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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
Steve Kulesza, Superintendent of Parks
DATE: February 11, 2025
SUBJECT:
A Resolution authorizing the Director of Purchasing to enter into an agreement with Upland Design LTD of Plainfield, IL in an amount not to exceed $160,000 to design renovations to Garfield Park.
PURPOSE:
To obtain approval to initiate the design of renovations to Garfield Park
BACKGROUND:
Garfield Park is the City's second largest legacy park and has served the City's northeast side since 1921. The park was last renovated in 1995 and is badly in need of updates and improvements. To address this need, the City applied for an Open Space Land Acquisition and Development (OSLAD) grant through the Illinois Department of Natural Resources (IDNR). This grant, which was awarded to the City in 2024, will provide $600,000 in matching funds for the project.
The proposed scope of the renovations (see attached tentative site development plan) was developed through a series of public meetings and an online survey made available through the city’s website in both English and Spanish and was estimated to cost approximately $1,283,000 (as of 2023). This scope will likely include an improved layout to serve the needs of contemporary families along with new amenities, including a competition-sized volleyball court, a street soccer pitch, a new playground, a new splash pad, a new half-court basketball court, and new walking paths. The existing picnic shelter and bathrooms, originally constructed in 1975, will be refurbished and/or replaced. Stormwater management improvements, including bioswales with native plantings and interpretative signage, will also be included. A new parking lot will be installed along the Sheffer Road frontage, creating a buffer between the busy street and play areas, and new open space will be created in the southern section of the park, allowing residents a place to better enjoy nature and engage in informal recreational activities.
After the City was notified of the OSLAD grant award, a Request for Qualifications (RFQ) to provide park planning and landscape architectural design services was published (see attached) and seven responses were received on September 17, 2024. A panel of three City-staff members independently reviewed the responses and unanimously selected Upland Design Ltd. as the highest scoring respondent (see attached scoring of top 3 responses).
DISCUSSION:
Following a kickoff meeting with Upland, the attached final cost proposal was provided to the City. Note that the proposed total fee for the professional design services described is $129,420. However, this fee is based on the 2-year-old preliminary construction cost estimate of $1,283,000 and as stated in their proposal under Professional Fees (page 26), Upland reserves the right to increase their fees by 8% of any increase to the construction cost estimate in excess of 5%. Although we are hopeful that any increase to the construction costs will be minimal, we are requesting permission to increase Upland's Purchase Order up to an amount not to exceed $160,000 to address any additional design fees which could be incurred. To clarify, $160,000 would cover design fees for construction costing up to $1,665,250, which would be a construction cost increase of $382,250 (8% of which is $30,580, which added to $129,420 equals $160,000).
This project (CIP F070) was not budgeted in 2025, but funding for these design services has been identified in account 340-4440-451.73-43 (Capital Outlay-Improvement/Park Improvements) and funding for construction will be budgeted in 2026.
IMPACT STATEMENT:
These renovations to Garfield Park will provide substantially improved recreational opportunities to the residents of and visitors to Aurora's northeast side.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to enter into an agreement with Upland Design LTD of Plainfield, IL in an amount not to exceed $160,000 to design renovations to Garfield Park.
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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 secured a grant from the Illinois Department of Natural Resources in the matching amount of $600,000 for renovations to Garfield Park; and
WHEREAS, a Request for Qualifications for design services was published and seven responses were received on September 17, 2024; and
WHEREAS, City staff selected Upland Design as the highest scoring respondent; and
WHEREAS, Upland provided a cost proposal for services not to exceed $160,000 (which includes $30,580 to cover any fee increase which may result from changes to the estimated construction cost/budget); and
WHEREAS, this project (CIP F070) was not budgeted in 2025, but funding for these design services has been identified in account 340-4440-451.73-43 (Capital Outlay-Improvement/Park Improvements) and funding for construction will be budgeted in 2026; 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 enter into an agreement with Upland Design LTD of Plainfield, IL in an amount not to exceed $160,000 to design renovations to Garfield Park.