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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: September 12, 2019
SUBJECT:
A resolution authorizing the Director of Purchasing to execute a Change Order to the existing contract with LJ Morse Construction Company, 128 S. Broadway, Aurora, IL 60505 in the amount of $49,123.41 for additional services required to renovate the 2nd Floor Bridge within the Development Services Center located at 77 S. Broadway.
PURPOSE:
To execute a change order to the existing carpentry contract with LJ Morse Construction Company for the 2nd floor Bridge area of 77 S. Broadway, also known as the Development Services Center (DSC).
BACKGROUND:
The City is in the process of renovating the building at 77 S. Broadway, which currently houses Development Services, Engineering, and Planning and Zoning. This year's proposed improvements to the 2nd floor bridge area will complete the renovation of the first and second floors of the DSC building, leaving only the basement unfinished. In an attempt to save money compared to the hiring of a General Contractor (which was used on previous renovations to the building), the City has elected to contract specific trades and tasks, including demolition, carpentry, flooring, mechanical, electrical (including low voltage cabling and other IT infrastructure), plumbing, painting, and window treatments (roller shades).
A Request for Bids was published for new Carpentry (which includes walls, doors, ceiling, and kitchen cabinetry). Bids were received and on April 23, 2019, City Council approved a contract with LJ Morse Construction Company in the amount $103,460. At the time of the contract award, the scope of services included portions of the bridge area which were to be the offices of Economic Development, the Fire Marshall’s Office and the Mayor’s Office of Special Events. The northeast portion of the bridge area was to be left vacant, as no plan for this area had yet been determined.
Since April, numerous changes to the space have been requested by the various incoming divisions including doorway relocations, wall orientation, and requests for additional storage space. Additionally, the decision was made to relocate the GIS and Data Analytics groups of the Information and Technology (IT) Division to the bridge area. As a result of these changes, significant portions of the original scope of services to be performed under LJ Morse's contract have been changed and considerable additional tasks have been added.
The City would also like to take this opportunity to enlist LJ Morse to repair the stucco façade located underneath the bridge area. This façade will be partially demolished to facilitate the repair of the gravity sewer line connecting the recently constructed restrooms at the north end of the bridge area to main building. The sewer line repair, which was originally going to be postponed, leaving the bathrooms not yet operable, was found to be financially achievable utilizing the contingency fund incorporated into the previously awarded plumbing contract of RJ Kuhn Plumbing, Heating, and Cooling.
DISCUSSION:
The Engineering Division, who is managing this and all other contracts for this renovation project, recommends the issuance of a change order to the original contract in the amount of $49,123.41. This contract change order will be paid using account 340-4010-417.73-40 where $445,000 was budgeted for this project in 2019. Because this project account is approaching a zero balance ($441,192.83 encumbered or pending contract execution to date), a budget transfer of $84,900 will be required from account 340-4460-431.73-80 (CIP - Bridge Rehabilitation, 2019 budget of $700,000, remaining balance of $568,553). The $84,900 will cover the following remaining items for the project:
|
Item |
Contractor |
Amount |
|
Carpentry Change Order |
LJ Morse Construction |
$49,123.41 |
|
Painting |
Bids due 9/12 |
$14,500 (estimated) |
|
Roller Shades for Windows |
TBD (not yet bid) |
$15,000 (estimated) |
|
Additional Contingency Funds for Project |
|
$10,000 |
|
Remaining in Project Budget |
|
-$3,807 |
|
|
Total Budget Transfer |
$84,816.24 |
IMPACT STATEMENT:
The relocation of the GIS and Data Analytics groups of the IT Department will free up existing space at City Hall and the Police Department Headquarters where these groups are currently housed. Various other modifications to the scope, including the stucco façade repair, will improve the quality of the space and render the restrooms at the north end of the bridge operable.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the Director of Purchasing to execute a Change Order to the existing contract with LJ Morse Construction Company, 128 S. Broadway, Aurora, IL 60505 in the amount of $49,123.41 for additional services required to renovate the 2nd Floor Bridge within the Development Services Center located at 77 S. Broadway.
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, the carpentry contract was awarded on April 23, 2019 to LJ Morse Construction Company, 128 S. Broadway, Aurora, IL 60505 in the amount of $103,460 (Exhibit A); and
WHEREAS, significant modifications and additions to the scope were made by the City which made necessary a Change Order in the amount $49,123.41 to the original contract.
WHEREAS, funding will be provided from account # 340-4010-417.73-40 which had $445,000 for this project in the 2019 budget but is approaching a zero balance, thereby requiring a budget transfer from account 340-4460-431.73-80 of $84,900 to complete this and the remaining elements of the project.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Director of Purchasing is authorized to execute a Change Order to the existing contract with LJ Morse Construction Company, 128 S. Broadway, Aurora, IL 60505 in the amount of $49,123.41 for additional services required to renovate the 2nd Floor Bridge within the Development Services Center located at 77 S. Broadway.