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TO: Mayor Thomas J. Weisner
FROM: Dan Barreiro, Chief Community Services Officer
DATE: June 2, 2015
SUBJECT:
Resolution Awarding a Request for Proposal (RFP) 15-39 to Bluestone Design Build to Provide Exhibit Design/Build Services for the Grand Army of the Republic (GAR) Memorial Museum in the Amount of $246,000 to be approved on June 23, 2015.
PURPOSE:
This resolution awards RFP 15-39 to Bluestone Design Build in the amount of $246,000 to provide exhibit design, construction and installation. The City of Aurora was awarded two grants to assist with displays for the Grand Army of the Republic (GAR) Memorial Museum.
The Kane County Riverboat Grant in the amount of $46,000 was awarded to the City in 2013. These funds are designated for the restoration of original book cases that will serve as display cases. The Illinois Department of Commerce and Economic Opportunity (DCEO) Tourism Attraction Development Grant was awarded in September 2014. These funds are designated for the creation of displays in the amount of $200,000. The DCEO grant requires that a signed contract is in place by June 30, 2015 or the funds will be forfeited. The scope of work will include the development of a Museum Master Plan, design of exhibits, the construction of exhibits and the installation of exhibits. The exhibits are needed to display artifacts in a professional manner that provides a special experience for museum visitors.
BACKGROUND:
RFP 15-39 for Exhibit Design/Build Services was put together in May with a release of May 17, 2015. The notice of the RFP 15-39 was published in the Aurora Beacon News and posted to the City of Aurora website. A pre-submittal meeting was held on May 21, 2015 at the site to provide proposers with an opportunity to see the GAR Memorial Museum and artifacts located offsite. Questions were taken until Friday, May 22, 2015 and answers to submitted questions/clarifications were posted on the city's website on May 26, 2015. Two proposals were received in response to RFP 15-39 by the deadline, Monday, June 1, 2015 at 10:00 a.m. A team consisting of Rena Church, John Curley, Jim Pilmer and Jim Birchall and I met on June 2nd to review the qualifications of the two firms that submitted proposals. The team agreed that both firms were outstanding. After deliberations, Bluestone was chosen due to their depth and breadth of experience. Bluestone is an Illinois company located in Chicago and has been providing similar services for over three decades. The team determined that Bluestone could provide a quality product that can contribute to the GAR Memorial Museum becoming a destination location.
DISCUSSION:
After the services of a design firm are engaged, we can begin to put together a master plan for the GAR. The services will focus on the Angel room which is on the ground level of the building. The scope of work will include the development of exhibit ideas, design, construction and installation. In order to make the budget work only six display cases will be fabricated. The remaining six display cases and the lower level will part of future phases.
The GAR Memorial Museum will become another addition to downtown destinations. The DCEO awarded the grant with the belief that this facility would increase tourism boosting the local and state economies. In her Letter of Support submitted to DCEO last year for our GAR grant application, Ellen Mueller, Interim Director of the Aurora Area Convention and Visitors Bureau, wrote: "Located on an island in near downtown Aurora, surrounded by the David L. Pierce Art & History Center, Aurora 's massive 3-story Public Library , SciTech Hands-On Museum , Hollywood Casino and the Paramount Arts Centre, the building is well-situated as a tourism attraction. The grounds also serve as a backdrop to Aurora 's annual Memorial Day Parade. The GAR's unique location places it in the center of approximately $147 million of tourism dollars spent annually, thus insuring a high possibility of return on investment".
The GAR team negotiated with Bluestone Design Build to provide Exhibit Design/Build services in the amount of $246,000 plus reimbursable expenses.
The city has budgeted for these grants totaling $246,000 in the TIF Fund in account 231-1361-465.73-42. The CIP project number is A037.
IMPACT STATEMENT:
Besides drawing increasing numbers of local residents, tours focusing on architectural marvels, military and Civil War sites, history or education all will be drawn to the GAR Museum, giving an assist to the other tourist attractions in Aurora. The Aurora Area Convention & Visitors Bureau estimates that day-trippers to the region spend about $75 a person, while those on an overnight stay can spend about $200 a day. The Convention and Visitors Bureau lists about 20 hotels/motels in the Aurora area, and about 240 restaurants, from fine dining to fast food. All can benefit from the GAR Museum's potential to draw visitors from the region and the world.
Presently the GAR has been closed requiring minimal support services. Once the building is open, it will require more services from Central Services for building maintenance. Other departments that could be impacted include IT for support.
The opening of the GAR will result in increased operational costs. Presently the GAR budget has been minimal. It is projected that the budget would increase to reflect building activity and maintenance. The plan is to minimize the financial impact of the GAR by taking donations from visitors, holding a signature annual fundraiser to offset the cost of part-time staff. We will also be working with veterans to recruit volunteers. The GAR Commission and several veteran organizations will be instrumental in the sustainability of the GAR Memorial Museum.
The current GAR budget of $17,000 will increase as the GAR becomes operational. Current projections total $84,000 which is an increase of $67,000. It is our goal to minimize this impact through free will donations and fundraising.
RECOMMENDATIONS:
I recommend approval of a Resolution Awarding a Request for Proposal (RFP) 15-39 to Bluestone Design Build to Provide Exhibit Design/Build Services for the Grand Army of the Republic (GAR) Memorial Museum in the Amount of $246,000 to be approved on June 23, 2015.
cc: Alderman O'Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution Awarding a Request for Proposal (RFP) 15-39 to Bluestone Design Build to Provide Exhibit Design/Build Services for the Grand Army of the Republic (GAR) Memorial Museum in the Amount of $246,000.
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 City of Aurora has received grants for 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 Memorial Museum: and
WHEREAS, an RFP for Exhibit Design/Build Services was released resulting in two proposers, and
WHEREAS, Bluestone was found to be the most responsive and winning bidder capable of producing desired design/build services, and
WHEREAS, an agreement was negotiated resulting in deliverables not to exceed $246,000.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: The Request for Proposal (RFP) 15-39 is awarded to Bluestone Design Build to Provide Exhibit Design/Build Services for the Grand Army of the Republic (GAR) Memorial Museum in the Amount of $246,000 plus reimbursable expenses and to authorize the Purchasing Director to execute any necessary documents.