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TO: Mayor Richard C. Irvin
FROM: Jim Birchall, Chief of Public Facilities
DATE: November 14, 2024
SUBJECT:
City Hall 4th Floor Renovation
PURPOSE:
To renovate office space on the 4th floor of City Hall to accommodate the staff and operations of the City's Finance Department.
BACKGROUND:
The Finance Department conducts most of the City's fiscal operations from the 1st floor of City Hall which is located at 44 E Downer Place. The office spaces currently utilized by the Finance Administration, Accounting and Purchasing Divisions are antiquated, with awkward allocation of space, and inadequate infrastructure to support the current needs of the City. Consolidating the forementioned divisions into a larger, improved space would greatly enhance the infrastructure, functionality, and security of the Finance Department. The ideal location would also accommodate the Budget Division office, which is also located on the 1st floor and adjacent to the City Clerk's office. The vacated space could then be repurposed or combined with the City Clerk's Office.
After reviewing viable solutions, the 4th floor of City Hall was determined to be the ideal area to renovate for the Finance Department relocation. The City then retained Kluber Architects + Engineers to create plans for the 4th floor renovation. After review and approval of the renovation specifications and design plans, the City published solicitation 24-113 "Finance Department Interior Renovation" on October 24, 2024 and received bids from following companies:
F.H. Paschen, S.N. Nielsen & Associates (Chicago, IL)
Industria Construction Services Inc. (Des Plaines, IL)
Kandu Construction (Skokie, IL)
KWCC Inc. (Montgomery, IL)
Lite Construction (Montgomery, IL)
Paul Borg Construction (Chicago, IL)
DISCUSSION:
On November 13, 2024, bids were publicly opened and read aloud. Lite Construction Inc. submitted the lowest responsible bid of $659,674.00. On November 15, 2024, Kluber conducted a contractor bid scope review and determined the low bid submission of Lite Construction, Inc. to be responsive and complete.
A ten percent (10%) project contingency of $65,967 is requested for this project.
Office furniture and fixtures will be procured using an approved cooperative purchasing program.
The bid tabulation, specifications, proposal, and plan drawings are attached.
This bid was subject to the Local Preference Ordinance; however, no Aurora contractor submitted a bid for consideration.
This project is an approved decision package in the City's 2024 budget. Funding is allocated in accounts 340-4411-417.38-05 ($780,000.00) and 340-4411-417.61-41 ($200,000.00).
Lite Construction Inc. is not indebted to the City.
IMPACT STATEMENT:
The operations of the subject Finance Department divisions have been temporarily relocated pending project completion.
RECOMMENDATIONS:
I recommend that the City Council adopts a resolution authorizing the acceptance of the low bid from Lite Construction Inc. for the renovation of the fourth (4th) floor of City Hall for $659,674.00 with a ten percent (10%) project contingency of $65,964.00.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the acceptance of the low bid from Lite Construction Inc. for the renovation of the fourth (4th) floor of City Hall for $659,674.00 with a ten percent (10%) project contingency of $65,964.00.
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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 Finance Department conducts most of the City's fiscal operations from the 1st floor of City Hall which is located at 44 E Downer Place. The office spaces currently utilized by the Finance Administration, Accounting and Purchasing Divisions are antiquated, with awkward allocation of space, and inadequate infrastructure to support the current needs of the City; and
WHEREAS, the 4th floor of City Hall was determined to be the ideal area to renovate for the Finance Department relocation. The City then retained Kluber Architects + Engineers to create plans for the 4th floor renovation; and
WHEREAS, the City published solicitation 24-113 "Finance Department Interior Renovation" on October 24, 2024 and received bids from following companies:
F.H. Paschen, S.N. Nielsen & Associates (Chicago, IL)
Industria Construction Services Inc. (Des Plaines, IL)
Kandu Construction (Skokie, IL)
KWCC Inc. (Montgomery, IL)
Lite Construction (Montgomery, IL)
Paul Borg Construction (Chicago, IL); and
WHEREAS, on November 13, 2024, bids were publicly opened and read aloud. Lite Construction Inc. submitted the lowest responsible bid of $659,674.00; and
WHEREAS, office furniture and fixtures will be procured using an approved cooperative purchasing program; and
WHEREAS, this project is an approved decision package in the City's 2024 budget. Funding is allocated in accounts 340-4411-417.38-05 ($780,000.00) and 340-4411-417.61-41 ($200,000.00); and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizing the acceptance of the low bid from Lite Construction Inc. for the renovation of the fourth (4th) floor of City Hall for $659,674.00 with a ten percent (10%) project contingency of $65,964.00, and the procurement of office furniture and fixtures using an approved purchasing cooperative, and the Purchasing Director is hereby authorized to issue the necessary purchase orders.