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TO: Mayor Thomas J. Weisner
FROM: Jim Pilmer, Director of Neighborhood Standards
DATE: April 15, 2014
SUBJECT:
A Resolution requesting the award of the lowest qualified bid for city hall HVAC upgrades to Mechanical, Inc. of Freeport, Illinois in the amount of $172,500 for Finance Committee on April 22, 2014.
PURPOSE:
Over the past two decades through major renovations, HVAC upgrades were made to floors one, two, four and five of city hall. Kluber Engineering of Batavia, IL has completed other HVAC projects at city hall and designed this system to meet the intended results. Kluber began the plan design on January 30, 2014. Four field meetings were conducted to prepare the bid specifications and engineered drawings. A request for proposal was published on March 23, 2014, a mandatory pre-bid meeting held on March 31, 2014, and publically opened bids were on April 9, 2014 by the City Clerk. Four bids were submitted and the base bid range was from $166,000 to $224,500. Kluber conducted a Bid Qualification and Scope Review with Mechanical, Inc. and found the bid to be responsive and complete.
BACKGROUND:
This HVAC upgrade is the most cost effective system and construction method for this project. It will not require the demolition of the ceilings and walls for duct work and the upgrades. This system installation allows for construction savings of over $100,000. The bid specifications and the low bid received is the most energy efficient system available in the market. The system is controlled by thermostats in each work area, is quiet, has fresh air exchange and will remove the need for the antiquated radiators in each work area and the final window air conditioning units will be removed from city hall. The upgrade will be tied into the existing control system for city hall. The upgrade will include Alternate No. One, the tie into the existing control system for city hall in the amount of $6,500.00.
DISCUSSION:
The project will commence upon approval with an anticipated completion date of June 30, 2014. Work will be completed daily from 3:00 pm to 11:00 pm to have minimum disruption to business activity in the work area. A budget transfer has been requested to provide $172,500 into account number 215-1710-417-74.99 for this item. Mechanical, Inc. is in excellent standing with all city ordinances, has provided successful services to the city in the past, and has excellent references for this work with other public agencies.
IMPACT STATEMENT:
This project is being coordinated by the Superintendent for Central Services and the division staff. Six weeks of actual mobilization and construction will take place with efforts of minimum disruption to services. Central Services will coordinate work schedules and meeting room schedules to avoid disruptions. Building and Permits will oversee permitting and inspections. Upon completion this work unit will have adequate and reliable temperature control to maximize working conditions in all four seasons. Upon completion the upgrade will be tied into the existing city hall control system for Central Services maintenance and operation.
RECOMMENDATIONS:
Request approval of the purchase and the proposed resolution be adopted as presented.
cc: Alderman O'Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Peters, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution requesting the award of the lowest qualified bid for city hall HVAC upgrades to Mechanical, Inc. of Freeport, Illinois in the amount of $172,500.
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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, HVAC upgrades are continuous in building life cycles and this project is the final floor for modern upgrades; and
WHEREAS, the design and specifications are the most economical, efficient system in both the construction and operation for the intended four season temperature control; and
WHEREAS, four bids were received and publicly opened with Mechanical, Inc., Freeport, Illinois submitting the lowest responsible bid meeting all bidding criteria in the amount of $166,000 plus $6,500 to tie into the existing control system for a final project cost in amount of $172,500, and is therefore being recommended for this project; and
WHEREAS, a budget transfer has been requested to provide $172,500 into account number 215-1710-417-74.99 for this item; and
WHEREAS, this project is being coordinated by the Superintendent for Central Services and the division staff, and mobilization would commence following approval and construction will take place with efforts of minimum disruption to services and be completed by June 30, 2014.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the awarding of the lowest qualified bid for city hall HVAC upgrades to Mechanical, Inc. of Freeport, Illinois in the amount of $166,000 plus $6,500 for the upgrade to the existing control system for city hall for a total cost of $172,500, and does herby further authorize its Director of Purchasing to issue the necessary orders to implement purchase of same.
PASSED AND APPROVED on ______________.
AYES ____ NAYS ____ NOT VOTING ____ ABSENT ____
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Alderman Bohman, Ward 1 Alderman Garza, Ward 2
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Alderman Mesiacos, Ward 3 Alderman Donnell, Ward 4
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Alderman Peters, Ward 5 Alderman Saville, Ward 6
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Alderman Hart-Burns, Ward 7 Alderman Mervine, Ward 8
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Alderman Bugg, Ward 9 Alderman Johnson, Ward 10
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Alderman Irvin, At Large Alderman O'Connor, At Large
ATTEST:
____________________________ __________________________
City Clerk Mayor
Attachments: Engineers bid recommendation and bid summary, Contract, Bond, and all required ordinance documentation for submittal