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TO: Mayor Thomas J. Weisner
FROM: Jim Birchall, Superintendent of Central Services
DATE: November 24, 2015
SUBJECT:
Clerks Office Remodel
PURPOSE:
To approve the lowest responsive responsible bid for the Clerk's Office remodel and the additional HVAC upgrades to R.C. Wegman Construction Company of Aurora, IL in the amount of $129,000, plus a 10% contingency to the agreed award amount.
BACKGROUND:
The Clerk's office needs more room and additional storage. Currently the Clerks office is storing files at the Nickels Beilman, during this remodel we will add an expandable file storage system. This improvement will address the need for the Clerk's Office to have the necessary space to accommodate new and improved storage for files. This improvement will also address the space needs for the ultimate move of the FOIA responsibilities to the Clerk's Office along with the continued expansion of FOIA request which will necessitate additional work space and more room for personnel.
During the Clerks office remodel we will add an Executive Conference room that will be used for Executive Sessions. This improvement will provide a much needed City Hall conference room that will be used by the Clerk's Office, Civil Service, MIS, City Council for Executive Sessions and other for other meetings.
Cordogan Clark & Associates was hired in June of 2015 with a professional services contract to design, engineer, and design the remodel. The bid opening was held November 10, 2015 with 4 companies responding to the bid. The lowest, most responsive responsible bidder was R.C. Wegman Construction Company, Aurora, IL. Cordogan Clark & Associates performed a bid qualification and scope review on November 18, 2015 and has found R.C. Wegman Construction Company is qualified to perform the work.
DISCUSSION:
This project will include a Clerk's Office remodel, the HVAC upgrades, the purchase and installation of a mobile storage unit, and the design of an Executive Conference room. This project will be funded out of account 101-1710-417-38-05 in the amount of $129,000, plus a 10% contingency to the agreed amount. This is part of a 2015 decision package that is being rolled into the anticipated 2016 budget which will expand the Clerk's office into the Civil Service office. Currently there is no temperature control in this area. During this remodel we will include an addition which will provide a multizone VRF heat pump system with 48 MBH condensing unit, (3) 9 MBH ceiling cassettes, and (1) 15 MBH ceiling cassette. We will install a heat pump per manufacturer's recommendations. We will install cassettes in the center of rooms. We will provide a manual damper at each existing supply main. We will provide (4) diffusers with 6 inch neck and connect to the existing main duct work. We will install 1 diffuser in each room. When completed each room will have its own thermostat control which will provide a comfortable working environment.
IMPACT STATEMENT:
This project will impact the City Clerk's office and the 2 employees. During the remodel the City Clerk and Deputy Clerk will be relocated to Human Resources where there is an office to accommodate their needs.
RECOMMENDATIONS:
I request the proposed resolution be adopted as presented.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution to approve the lowest responsive responsible bid for the City Clerk Office remodel and the additional HVAC upgrades to R.C. Wegman Construction Company of Aurora, IL in the amount of $129,000, plus a 10% contingency to the agreed award amount.
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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 Clerk Office remodel is needed to gain space for expansion and file storage and HVAC upgrades.
WHEREAS, the modifications of the HVAC will provide improved climate control for the Clerk's Office and the file storage system will provide onsite file storage.
WHEREAS, through an Invitation to Bid, R.C. Wegman Construction Company of Aurora, IL were found to be the lowest and qualified responsible bidder in the amount of $129,000, plus a 10% contingency to the agreed award amount.
WHEREAS, a 2015 decision package is being rolled into the anticipated 2016 budget to provide funding for this project out of account 101-1710-417-38-05 in the amount of $129,000, plus a 10% contingency to the agreed award amount.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: to approve the lowest responsive responsible bid for Clerk's Office Remodel and HVAC modifications to the Clerk's Office to R.C. Wegman Construction Company, Aurora, IL in the amount of $129,000, plus a 10% contingency to the agreed award amount and to authorize the Director of Purchasing to execute all required documentation for the purchase of the project.