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TO: Mayor John Laesch
FROM: Chris Ragona, Director of Community Services
DATE: June 11, 2026
SUBJECT:
A Resolution to Establish a Preferred Contractors List for the 2026 Aurora Rental HVAC Replacement Program.
PURPOSE:
The purpose of this resolution is to establish a Preferred Contractors List for the 2026 Rental Housing Heating, Ventilation and Air Conditioning (HVAC) Systems Replacement Program. The preferred contractor list was developed upon completion of the City's Request for Proposal's (RFP) evaluation process.
Submission of a proposal does not bind the Contractor to the performance of work under this resolution. The Contractor(s) deemed to be in the best interests of the City, HVAC program's purposes, and landlord's property, will be given an opportunity to accept or decline projects on a case-by-case basis. If that Contractor declines a project, the next Contractor deemed to be in the best interests of the City will be given the opportunity.
BACKGROUND:
The Rental HVAC Replacement Program is funded through a $2M CDBG-CV IL DCEO Grant. City Council approved acceptance of the State grant on October 14, 2025 (see attached Exhibit H, R25-320). The purpose of the grant is to preserve single and multi-family, landlord owned units, up to six units total, and occupied by low-and moderate-income tenant households. This HVAC rehabilitation effort will improve the City residents' housing air quality, increase energy efficiency, and reduce utility bills. The Program's landlord application cycle opened on March 23, 2026 and closed on April 27, 2026. While program participants (landlords) are responsible for coordinating and scheduling HVAC contractor inspections and any necessary installations, the State requires the City to contract with the contractors directly. To manage the anticipated project volume and to streamline procurement, City staff determined that establishing a Preferred Contractors List would ensure that all work meets federal, State, and local requirements. Pre-qualifying contractors will allow the City to fulfill the program requirements for landlords, tenants, and the State in an efficient and timely manner. Through their proposals, the contractors are confirming their willingness to participate in the HVAC program.
Once approved for the program, landlords will be provided with the Preferred Contractors List for inspection and installation services. For inspections, the landlords may select any contractor from the list. This contractor will be required to provide an inspection report. To prevent conflicts of interest, the contractor who performs the inspection will not be permitted to provide installation services. Using the inspection report findings, landlords will be required to seek a minimum of three estimates from the remaining contractors on the list.
The City issued an RFP on March 9, 2026 and held two mandatory pre-proposal meetings. A total of five (5) proposals were received and evaluated based on experience, licensing, and financial stability.
DISCUSSION:
The submitted proposals (5) were opened on April 17, 2026. All Service Heating & Air Conditioning,900 Vincent Dr., Sandwich, IL 60548, Amazing Air, Inc., 6 S. Lincolnway, North Aurora, IL 60542, Artlip and Sons, Inc., 230 S. Broadway Ave., Aurora, IL 60505, Elemental Air Heating and Cooling, LLC, 4608 Forest Ave., Brookfield, IL 60513, and Maxon Heating and Air Conditioning, 324 E. Roosevelt Rd., Wheaton, IL 60187 submitted complete proposals. The RFP's advertisement and evaluation tabulation are attached as Exhibits I and B, respectively. The submitted contractor proposals are attached as Exhibits C-G.
Although program grant caps have been set for up to $15,000 for single family rental units and up to $25,000 for multi-family rental properties (maximum of 6 units per property), there may be unique instances where the per property cost thresholds are exceeded. However, none of the per property approved costs will exceed the $50,000 threshold requiring City Council approval.
A Budget Amendment has been submitted to the Finance Committee to provide funds in the 2026 City Budget for this project in the following accounts:
|
Account Name |
Project Code |
Account Number |
Amount |
|
Revenue |
DCEOCV |
214-1330-331.15-99 |
$2,000,000 |
|
Construction |
DCEOCV |
214-1330-801.47-01 |
$1,950,000 |
|
Administration |
DCEOCV |
214-1330-801.47-89 |
$50,000 |
IMPACT STATEMENT:
Establishing a Preferred Contractors List will significantly reduce staff time by eliminating the need to repeatedly prepare purchase orders, review multiple bids, and conduct new contractor evaluations for each project. The list will support faster response times, while ensuring consistency in pricing and compliance. This avoids the time and effort to prepare purchase orders, review bids, and select contractors for the HVAC inspection and installation services. It also accommodates the DCEO grant's timeline for completion of May 31, 2027.
RECOMMENDATIONS:
Staff recommends acceptance of the contractors' proposals and to allow the Director of Purchasing to enter into agreements with the contractor respondents, and further, that the Director of Purchasing, Chief Community Services Officer, Director of Community Services, and/or their designees are authorized to take such additional action as necessary to authorize work to be done in accordance therewith.]
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to Establish a Preferred Contractors List for the 2026 Aurora Rental HVAC Replacement Grant Program.
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 City wishes to accept the proposals received from All Service Heating & Air Conditioning,900 Vincent Dr., Sandwich, IL 60548, Amazing Air, Inc., 6 S. Lincolnway, North Aurora, IL 60542, Artlip and Sons, Inc., 230 S. Broadway Ave., Aurora, IL 60505, Elemental Air Heating and Cooling, LLC, 4608 Forest Ave., Brookfield, IL 60513, and Maxon Heating and Air Conditioning, 324 E. Roosevelt Rd., Wheaton, IL 60187 for the 2026 Aurora Rental HVAC Replacement Grant Program., as set forth in the proposal's Evaluation Tabulation; and:
WHEREAS, the 2026 City budget proposes $2,000,000 for this work within account numbers: 214-1330-331.15-99 (Revenue: $2,000,000); 214-1330-801.47-01 (Construction: $1,950,000); and 214-1330-801.47-89 (Administration: $50,000); and
WHEREAS, by accepting the proposals received, we hereby establish a Preferred Contractors List to enable the City to complete and install HVAC systems or system components as the need arises based on the factors of competitive bidding and timely response to the grant program's needs for any eligible repair or replacement. The Contractor(s) deemed to be in the best interests of the City, for whatever grant funded project the City may be considering, shall be given an opportunity to accept or decline projects on a case-by case-basis. If that Contractor declines the project, the next Contractor deemed to be in the best interests of the City shall be given the opportunity.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: subject to approval of this item in the 2026 budget, that the Director of Purchasing is hereby authorized to accept the proposals for the 2026 Aurora Rental HVAC Replacement Grant Program as set forth in Request for Proposal's Evaluation Tabulation, and further, the Director of Purchasing, the Chief Community Services Officer, Director of Community Services, and/or their designees are authorized to take such additional action as necessary to authorize work to be done in accordance therewith.