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TO: Mayor Richard C. Irvin
FROM: Jason Bauer, P.E., Assistant Director of Public Works/Assistant City Engineer
DATE: August 18, 2021
SUBJECT:
To allow the Director of Purchasing to execute a contract with KWCC Inc., Sugar Grove, IL in the amount of $296,000.00 for the construction of the Wilder Park Pavilion at Wilder Park, in Ward 6 and to purchase a playground shelter and benches utilizing a cooperative purchasing program in an amount not to exceed $25,000.00.
PURPOSE:
To construct a new covered pavilion at Wilder Park and provide supplemental amenities.
BACKGROUND:
The City was the recipient of an OSLAD (Open Space and Land Development) Grant to allow for the construction of various improvements at Wilder Park, including the conversion of River Street to a pedestrian promenade between Vine and West Park, the installation of new playground equipment, various complimentary amenities, and a concession building attached to the radio tower structure at the northwest corner of Vine and River. All the items apart from the concession building and certain amenities are under construction at this time and are anticipated to be completed by the end of September.
The City previously bid out the construction of a building with a concession area and three bathrooms; however, the bids came in significantly over budget and were rejected by the City. As a part of the rejection process, it was determined that the original plan for the building, as proposed with the grant application, may not be consistent with the new long-term vision for the park and should be revisited. The final design for the promenade is suited to accommodate large events that will all have food vendors; as such, there is no longer a need for a concession area. Additionally, due to the size of the crowds now anticipated for those events, the small restroom facilities that were proposed as a part of the concession building will not meet the demand of those events and will need to be supplemented with portable restroom facilities.
The redesigned facility will provide for greater outdoor activity at Wilder Park and the potential for festivals that are connected to RiverEdge Park via the newly completed pedestrian bridge. The new design, as shown in Exhibit 1 and Exhibit 4, is an open-air pavilion with an upper deck designed to match the façade of RiverEdge Park. The upper deck will have views to the Wilder Park Promenade, RiverEdge Park, the Fox River and the new pedestrian bridge. The covered area underneath will provide additional seating areas and a shelter in the event of inclement weather.
After the new facility has been in use for some time, the need for any other improvement to increase usage of the site will be identified. Should it be determined that permanent restroom facilities may be useful, they can be added via an extension of the pavilion as a future phase of the project. The addition of such facilities has been planned for and will not cause major disruption to any of the improvements constructed in association with this resolution.
Due to the use of OSLAD funds, the City reviewed the modified plans with the Illinois Department of Natural Resources, the State agency that manages that grant fund. The modification of the plans to provide the pavilion in lieu of the concession area and restrooms did not negatively impact the grant funding.
DISCUSSION:
The project was advertised for bid, and the bids were opened and read publicly on August 18, 2021. Of the 8 bids received, the lowest responsible bid was from KWCC, Inc., in an amount of $269,000.00; see Exhibit 2 for the tabulation of bids and Exhibit 3 for the KWCC bid. Staff is recommending adding a 10% contingency of $27,000.00 and awarding in the total amount of $296,000.00. This project was not subject to the local bidder ordinance, due to the inclusion of OSLAD grant funds.
To finalize the park improvements, various other improvements are required that will be installed by City Staff after purchase, including benches and a shelter near the playground equipment. The purchase of that equipment is currently estimated at $18,000 and will be obtained through a cooperative purchasing program. Due to the fluctuating costs of materials and supplies, Staff is requesting authority through this resolution to make those purchases in an amount not to exceed $25,000.00.
This project is funded in part with OSLAD Grant funds and TIF 5 funds in account 235-4440-451.73-43 in the amount of $288,000.00. The current estimated cost of the items approved with this resolution ($269,000 for the pavilion, $27,000 contingency, and $18,000 to $25,000 for the benches and playground shelter) is $287,000-$321,000. Depending on the amount of the contingency that is needed and the final cost of the cooperative purchases, a budget transfer may not be needed, but if the final costs approach the maximum values approved by this resolution a transfer up to $33,000 may be required and will be processed.
IMPACT STATEMENT:
No additional impact to other City departments are anticipated. No roadway closures are required during the construction. These improvements are part of a larger overall project at Wilder Park, which will benefit the community by expanding the potential uses of Wilder Park.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to execute a contract with KWCC, Inc., Sugar Grove, IL, in the amount of $296,000.00 for the construction of the Wilder Park Pavilion at Wilder Park, in Ward 6 and to purchase a playground shelter and ten benches utilizing a cooperative purchasing program in an amount not to exceed $25,000.00.
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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 new open-air pavilion at Wilder Park will enhance the park and provide additional seating areas during festivals; and
WHEREAS, the improvements are part of the overall planned improvements to Wilder Park; and
WHEREAS, the pavilion construction project was publicly advertised, with the bids being received, opened and read publicly at 2:00 p.m., August 18, 2021; and
WHEREAS, 8 bids were received with the lowest bid being from KWCC, Inc. in the amount of $269,000.00; and
WHEREAS, the award amount will be for the full bid of $269,000.00 and a $27,000.00 contingency for a total award of $296,000.00; and
WHEREAS, additional expenditures for benches and a playground shelter will be made through a cooperative purchasing program in an amount not to exceed $25,000.00; and
WHEREAS, funds are available in account 235-4440-451.73-43 and should the approval of these expenditures exceed the remaining budget, a budget transfer will be processed in an amount not to exceed $33,000.00; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to execute a contract with KWCC, Inc., in the amount of $296,000.00 for the construction of the Wilder Park Pavilion at Wilder Park, in Ward 6 and to purchase a playground shelter and ten benches utilizing a cooperative purchasing program in an amount not to exceed $25,000.00.