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TO: Mayor Richard C. Irvin
FROM: Daniel Anderson, Superintendent of Parks & Recreation
DATE: November 21, 2017
SUBJECT:
A Resolution Authorizing the Approval of Bid Package 17-44 Phillips Park Mastodon Island Adventure Project in the Amount not to exceed $758,000.00 to the lowest responsible bidder, Elanar Construction, Chicago, IL and Purchase Playground Equipment in the Amount not to exceed $167,149.41 through an RFP from GameTime c/o Cunningham Recreation, Charlotte, NC for the Division of Parks & Recreation.
PURPOSE:
To obtain City Council approval of the bid from Elanar Construction and purchase the custom designed playground equipment from GameTime c/o Cunningham Recreation. Both are part of the current OSLAD Mastodon Island Interpretive Adventure Area project.
BACKGROUND:
In 2014 the Parks Division applied for an OSLAD Grant which was awarded in early 2015, the Governor froze all OSLAD Grants shortly after but they were released in August of 2016. The City was awarded a $400,000.00 matching grant from the State of Illinois and $200,000.00 (1/2 the awarded amount) has already been received. The Parks Division worked through the permit process which was lengthened because the island is in open waters and required an Army Corp permit, which was attained late this last summer. An RFP for the custom playground equipment was sent out in December of 2016 to three reputable national playground companies. GameTime was selected based on their creative and unique design but has been revised after input from City staff and the public. GameTime participates in the US Communities Purchasing Cooperative. Construction should start in March of 2018 and the project completion date is October 1st, 2018 per the Grant's guidelines.
DISCUSSION:
This is a unique opportunity to invest in Phillips Park putting a spotlight on one of the greatest features that Phillips Park offers and that is the legacy of the Mastodon. Many of the unearthed Mastodon bones are now housed in Phillips Park and this project will provide both recreation and education, teaching children about this amazing extinct animal that used to roam in the Park thousands of years ago. Funding will be from a $900,000.00 carryover in account 353-4440-451.73-43 and additional funds have been asked for in the 2018 budget to complete the project as designed.
IMPACT STATEMENT:
The Mastodon Island project will have a huge impact on the visitor's to Phillips Park. It will take underutilized open space and create both recreation and education opportunities. It also will provide the city a 2 for 1 for dollars spent up to $400,000.00 with the matching OSLAD grant. This very well could be a once in a life time opportunity. There should be minimal impact on the operating budget to the Parks Division.
RECOMMENDATIONS:
I request approval to award the bid to Elanar Construction and to purchase the custom designed playground equipment from GameTime c/o of Cunningham Recreation for the Phillips Park Mastodon Island Adventure project.
cc: Alderman O’Connor, Chairman
Alderman Mesiacos
Alderman Bugg
Alderman Mervine, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Authorizing the Approval of Bid Package 17-44 Phillips Park Mastodon Island Adventure Project in the Amount not to exceed $758,000.00 to the lowest bidder, Elanar Construction, Chicago, IL and Purchase Playground Equipment in the Amount not to exceed $167,149.41 through an RFP from GameTime c/o Cunningham Recreation, Charlotte, NC for the Division of Parks & Recreation.
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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 Division of Parks and Recreation applied for grant funding in 2014 for the development of Mastodon Island at Phillips Park and was awarded the grant in 2016; and
WHEREAS, The City of Aurora conducted a bid and RFP for the largest two components of this project; and
WHEREAS, the project needs to be completed by October 1st, 2018 to be eligible to receive reimbursement for $400,000.00 from the State of Illinois; and
WHEREAS, Elanar was the lowest responsible bidder for construction of this project and GameTime c/o Cunningham Recreation was chosen from an RFP to purchase their playground equipment for this project from funds in account 353-4440-451.73-43 in 2018.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the Director of Purchasing is authorized to execute a contract with Elanar Construction, Chicago, IL for the price shown within the bid as set forth in Exhibit "A" for a total contract price of $758,000.00 and purchase custom designed playground equipment through an RFP from GameTime c/o Cunningham Recreation, Charlotte, NC for the price shown within quotes as set forth in Exhibit "B" and "C" for a total purchase price of $167,149.41.