cover
TO: Mayor Richard C. Irvin
FROM: Jason Bauer, Assistant Director of Public Works/Assistant City Engineer
DATE: May 21, 2024
SUBJECT:
A resolution authorizing the Director of Purchasing to execute various contracts and make additional purchases related to improvements to the Stolp Island Parking Deck including painting and installing new lights, window tinting and signage.
PURPOSE:
To award contracts to Graybar, to furnish lighting for the parking deck and to Aurora Sign to fabricate and install signage on the deck and F.H. Paschen for painting and the application of new window tinting.
BACKGROUND:
The City has been working with the Aurora Civic Center Authority (ACCA) for the creation of a new theater in the first floor space of the parking deck, which opens in July of 2024. Currently, there are a few issues that need to be addressed before the opening. Firstly, due to the location of the entrance to the theater, new signage is required to make it easier for patrons to determine where they need to go for the show; this will also include the construction of graphics in the windows and banners adjacent to the new marquee. Secondly, the existing exterior lighting needs to be replaced as it is aged and replacement parts are no longer available. The lighting will also be upgraded to have color changing capability to change via any themes in the downtown and/or complement any show at the theater. Some minor painting is required this year and lastly, the existing window tinting is not consistent over the deck, windows and some areas are peeling.
DISCUSSION:
The light purchase will be made from Graybar, a vendor that the City uses frequently for lighting materials, as they participate in the Omnia Cooperative purchasing program; the quotation is included as Exhibit 1. Regarding the selection of Aurora Sign for the wayfinding signage, this company was previously hired by ACCA to design, fabricate and install the marquee sign above the theater entrance. This was a process ACCA started quite some time ago and the installation is set to commence in the coming weeks. When the additional wayfinding signage and decorate elements were identified, the City worked with Aurora Sign to come up with various concepts that would complement the theater marquee. These designs are included as Exhibit 2 and the proposal as Exhibit 3. Consistency in the vendors for the wayfinding signage and the marquee is critical, as the will need to be of the same materials and colors otherwise the aesthetics will not be correct. F.H. Paschen manages the City's JOC (R20-221) and was asked to find contractors able to complete the painting and tinting; this proposal is included as Exhibit 4.
The City allocated funding for this projects in the 2024 budget with $138,000 in account 520-4411-417.38-05 and $500,000 in account 355-4411-417.73-40 (CIP C126) for a total budget of $638,000. The contracts will be awarded to Graybar in the amount of $70,000 (current quote is $58,210.03, also including an allowance in case additional parts are required) and to Aurora Sign for $270,000 (current quote is $255,145.40, with a contingency amount to account for any issues that arise during the installation). The contract with F.H. Paschen for tinting and painting will be for $160,000, including the proposed amount of $147,983.71 and then an additional contingency. There will still be miscellaneous smaller purchases that will need to be made, such as conduit, wiring, installation hardware for the lighting, etc. It is anticipated that these smaller purchases will be completed following procurement procedures, however staff is seeking approval to be able to make these purchases as needed and seeking approval of additional funding of $50,000; the largest amount of this expense will be wiring and conduit. The total amount associated with this project is $550,000 which is within the $638,000 budget.
IMPACT STATEMENT:
There will be minimal impact to the public associated with this resolution.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the Director of Purchasing to execute various contracts and make additional purchases related to improvements to the Stolp Island Parking Deck including painting and installing new lights, window tinting and signage.
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, a new theater is opening on the first floor of the Stolp Island Parking Deck; and
WHEREAS, the Aurora Civic Center Authority (ACCA) will operate the venue and is also installing a marquee sign over the entrance to the theater; and
WHEREAS, ACCA is working with Aurora Sign Company to design, fabricate and install the new marquee; and
WHEREAS, the City needs to construct and install complementary signage for wayfinding and to beautify the deck and therefore selected Aurora Sign for this project; and
WHEREAS, the City is also replacing the old sconces and also adding decorative uplighting on the deck purchasing materials from Graybar through the Omnia Cooperative purchasing program; and
WHEREAS, the structure also needs some minor painting completed and new window tinting, both services will be contracted to F.H. Paschen through the City's JOC (R20-221); and
WHEREAS they Graybar contract is $70,000, the Aurora Sign contract is $270,000, the F.H. Paschen contract is $160,000 and authorization for up to an additional $50,000 for supplemental purchases is budgeted in 520-4411-417.38-50 ($138,000) and in account 355-4411-417.73-40, CIP C126 ($500,000) for a total budget of $638,000 and a total expenditure of $550,000;
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 various contracts and make additional purchases related to improvements to the Stolp Island Parking Deck including painting and installing new lights, window tinting and signage.