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TO: Mayor Richard C. Irvin
FROM: Jim Birchall, Superintendent of Fleet & Facilities Maintenance
DATE: December 14, 2020
SUBJECT:
Aurora Police Department Gate Replacement
PURPOSE:
To obtain approval to replace the damaged southwest gate at the Aurora Police Department Headquarters.
BACKGROUND:
The Aurora Police Department headquarters, located at 1200 E. Indian Trail, Aurora, IL 60505, is equipped with multiple gates which control access to secured areas. The southwest exit gate was inadvertently struck by a Police vehicle which rendered the gate inoperable. It was later determined that the gate was beyond repair, and required replacement along with the mechanical operator and photo eye.
In November 2020, the City advertised Request for Proposal "City of Aurora Police Department Gate Repairs & Maintenance", RFP 20-52 (attached). Since only one vendor attended the mandatory site inspection that was held on November 16, 2020, an RFP addendum (attached) was issued on November 18, 2020 which rescheduled the site inspection to November 30, 2020 and extended the proposal submission deadline to December 9, 2020. No vendors subsequently participated in the second site inspection or submitted a proposal.
Given the lack of interest in the project but with the existing property damage in need of repair and with the operational need for a functioning gate at the APD campus, the City contacted F.H. Paschen, S.N. Nielsen & Associates LLC, through the City of Aurora's Job Order Contracting program (JOC). F.H. Paschen obtained and examined five (5) bids of which, Fence Masters Inc., located at 20400 S. Cottage Ave, Chicago Heights, IL 60411, submitted the lowest most responsible bid.
DISCUSSION:
Through the City's JOC program, F.H. Paschen, S.N. Nielsen & Associates, LLC has proposed to replace the southwest exit gate, mechanized operator, and photo sensor along with the mechanized operator and photo sensor on the entrance gate through Fence Masters Inc. for $55,544.95 (attached).
City staff thoroughly reviewed the proposal and found Fence Masters Inc. qualified to perform the work and the price competitive. A ten percent (10%) contingency of $5,554.49 is also recommended to cover any unforeseen costs.
It is important to note that the estimated total includes a $4,180.80 (7%) credit per the JOC agreement approved by resolution R20-221.
Monies will be drawn from Risk account: 601-0000-410.40-76, which has sufficient funds to satisfy the cost of this project.
F.H. Paschen, S.N. Nielsen & Associates, LLC and Fence Masters, Inc. are not indebted to the City.
IMPACT STATEMENT:
N/A
RECOMMENDATIONS:
That the City Council adopts a resolution authorizing the replacement of the damaged Aurora Police Department southwest gate using Fence Masters Inc. through F.H. Paschen and the City of Aurora Job Order Contracting program.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Authorizing F.H. Paschen, S.N. Nielsen & Associates LLC to replace the Aurora Police Department southwest gate using Fence Masters Inc. through the City of Aurora's Job Order Contracting program for $55,544.95 plus a contingency amount of $5,554.49.
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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 Aurora Police Department headquarters, located at 1200 E. Indian Trail, Aurora, IL 60505, is equipped with multiple gates which control access to secured areas; and
WHEREAS, the southwest exit gate was inadvertently struck by a Police vehicle which rendered the gate completely unusable. It was later determined that the gate was beyond repair, and required replacement; and
WHEREAS, through the City's JOC program, F.H. Paschen, S.N. Nielsen & Associates, LLC proposes using Fence Masters Inc. to replace the southwest exit gate, mechanized operator, and photo sensor along with the mechanized operator and photo sensor on the entrance gate for $55,544.95 plus a contingency amount of $5,554.49; and
WHEREAS, monies will be drawn from Risk account: 601-0000-410.40-76, which has sufficient funds to satisfy the cost of this project; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: That the City Council adopts a resolution authorizing the replacement of the damaged southwest gate at the Aurora Police Department headquarters by Fence Masters Inc. through F.H. Paschen, S.N. Nielsen & Associates, LLC, using the City of Aurora's Job Order Contracting (JOC) program, in the amount of $55,544.95 plus a ten percent (10%) contingency of $5,554.49 and the Purchasing Director is hereby authorized to issue the necessary purchase orders.