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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: May 14, 2019
SUBJECT:
A Resolution to reject all bids for Asbestos Abatement at Masonic Temple, Fox Valley Inn, and Motel 6
PURPOSE:
City staff feel that it in the City's best interest to rebid this project to allow for modifications to the bid format and project schedule.
BACKGROUND:
The City recently purchased the Fox Valley Inn and Motel 6 properties on N Farnsworth Avenue with the intention of demolishing the buildings. In anticipation of the demolition, the City obtained an Asbestos and Lead paint survey which was the basis for a subsequent Abatement/Remediation bid request.
This Invitation to Bid, which also included the City-owned and previously surveyed Masonic Temple on S. Lincoln Avenue, was published and ten bids were opened and read publicly on April 24.
DISCUSSION:
During the bidding process, the City was made aware of several conditions associated with the bid that contributed to potentially inflated bid numbers, leading to this request to reject the bids received. These conditions included:
1. The timing/project schedule was not ideal, as several Contractor's informed the City that our anticipated start date of early June would conflict with school remediation contracts. This work, which is only performed during summer vacation when schools are empty, was indicated to monopolize the schedule of many of the bidding contractors. Several of the contractors indicated that their costs submitted for this project would be less if we targeted a start date after summer.
2. The Masonic Temple is too debris (dirt piles, etc.) laden for Contractor's to perform conventional and cost effective Asbestos and Lead Paint remediation at this time. As such, estimates received in response to this bid would have been significantly inflated to account for the unknown contamination of the debris. In response to this concern, the Masonic Temple was removed from the Invitation to Bid via Addendum. Rebidding this project will allow for the City to address and properly incorporate the Temple as was originally intended.
3. In direct response to a formally submitted question and in an effort to minimize duplicated overhead costs, Addendum 2 stated that remediation at both hotel locations would be awarded to the single lowest bidder. The restructured bid will request costs for each location individually as well as a cost to perform both locations together as an alternate.
In order to protect the integrity of the bid process and in fairness to the ten previous bidders, a bid tabulation was not published and is therefore not included.
IMPACT STATEMENT:
Demolition of the motels and Temple will be pushed back several months in exchange for what the City anticipates to be a reduced cost of Asbestos and Lead Paint Remediation.
RECOMMENDATIONS:
Staff requests the proposed resolution be adopted
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution to reject all bids for Asbestos Abatement at Masonic Temple, Fox Valley Inn, and Motel 6.
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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, City staff feel that it in the City's best interest to rebid this project to allow for modifications to the bid format and project schedule
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: to reject all bids for Asbestos Abatement at Masonic Temple, Fox Valley Inn, and Motel 6