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TO: Mayor Richard C. Irvin
FROM: Daniel Barreiro, Chief Community Services Officer
DATE: April 30, 2019
SUBJECT:
A resolution accepting the lowest responsible bidder for the Grand Army of the Republic (GAR) Museum Lower Level Remodeling Project.
PURPOSE:
To obtain City Council approval for a resolution to accept a bid from Swedberg & Associates, Inc. from Sycamore, Illinois in the amount of $221,299 for the Remodeling of the Lower Level of the Grand Army of the Republic (GAR) Museum.
BACKGROUND:
The Grand Army of the Republic Museum was built in 1878 by Civil War Veterans and the community. It was built to honor those who served in the Civil War and also provided a meeting space for GAR Post 20 members. After the death of the last remaining Post 20 Member in 1947, the post was disbanded and replaced by the GAR Association. The Association continued to occupy the Hall and hold meetings and care for the artifacts. Structural issues resulted in the closing of the GAR Museum in 2000. It re-opened in 2016 after various phases of work that began in 2000 were completed. The City of Aurora received a $750,000 grant from the Illinois Department of Natural Resources in 2014 but it was suspended in 2015 before a grant agreement could be executed. In 2018, the State of Illinois General Assembly adopted a budget which included funds for the GAR. The City engaged the services of Allen-Peppa Architects in 2018 to develop drawings and bids specs for the remaining work in the GAR.
DISCUSSION:
Drawings and bid documents for the remodeling of the lower level of the GAR were completed in early 2019 by Allen-Peppa Architects. Presently the lower level space is unfinished and not useable. Other work includes the replacement of the west entrance stoop and railing to bring them up to code. Lighting and handrails in the west tower will also be included in this phase.
Bid 19-02 was published on Sunday, March 3, 2019 in the Beacon News. Registered contractors with the City of Aurora also received notification of the bid. A mandatory pre-bid meeting was held on March 12, 2019 where 14 respondents attended, this includes contractors and sub-contractors. The bid deadline was on Wednesday, March 27, 2019 at 2:00 p.m, where five bids were received. The amounts below reflect the totals of the base bid and alternate number 1.
1. L.J. Morse Construction $298,400
2. Lite Construction $317,400
3. R.C. Wegman Const. $275,000
4. Rodgers Construction $438,800
5. Swedberg & Assoc. $221,299 (Low bid)
Due diligence included reference checks and review of all required paperwork for Swedberg & Associates who was the lowest bidder. As a result of favorable reviews and satisfactory submittal of all required documents, Swedberg & Associates, Inc. of Sycamore is being recommended as the successful lowest responsible bidder for Bid 19-02.
Local preference does apply to this bid, however the local bid was greater than 4% higher than the lowest responsible bid.
$750,000 for the project are budgeted for 2019 in account 101-1361-465.73-42. The project number is A037 which is the same as the CIP number.
IMPACT STATEMENT:
The remodeling of the lower level of the GAR and completion of other improvements will result in additional capacity for the building's use. The lower level will provide rotating exhibit space. The current displays in the first floor level are fixed displays. The GAR Commission has hundreds of artifacts from the Civil War period up to the Vietnam conflict. The lower level will also serve as a meeting location for veterans groups such as the Aurora Veterans Advisory Council as it did in 1878. The space can also be used for educational programming.
With the opening of the building in 2016, maintenance costs increased from its dormant state. The lower level work will result in a slight increase in cleaning and additional restroom supplies.
RECOMMENDATIONS:
Staff recommends that the City Council approve the resolution to award Bid 19-02 to Swedberg & Associates, Inc. from Sycamore, Illinois and authorize the Purchasing Director to execute all necessary documents.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Awarding a Contract for the Grand Army of the Republic Museum Lower Level Remodel Project to Swedberg & Associates, Inc.of Sycamore, Illinois in the Amount of $221,299.
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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 of Aurora has received a $750,000 grant for the GAR Museum from the Illinois Department of Natural Resources, and:
WHEREAS, the City of Aurora desires to remodel the lower level of the GAR along with other improvements, and
WHEREAS, the City of Aurora released Bid 19-02 and held a mandatory pre-bid meeting resulting in five bidders, and
WHEREAS, the City has determined that Swedberg & Associates, Inc. was the lowest responsible bidder, and
WHEREAS, the City desires to accept the base bid in the amount of $198,499 and alternate number 1 in the amount of $22,800 for a total bid of $221,299 and,
WHEREAS, $750,000 are budgeted for 2019 in account 101-1361-465.73-42 (CIP A037).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: hereby accepts the bid from Swedberg & Associates, Inc. of Sycamore, Illinois and does further authorize its Purchasing Director to execute all necessary documents as required.