital Outlay-Bldg Purch/Cost of Building/Water and Sewer Fund), and 340-4010-417.72-01 (Capital Outlay-Bldg Purch/Cost of Building/Capital Fund), which have respective 2019 budgets of $727,500, $2M, and $3M
The City anticipates completion of design services in 2020 and construction of site work beginning in 2020 with final building construction to be completed in 2021.
IMPACT STATEMENT:
The new Consolidated Public Works Facility will improve the working conditions and performance of the various maintenance divisions to be relocated there. It was also streamline city vehicle fueling (including police and fire), salting, and mulch operations, all of which will improve resident safety and convenience. Further, a central fleet and equipment housing facility such as this will result in saved time (and thereby cost) inherent to traveling back and forth between multiple facilities throughout the City.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Infrastructure and Technology Committee
Alderman Juany Garza, Chairperson
Alderman William “Bill” Donnell, Vice Chairperson
Alderman Sherman Jenkins
Alderman Judd Lofchie
Alderman Theodoros “Ted” Mesiacos
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to enter into an agreement with the Architectural/Engineering design team of Kluber, Inc., 10 South Shumway Avenue, Batavia, IL 60510 and Kueny Architects, LLC, 10505 Corporate Drive, Suite 100, Pleasant Prairie, WI 53158 in the amount of $1,825,000 for a new Consolidated Public Works Facility
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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, the Request for Qualifications was advertised publicly and later opened at 2:00 p.m. on August 7, 2019; and
WHEREAS, fourteen responses for Design Services for the Consolidated Public Works Facility were received; and
WHEREAS, City Engineering staff reviewed the fourteen responses and selected four finalists for follow up interview; and
WHEREAS, the team of Kluber, Inc., 10 South Shumway Avenue, Batavia, IL 60510 and Kueny Architects, LLC, 10505 Corporate Drive, Suite 100, Pleasant Prairie, WI 53158 was selected and provided a combined cost proposal of $1,825,000 (Exhibit A); and
WHEREAS, funding will be provided from account #s 340-4010-417.32-80, 510-4063-511.72-01, and 340-4010-417.72-01 which have respective 2019 budgets of $727,500, $2M, and $3M; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizing the Director of Purchasing to enter into an agreement with the Architectural/Engineering design team of Kluber, Inc., 10 South Shumway Avenue, Batavia, IL 60510 and Kueny Architects, LLC, 10505 Corporate Drive, Suite 100, Pleasant Prairie, WI 53158 in the amount of $1,825,000 for a new Consolidated Public Works Facility