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TO: Mayor Thomas J. Weisner
FROM: Dan Barreiro, Chief Community Services Officer
Jim Birchall, Superintendent of Central Services
DATE: March 16, 2016
SUBJECT:
Award of contract to the F.H. Paschen, S.N. Nielsen & Associates LLC (Paschen Group) for interior work for the Grand Army of the Republic (GAR) Memorial Museum in the amount not to exceed $140,000. This work is being facilitated through Central Services.
PURPOSE:
This contract is necessary for the operational use of the Angel Room in the GAR. The interior of the GAR is not finished. The work to be performed in the contract includes flooring, trim work, paint and stain, electrical and other work needed for a limited certificate of occupancy. This work will also count towards the city's match for a state grant. The Paschen Group will also serve as project manager coordinating the work to be completed.
BACKGROUND:
The City Council approved resolution R15-159 for RFP 15-39 awarding a contract to Bluestone Design Build for design/build services for the Grand Army of the Republic Memorial Museum in the Amount of $246,000 on June 23, 2015. In order to install the display cases in the Angel Room of the GAR the floors need to be repaired and finished, base board and wainscot needs to be installed, electrical needs to be energized, a temporary light needs to be installed and stain needs to be completed. Other work to be undertaken is either code requirements or to protect the integrity of the building.
DISCUSSION:
This work is part of the Angel Room phase. The exhibit portion of this phase is offset with two grants: A State of Illinois grant from the Department of Commerce and Economic Opportunity (DCEO) in the amount of $200,000 for exhibit design and fabrication and a Kane County Riverboat Grant in the amount of $46,000 for display cases. These two grants provide $246,000 toward this phase of the GAR. In 2014, the city was awarded a $750,000 grant by the Illinois Department of Natural Resources (IDNR) for the interior of the GAR which would have completed the Angel Room, the Tower, the lower level and exterior work. Unfortunately, in early 2015 the city was notified by the State that the IDNR grant was suspended. This ended the plans to complete the GAR interior spaces and the development of a new plan was needed to take advantage of the two remaining grants.
The recommended plan is to complete the Angel Room and complete any work necessary to meet code requirements. With this objective in mind the city has been working with the Paschen Group to secure competitive prices for the needed work. The city has utilized services from the Paschen Group for a number of projects in the past. Prices have been competitive and sub-contractors have done excellent work.
The passion group has submitted a proposal including a base price of $99,550 as well as six alternates totaling $31,375. The proposal includes the needed carpentry, flooring, paint and stain and electrical needed to be able to utilize the Angel Room. The six alternates provide extra work that prevent double work in the future and protect unfinished surfaces. Staff is recommending approval of the proposed base scope of work including all alternates for a total price of $130,925. Staff is recommending approval of $140,000 to provide a contingency for unforeseen work.
This interior work ($140,000) along with the Bluestone Design Build change order ($52,586) will count towards the City's match for the DCEO grant.
Funds for this project are budgeted in account 231-1361-465.73-42. The CIP project number is A037.
IMPACT STATEMENT:
The opening of the GAR Angel Room will draw many visitors to the heart of the city building upon the city's current success with the arts. The community will be able to see one of Aurora's gems that has been closed for a quarter century. This phase of the GAR will also jump start the remaining phases by increasing interest and donor possibilities.
The GAR will only be open on a limited basis coinciding with civic parades and other events that have the potential of drawing large crowds. The GAR will also be open on a request basis for groups. This practice will keep staffing cost at a minimum.
The operational cost of the GAR is anticipated to increase as the building transitions from a closed building to one that is active. Some of these costs include cleaning supplies and maintenance services for the elevator, etc.
RECOMMENDATIONS:
Staff recommends approval of this resolution for awarding a contract to the F.H. Paschen, S.N. Nielsen & Associates LLC for interior work for the Grand Army of the Republic (GAR) Memorial Museum in the amount not to exceed $140,000
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 for interior work in the Grand Army of the Republic (GAR) Memorial Museum located at 23 E. Downer Place in the Amount not to exceed $140,000 from F.H. Pashen, S.N. Nielsen & Associates, LLC Chicago, IL through the Naperville Job Order Contract Program.
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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, under the City of Naperville Job Order Contract Program, F.H. Pashen, S.N. Nielsen & Associates, LLC, Chicago, IL provides the most economical completion of this project and pursuant to 30 ILCS 525, the City of Aurora is authorized to participate in a cooperative contract program; and
WHEREAS, the desired proposed scope of work including alternates totals $130,925; and
WHEREAS, the budget provides for the expenditure of $140,000 for the interior work for the GAR through account number 231-1361-465.73-42.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: approval of interior work for the Grand Army of the Republic (GAR) Memorial Museum located at 23 E. Downer Place in the Amount not to exceed $140,000 from F.H. Pashen, S.N. Nielsen & Associates, LLC Chicago, IL through the Naperville Job Order Contract Program and further authorizes the Director of Purchasing for the City of Aurora to execute all purchase orders and requirements for the project.