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TO: Mayor Richard C. Irvin
FROM: Matt Anslow, Assistant Fire Chief
Mike Kaufman, Assistant Fire Chief
Jim Birchall, Chief Public Facilities Officer
DATE: November 5, 2024
SUBJECT:
A resolution authorizing the Director of Purchasing to process a change order to the agreement with FGM Architects for the architectural services, including design, engineering, and construction services for Fire Stations #9 and #13 in the amount of $801,200.00 plus 5% contingency.
PURPOSE:
To authorize the additional costs as the scope has increased from the City's original estimates.
BACKGROUND:
In 2021, the Aurora Fire Department (AFD) hired a consultant to conduct a Fire Station Location Analysis to establish optimal locations for the planned additional fire station, and relocation of two (2) stations, required to effectively meet fire and EMS service demand due to the continued growth and development of the city. The study determined it would be in the best interest of the public and the Fire Department to construct a new Station #13 and relocate Stations #9 and #4. Following Council approval, a Capital Improvement Plan (CIP) for the relocations and new buildings was submitted and approved. Staff released a Request for Proposals (RFP) on May 15, 2022, for architectural services and began looking for property. The acquisition of property for Station #9 was approved on Tuesday, September 12, 2023 (O23-056).
FGM Architects was awarded the architectural services for Fire Stations #9 and #13 with resolution R23-299 in October 2023. At the time of the initial contract, the scope/size of the two stations was not fully developed so the construction costs proposed were based on the existing station square footage and an estimated start to calculate costs. While FGM Architect pricing was submitted as a percentage of construction basis, the resolution was presented and capped it as a not to exceed fixed dollar amount.
DISCUSSION:
The new agreement value of $1,901,950.00 is an increase of $801,200.00 over the initial resolution of $1,100,750. As a result of the programming and schematic design phases the project scale increased nearly 50%. For Fire Station #9, the updated construction value of $10,578,084 (18,940 sq ft) from the original estimate of $4,700,000 (11,000 sq ft) and Fire Station #13 updated construction value of $11,797,764 (20,995 sq ft) from the original $7,200,000 (17,000 sq ft).
Due to the increased size/scope, FGM Architects has agreed to reduce the fee percentage from 9.25% to 8.5%, which is an approximately $170,000 reduction in fees.
Many factors have contributed to the increased costs, time specifically. When the City began planning for these stations, costs were much less than they are today. Fire stations last 50-70 years in many cases, so staff has done a remarkable job reviewing and assessing needs vs. wants and tried to ensure there is room for growth/changes as the building ages.
The funds are available in account 355-3033-422.72-35 (C012 and C013).
Based on the current schedule, Fire Station #13 will commence November 2024 with an anticipated completion of fall 2025 and Fire Station #9 will likely be a few weeks behind the start and finish of Fire Station #13.
IMPACT STATEMENT:
The new Fire Station #13 and the relocation of Fire Station #9 will provide better coverage and response times to the community and allow the AFD to continue to grow and respond to the increased development throughout the City.
RECOMMENDATIONS:
Staff respectfully requests the proposed resolution be approved.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to process a change order in the amount of $801,000.00 to the agreement with FGM Architects of Oakbrook, IL for architectural, design, engineering and construction services for Fire Stations #9 and #13.
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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, FGM Architects was selected via a Request for Proposal process in 2022 to provide architectural services, including design, engineering, and construction services for Fire Stations #9 and #13 (R23-299); and
WHEREAS, as a result of programming and schematic design, the project scale has increased more than 50%; and
WHEREAS, additional funds are required to complete the design and associated construction services associated with the two fire stations; and
WHERAS, the funds are available in account 355-3033-422.72-35 (C012 and C013).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hearby authorized to process a change order to the agreement with FGM Architects of Oakbrook, IL for architectural, design, engineering and construction services for Fire Stations #9 and #13 in the amount of $801,200.00 plus 5% contingency.