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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: March 27, 2023
SUBJECT:
A Resolution authorizing the Director of Purchasing to execute a change order to the agreement with Kluber, Inc., 41 W Benton Street, Aurora, IL, 60506 in an amount not to exceed $115,000 for additional design services related to the new Public Works Combined Maintenance Facility
PURPOSE:
To authorize the Director of Purchasing to execute a change order to the agreement with Kluber, Inc., 41 W Benton Street, Aurora, IL, 60506 in an amount not to exceed for additional design services related to the new Public Works Combined Maintenance Facility.
BACKGROUND:
In 2019, the Engineering Division utilized a Qualifications-Based Selection (QBS) process to select a design team led by Kluber, Inc. to provide Structural and Architectural design services for the new Public Works Combined Maintenance Facility building. The value of this contract was $1,825,000 and was approved via Resolution R19-402. The building design was completed in 2022 and the project is being bid for construction to begin this year (a request to award trade-specific Bid Package #2 procured by RC Wegman Construction Company is also on today's agenda).
Among the items not included in this scope of work was "Technology Systems Design", for which Kluber had provided an additional cost estimate of $178,000. In an effort to maximize existing City resources and reduce cost, the City elected to decline inclusion of this fee in the original $1,825,000 contract. As the design progressed to the point where these systems needed to be added to the final building plans for bidding, the Engineering Division met with both Kluber and the City's Information & Technology group to identify the minimum scope needed from Kluber which would allow IT to provide the remainder of the design needed. The cost of these services from Kluber was determined to be $39,925 (this will be identified as "item 1" in the summary discussion below) and since this was less than the $50,000 threshold which requires Council pre-approval, these services were approved, performed, and the necessary design completed and incorporated in the final building plans.
The next additional service was related to the design of a 2,700 SF brine making building to be located near the salt dome onsite. While inclusion of this building in the scope of the project was not predetermined, it became evident following the award of construction Bid Package #1 and during the final preparations to publish Bid Package #2 in February 2023 that there was an opportunity to recognize considerable cost savings by including the construction of the brine building in the bid packages for the main building. To accomplish this, the City enlisted Kluber to begin and advance the design of this building to a minimum percentage of completion necessary to provide preliminary design elements to bidders and request pricing. The final design of this building, which will commence upon approval of this change order, will be provided at a total additional cost of $34,800 ("item 2").
"Item 3" is the addition of $15,000 in "Reimbursable Expenses" to Kluber's contract. This item, which was errantly left off of the original contract amount, covers the cost of such direct (no markup) expenses as interim plan set reproduction (for review), renderings used in Public Presentations, etc. The amount requested for this item is being rounded up to $15,275.
Lastly, in an effort to reduce overall project costs, the City's Engineering Division was responsible for the design and bid documents for the site work, which included mass grading, onsite utilities, lighting, fencing, the majority of pavement, mulch and excavation spoils storage pads, and a salt storage dome with conveyor. Bids were requested and Berger Excavating Contractors was selected as the low bidder (via R22-288) and is currently onsite beginning site grading. Upon discussing the site electrical plans prepared by the City's Civil Engineering Division with Berger, Kluber, and the City's Permitting Department, it was determined that additional design and consulting services from a Professional Electrical Engineer are necessary to satisfy permitting requirements and ensure proper functionality. To address this ahead of commencement of site electrical construction, the City is asking Kluber to provide as needed design and consulting services at a total cost not to exceed $25,000 ("item 4") based on the unit prices provided in the original contract.
DISCUSSION:
The four additional service items which are the subject of this request and are described in detail above are summarized as:
Item 1 (Technology systems design) - $39,925
Item 2 (Brine building design) - $34,800
Item 3 (Reimbursable expenses) - $15,275
Item 4 (Site Electrical consulting) - $25,000 ------à Total Amount - $115,000
This change order to Kluber's contract will be paid using account numbers 510-4063-511.72-01 (Capital Outlay-Bldg Purch/Cost of Building/Water and Sewer Fund), and 354-4411-417.72-01 (Capital Outlay-Bldg Purch/Cost of Building/GO Bonds) (C114), which have remaining 2023 budgets of $1,457,616.90 and $4,153,421.45, respectively.
IMPACT STATEMENT:
These additional design services will ensure the proper systems and buildings are responsibly included in this project and will allow for timely and cost-effective inclusion of the items in the bidding and construction processes.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Infrastructure & 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 change order to the agreement with Kluber, Inc., 41 W Benton Street, Aurora, IL, 60506 in an amount not to exceed $115,000 for additional design services related to the new Public Works Combined Maintenance Facility.
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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 utilized a Qualifications-Based Selection (QBS) process to select a design team led by Kluber, Inc. to provide Structural and Architectural design services for the new Public Works Combined Maintenance Facility building (R19-042); and
WHEREAS, the need for additional design services at a cost of $115,000 has since been identified and acknowledged by City staff; and
WHEREAS, funds will be provided from accounts 510-4063-511.72-01 and 354-4411-417.72-01, which have remaining 2023 budgets of $1,457,616.90 and $4,153,421.45, (C114) respectively; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is authorized to execute a change order to the agreement with Kluber, Inc., 41 W Benton Street, Aurora, IL, 60506 in an amount not to exceed $115,000 for additional design services related to the new Public Works Combined Maintenance Facility.