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TO: Mayor Richard C. Irvin
FROM: Jim Birchall, Superintendent, Fleet & Facilities Maintenance
DATE: June 1, 2020
SUBJECT:
City of Aurora Budget and Clerk Office Renovations
PURPOSE:
To enhance the security of City hall, and improve the functionality of the City Clerk, Payroll and Budget Divisions
BACKGROUND:
The Payroll office is presently located on the ground floor of City Hall. The City Clerk's office is currently situated on the second floor, frequently accessed by the public to submit FOIA requests, permits, applications, etc.
It was determined that relocating the City Clerk's office to the ground floor and the Payroll office to the second floor will allow for improved public access, enhanced building security, and also help reduce the transmission of pathogens by preventing public access to upper floors. In conjunction with the relocation, and to improve functionality, the new City Clerk's office will be renovated to modern standards which will also include the Budget office.
The City retained Kluber Architects + Engineers to provide plans for the renovation.
DISCUSSION:
The City published the solicitation in February 2020 with a potential twelve (12) different contractors at the mandatory pre-bid meeting of which eight (8) bids were received. On March 11, 2020 bids were publicly opened and F.H. Paschen S.N. Nielsen & Associates, LLC submitted the lowest responsible bid of $245,500.00. A five percent (5%) contingency of $12,275.00 will be added to this project.
The project specifications, drawings, and bid tabulation are attached.
The bid was subject to the Local Preference Ordinance prior to the changes adopted April 28, 2020, however no Aurora contractor was within the 4% ($20,000 max).
Monies for this project are budgeted in account 340-4010-417.38-05, $513,000.00 project #C130.
F.H. Paschen has no outstanding debt with the City.
IMPACT STATEMENT:
The Payroll and Budget Offices will operate out a temporary space until project completion.
RECOMMENDATIONS:
That the City Council adopts a resolution to relocate and renovate the City Clerk's office.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Accepting the Low Bid from F.H. Paschen, S.N. Nielsen & Associates, LLC. to Renovate the City of Aurora Clerk's Office for $245,500.00 plus a five percent (5%) contingency of $12,275.00
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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 Payroll office is presently located on the ground floor of City Hall and the City Clerk's office is currently situated on the second floor, frequently accessed by the public, and
WHERAS, relocating the City Clerk's office to the ground floor and the Payroll office to the second floor will allow for improved public access, enhanced building security, and also help reduce the transmission of pathogens, and
WHEREAS, The City published the solicitation for bids in February 2020, where twelve (12) potential contractors attended the mandatory pre-bid meeting of which eight (8) submitted bids; and
WHEREAS, F.H. Paschen S.N. Nielsen & Associates, LLC submitted the lowest responsible bid of $245,500.00: and
WHEREAS, Funding for this project is budgeted in 2020 account 340-4010-417.38-05, $513,000.00; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: That the Purchasing Director is hereby authorized to issue a purchase order to F.H. Paschen S.N. Nielsen & Associates, LLC to renovate the City of Aurora Clerk's Office for $245,500.00 plus a five percent (5%) contingency of $12, 275.00.