cover
TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: April 9, 2019
SUBJECT:
A resolution authorizing the Director of Purchasing to enter into an agreement with LJ Morse Construction Company, 128 S. Broadway, Aurora, IL 60505 in the amount of $103,460 for New Carpentry required as part of the renovation of the 2nd Floor Bridge within the Development Services Center located at 77 S. Broadway.
PURPOSE:
To enter into an agreement to allow for the new carpentry component of the interior remodeling necessary to complete the 2nd floor of the Development Services Center (DSC). Upon completion of the remodeling, the 2nd floor bridge area will house three City divisions: Economic Development, Fire Marshall's Office, and Mayor's Office of Special Events.
BACKGROUND:
Currently, there is significant crossover between various departments/divisions in relation to development activities within the City of Aurora. Among those are Building and Permits, Neighborhood Standards, Planning, Economic Development and Engineering. Consolidation of these departments/divisions was identified as a goal to facilitate a more seamless development process within the City. Currently, only Economic Development remains to be relocated to the new facility at 77 S. Broadway.
In addition to Economic Development, the Fire Marshall’s Office and the Mayor’s Office of Special Events are also to be relocated to the bridge area of the 2nd floor as the offices they are currently housed in are to be reassigned or vacated.
The proposed improvements to the bridge area will complete the renovation of the first and second floors of the DSC building, leaving only the basement unfinished. In an attempt to save money compared to the hiring of a General Contractor (as was done on previous renovations to the building), the City has elected to contract specific trades and tasks, including demolition (recently informally bid out, awarded, and completed), carpentry, flooring, mechanical, electrical, plumbing, painting, and low voltage cabling and other IT infrastructure. A Request for (formal) Bids was published for new Carpentry (which includes walls, doors, ceiling, and cabinetry).
DISCUSSION:
This bid was advertised in the Beacon News on March 3, 2019 and posted to the City's website along with Demandstar (a national free broadcast site). From our website eight contractors viewed the documents and eight bid firms retrieved the documents. The lone response to the Invitation to Bid for the DSC 2nd Floor New Carpentry was received and read aloud at 2:00 pm on March 20, 2019. Although only one qualifying bid was received, the cost submitted by LJ Morse was less than estimated. Based on our adherence to the City's Purchasing Policy (publication of the Invitation to Bid), the price received, our excellent experience with LJ Morse on the previous improvements to the 2nd floor of DSC, and the location of LJ Morse's office (two blocks for the project site), acceptance of the bid of $103,460 submitted by LJ Morse Construction Company (128 S. Broadway, Aurora, IL 60505) is recommended. This contract will be paid using account 340-4010-417.73-40 where $545,000 was budgeted in 2019.
It should be noted the Schedule of Prices completed by LJ Morse and submitted with their bid included an additionally added line item titled "MISC/GC/OH&P". Although the specific cost of this was not included with the line item, the "Total Cost" was listed as $103,460, which exceeded the sum of the costs listed by $20,311. At the City's request, LJ Morse has submitted a Letter of Explanation which indicated that this line item includes the $10,000 contingency fund for unforeseen additional costs requested by the City, $6,909 for General Conditions, and $3,402 for Overhead/Profit for a total of $20,311. This letter is included with the attached bid from LJ Morse.
IMPACT STATEMENT:
Minor disruptions to the activities of the existing Divisions housed on the first and second floors are anticipated; however, none of these disruptions will interrupt the daily operations.
RECOMMENDATIONS:
I request the proposed resolution to be adopted.
cc: Alderman O’Connor, Chairman
Alderman Mesiacos
Alderman Bugg
Alderman Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE______________
DJHJDJDJ
title
A resolution authorizing the Director of Purchasing to enter into an agreement with LJ Morse Construction Company, 128 S. Broadway, Aurora, IL 60505 in the amount of $103,460 for New Carpentry required as part of the renovation of the 2nd Floor Bridge within the Development Services Center located at 77 S. Broadway.
body
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 project was advertised publicly and later opened and read aloud at 2:00 p.m. on March 20, 2019; and
WHEREAS, one bid (in addition to the previously received JOC estimate from FH Paschen) for DSC 2nd Floor Bridge New Carpentry was received; and
WHEREAS LJ Morse Construction Company, 128 S. Broadway, Aurora, IL 60505 was the low bidder (compared to the JOC estimate) in the amount of $103,460 (Exhibit A); and
WHEREAS, funding will be provided from account # 340-4010-417.73-40 which has $545,000 in the 2019 budget; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Director of Purchasing is authorized to enter into an agreement with LJ Morse Construction Company, 128 S. Broadway, Aurora, IL 60505 in the amount of $103,460 for New Carpentry required as part of the renovation of the 2nd Floor Bridge within the Development Services Center located at 77 S. Broadway.