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TO: Mayor Thomas J. Weisner
FROM: Daniel Barreiro, Chief Community Services Officer
DATE: February 15, 2016
SUBJECT:
Approval of change order number one for RFP 15-39 awarded to Bluestone Design Build for exhibit design/build services for the Grand Army of the Republic (GAR) Memorial Museum in the amount of $52,586.
PURPOSE:
The change order will be instrumental in completing the Angel Room and enhancing the overall experience of museum patrons. The change order includes three separate scopes of work. Alternate #1 includes three large graphic interpretive panels ($36,694) that will complete the case work in the Angel Room. These panels will replace six full display cases with an estimated cost of $30,000 each. Alternate #2 two large introductory panels ($4,750). The large introductory panels will provide an overview of the GAR. Alternate #3 includes lower level signage ($11,142). The lower level / basement signage includes 10 facts of war interpretive panels and 1 interior GAR building exhibit plan for the elevator. The main entrance of the GAR is from the lower level. Alternate #3 will transform the unfinished basement area into an inviting space. All three change orders are intended to provide an enhanced experience of the GAR completed and uncompleted spaces.
BACKGROUND:
The City Council approve 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. The original contract scope of work included the development of 5-6 display cases. The GAR team began working with Bluestone Design Build (BDB) in July 2015. Initial work included exploration of the use of the space, research for exhibits, review of artifacts and storyboard concepts. Latter work included the review of exhibit options including short and long range plans. Bluestone Design Build was asked to explore ideas that would result in the best experience with limited dollars in mind.
DISCUSSION:
The cost of this phase is offset with two grants: A State of Illinois grant from the department of Economic Opportunity ($200,000) for exhibit design and fabrication and a Kane County Riverboat Grant ($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. An RFP was developed to engage the services of a professional design/build firm. Bluestone Design Build was the successful proposer. After months of working with BSD the initial scope of work has been modified as a result of expert consultation.
The requested change order is a good investment for a number of compelling reasons. First, the change order completes the displays for Angel Room. Second, the change order will result in a cost savings over the completion of seven display cases. The combined cost of the change order is $61,300 compared to about $180,000 for the remaining display cases. The display boards will also save dollars as the full completion of baseboards, wainscot and other finishes will not be needed. Third, completing this work now will provide for a uniform look. If this work is delayed into the future it will cost more and it may not match the completed work. Fourth, the use of panels allows more floor space compared to display cases. Finally, the additional work ($61,300) from this change order will count towards the city's match of the Illinois DCEO grant. The city must match the DCEO grant dollar for dollar in order to be fully reimbursed. The remaining city match will come from the work done by contractors including, flooring, paint and staining, lighting, electrical and other code related work.
Funds for this project are budgeted in account 231-1361-465.73-42. The CIP project number is A037.
Bluestone Design Build was awarded the original contract from an RFP process in 2015.
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:
I recommend approval of this resolution for change order number one for RFP 15-39 awarded to Bluestone Design Build for exhibit design/build services for the Grand Army of the Republic (GAR) Memorial Museum in the amount of $52,586.
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 Authorizing Change Order Number One with Bluestone Design Build for Design/Build Services for the Grand Army of the Republic Memorial Museum in the Amount of $52,586.
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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 grants from the Kane County Riverboat Fund and the Illinois Department of Commerce and Economic Opportunity totaling $246,000 for creating displays for the Grand Army of the Republic (GAR) Memorial Museum and:
WHEREAS, Bluestone Design Build was awarded by resolution R15-159 the contract for design/build services for exhibits for the GAR Memorial Museum, and
WHAREAS, Bluestone Design Build has submitted and the city desires to accept change order #1 which includes three separate scopes of work: Alternate number 1 for three graphic interpretive panels ($36,694), Alternate #2 for two large introductory panels ($4,750), Alternate #3 includes lower level signage ($11,142); and
WHEREAS, Funds are budgeted in TIF number one in account 231-1361-465.73-42.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: The City's Purchasing Director is authorized to execute any necessary documents for change order number one for RFP 15-159 awarded to Bluestone Design Build for Design Build Services for the Grand Army of the Republic Memorial Museum for additional services in the amount of $52,586 plus reimbursable expenses.