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TO: Mayor Mayor John Laesch
FROM: Derrick Winston, Director of Public Facilities
DATE: January 13, 2026
SUBJECT:
A Resolution authorizing the acceptance of the lowest bid from Artlip and Sons, Inc. in the amount of $664,500.00 for HVAC improvements at the Development Service Center and a contingency of $33,225.00.
PURPOSE:
To replace and upgrade the HVAC controls at the Development Services Center.
BACKGROUND:
The Development Service Center, located at 77 S. Broadway, is a two story structure with a finished basement. The facility contains office spaces occupied by over one hundred City employees assigned to the Development Services Administration, Building and Permits, Property Standards, Zoning & Planning, Information Technology, Fire Prevention, and Human Resources Training divisions.
The interior climate of the facility is regulated by a heating, ventilation, and cooling (HVAC) system that has outdated controls which consist of pneumatic dual duct air boxes and thermostats that are manually adjusted. These controls lack precision, frequently malfunction, and some are inoperative. Additionally, the City is unable to remotely control the system, monitor performance, or schedule operations based on occupancy periods. This has resulted in unnecessary energy consumption, erratic temperatures, and increased costs.
After reviewing viable solutions, the City retained Kluber Architects + Engineers, to create plans and specifications for the improvements for the HVAC system which include replacement of up to sixty-four (64) dual duct air boxes and thermostats with electronic units, and installation of Tridium Building Automated System (BAS) controls. These upgraded replacements combined with adding the facility to the City's BAS control network, will provide precise centralized automated control of the HVAC system, energy-efficient scheduling, temperature setbacks, real time monitoring, reduce energy use, improve occupants comfort, and enhance system reliability.
DISCUSSION:
After review and approval of the upgrade specifications and design plans provided by Kluber Architects + Engineers, the City published solicitation 25-224 "Development Services Center HVAC Improvement" on November 14, 2025, and received bids from the following companies:
Artlip and Sons, Inc. (Aurora, IL)
MG Mechanical Contracting, LLC (Woodstock, IL)
Amber Mechanical Contractors, Inc. (Woodstock, IL)
Anchor Mechanical, Inc. (Chicago, IL)
R.J. O'Neil, Inc. (Montgomery, IL)
Quality Mechanical, Inc. (Harvey, IL)
On December 10, 2025, bids were tabulated and reviewed, and of the six (6) responding contractors, Artlip and Sons, Inc. submitted the lowest responsible base and alternate bids in a combined amount of $664,500.00 (bid tabulation, scope review, drawings, and specifications attached).
A five percent (5%) contingency of $33,225.00 is requested for this project.
This project is part of an approved decision package with monies allocated in 340-4411-417.38-05 and 101-4411-417.38-05 of the 2026 budget.
The City's Local Preference Ordinance is applicable to this solicitation but was not a factor.
Artlip and Sons, Inc. is not indebted to the City.
IMPACT STATEMENT:
During construction, disruption to City operations is expected to be minimal if any.
RECOMMENDATIONS:
That the City Council adopts a resolution authorizing the acceptance of the lowest bid from Artlip and Sons, Inc. in the amount of $664,500.00 for HVAC improvements at the Development Service Center and a contingency of $33,225.00
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing the acceptance of the lowest bid from Artlip and Sons, Inc. in the amount of $664,500.00 for HVAC improvements at the Development Service Center, with a contingency of $33,225.00.
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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 Development Service Center, located at 77 S. Broadway, is a two story structure with a finished basement. The facility contains office spaces occupied by over one hundred City employees; and
WHEREAS, The interior climate of the facility is regulated by a heating, ventilation, and cooling (HVAC) system that has outdated controls that are manually adjusted. These controls lack precision, frequently malfunction, and some are inoperative; and
WHEREAS, the City is unable to remotely control the system, monitor performance, or schedule operations based on occupancy periods. This has resulted in unnecessary energy consumption, erratic temperatures, and increased costs; and
WHEREAS, the City retained Kluber Architects + Engineers, to create plans and specifications for the improvements for the HVAC system which include replacement of up to sixty-four (64) dual duct air boxes and thermostats with electronic units, and installation of Tridium Building Automated System (BAS) controls; and
WHEREAS, The City published solicitation 25-224 " Development Services Center HVAC Improvement" on November 14, 2025, and received bids from the following companies: Artlip and Sons, Inc. (Aurora, IL), MG Mechanical Contracting, LLC (Woodstock, IL), Amber Mechanical Contractors, Inc. (Woodstock, IL), Anchor Mechanical, Inc. (Chicago, IL), R.J. O'Neil, Inc. (Montgomery, IL), and Quality Mechanical, Inc. (Harvey, IL); and
WHEREAS, On December 10, 2025, bids were tabulated and reviewed, and of the six (6) responding contractors, Artlip and Sons, Inc. submitted the lowest responsible base and alternate bids in a combined amount of $664,500.00; and
WHEREAS, This project is part of an approved decision package with monies allocated in 340-4411-417.38-05 and 101-4411-417.38-05 of the 2026 budget; and) )
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizes the acceptance of the lowest bid from Artlip and Sons, Inc. in the amount of $664,500.00 for HVAC improvements at the Development Service Center, with a contingency of $33,225.00, and the Director of Purchasing is hereby authorized to issue the necessary purchase orders.