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TO: Mayor Richard C. Irvin
FROM: Daniel Barreiro, Chief Community Services Officer
DATE: January 15, 2020
SUBJECT:
Approval of change order requests for the Grand Army of the Republic (GAR) Museum Lower Level Remodeling project.
PURPOSE:
This resolution will approve requested change orders for the Grand Army of the Republic (GAR) Museum Lower Level Remodeling project. The amount of change orders has exceeded $25,000 and City Council approval is necessary. The cost of the additional work to be performed is $42,188 with $4,812 included as a contingency amount.
BACKGROUND:
The City Council awarded a bid to Swedberg & Associates from Sycamore, Illinois, for the Grand Army of the Republic Lower Level Remodeling Project in the amount of $221,299 by resolution R19-154 on May 28, 2019. Swedberg was the lowest responsible bidder. The project is funded by a Grant from the Illinois Department of Natural Resources in the amount of $750,000.
This request includes 13 change order requests that result in additional costs to the project totaling $42,188. Three change orders resulted in a credit of $3,249. Below is a summary of the change orders:
1. Because of a delay from the State with the execution of a grant contract, the bid award was held over 90 days resulting in additional costs to the project - $5,410.
2. Additional charges for testing and balancing of the HVAC system - $458.
3. Concerns on potential basement flooding prompted a change order to replace blocking with a solid concrete curb. This increased cost will reduce issues caused by potential future flooding - $9,433.
4. The installation of the West Tower Light will require a scaffolding system to install the light fixture. This was quoted on a time and material basis and is expected to be much less than the estimate. - $4,006.
5. The lower level had a wall mounted cooling system that was deemed no longer necessary. Central Services staff was not able to remove the packaged terminal air conditioner (PTAC) unit because of the refrigerant. The removal of this unit was - $921.
6. A site visit with the contractor and sub-contractors revealed necessary modifications including relocation of junction boxes, reframing soffit for electrical box access and relocation of an exit sign - $2,323.
7. During the 2012 renovation project the front doors were scheduled to be replaced but because funds ran out many portions of the project were cancelled including the doors. The doors were purchased but not installed. The doors were not part of the original scope of work but they are beginning to fail. By getting this work done now, the cost can be covered by the IDNR grant - $7,052.
8. In order to increase display space, shelving will be needed. The cost for the display case upgrade includes glass, brackets, and labor for installation - $3,823.
9. A change order for the drop ceiling material resulted in a credit - ($951).
10. The bid included an allowance for the west tower light of $3,000. The allowance will be used for the installation and wiring instead of the purchase of the light fixture. The city will purchase the pendent light direct from the manufacturer - $2,100.
11. There is concern about the long term durability of the display cases. An upgrade in brackets will in increase weight limits from 50 lbs. to 80 lbs. to accommodate some of the heavier doors. $3,052.
12. The interior handrails will need additional supports in order to be installed. During the initial installation the need for additional supports was identified. This cost includes labor for iron workers, patching and painting for touchup. $3,895.
13. Because of the low ceilings, it was recommended that can lights should replace track lighting. This change results in a credit. ($1,406).
14. The painter's scope was modified to exclude cabinets. This resulted in a credit. ($892).
15. Plexi-glass is needed to cover the lower level windows. This will help prevent spiders from building a home behind the glass cabinets. $604.
16. ADS - System upgrade includes additional smoke (2), heat (2) and motion (2) sensors to provide additional security and protection - $2,360. The ongoing maintenance costs of $17 per month will come out of the GAR Maintenance budget.
17. The original bid did not include any contingency funds. To keep the project on schedule a contingency has been added to cover any additional unforeseen change orders - $4,812.
DISCUSSION:
This phase will complete the remodeling of the physical space of the GAR. Other pieces including the return of the Sentry Statue, cleaning of the original murals in the Angel Room, and other work will continue to move along under separate contracts. All projects covered by the IDNR grant need to be completed by June 30, 2021.
The full grant amount of $750,000 was budgeted in 2019. With the delay in the execution of the grant contract a Purchase Order was not created until October 14, 2019 which permitted the commencement of the project. The GAR start up meeting was held on October 21, 2019.
A total of $45,802 was spent on the GAR project in 2019. The majority of this was for work performed by Swedberg and Associates totaling $36,251. The balance includes architectural services performed by Allen Pepa Architects and services to clear out the lower level. An invoice for December is pending which will increase activity for 2019.
Budget roll over requests were due before construction activity began making it difficult to be exact. The 2020 Budget has a provision of $742,500 for the GAR project in account 101-1361-465.73-42 (CIP A037). However the balance for grant reimbursement is only $704,200. The amount of the project can't exceed the grant amount. Any increase to the GAR remodeling project by change order decreases the amount available for other phases of the grant scope. The total of all project phases can't exceed the grant total of $750,000. Other phases of GAR project that exceed $25,000 will need City Council approval. All change orders included in this request are grant eligible. The IDNR grant is flexible with respect to adjusting amounts between project categories.
The change order activities are split among two years. Out of the $47,000 in change orders, $18,849 is part of 2019 activity and $28,151 of the work will take place in 2020.
IMPACT STATEMENT:
The change orders will have a wide range of impacts. Three of the requests will help protect the city's investment in the long term. Some of the requests will increase the functionality of the GAR.
The contractor has been mindful of city events such as Veterans Day and Winter Lights and scheduled work around those events to cause minimal disruption. The next big event is the Memorial Day Parade on May 2020. Substantial completion by May 1 is a goal for this scope of work. Central Services will continue to receive updates on the project for coordination purposes. IT has been consulted to address some of the IT needs for the project.
RECOMMENDATIONS:
Staff recommends approval this resolution to authorize change orders for the GAR Museum.
cc: Public Health Safety and Transportation Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Approving Change Orders for the Grand Army of Republic Museum Lower Level Remodeling Project not to exceed $47,000.
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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 City of Aurora has received a $750,000 grant from the Illinois Department of Natural Resources for the Remodeling of the Grand Army of the Republic Museum, and:
WHEREAS, the City Council has awarded a bid to Swedberg and Associates of Sycamore, Illinois, to remodel the lower level and other improvements, and
WHEREAS, necessary change orders have been presented and are necessary for the completion of the remodeling project, and
WHEREAS, 2020 funds of $742,500 will cover the additional work is budgeted in account 101-1361-465.73-42 (CIP A037).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: approval of change orders not to exceed $47,000 for the Grand Army of the Republic Museum Lower Level Remodeling Project is hereby approved and the Director of Purchasing may issue the necessary orders.