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TO: Mayor Richard C. Irvin
FROM: Jason Bauer, Assistant Director of Public Works/Assistant City Engineer
DATE: November 19, 2024
SUBJECT:
A resolution authorizing the Director of Purchasing to execute a change order increasing the contract with R.C. Wegman for the RiverEdge Park Phase II Expansion to $23,524,379.
PURPOSE:
To increase the existing contract with R.C. Wegman to a new Guaranteed Maximum Price of $23,524,379.
BACKGROUND:
The expansion of RiverEdge Park has been planned for years, dating back to at least 2017. The expansion includes a number of items to make the park more attractive to music artists, more accommodating to patrons and also various other site improvements to improve the functionality of the park during other events such as Christkindl Market. The improvements include new restroom facilities, a new backstage facility, a new VIP area, expanded hard-surface areas, site electrical improvements, a beverage service pavilion and a new entry gate at the south end of the park.
DISCUSSION:
For years, customer feedback has indicated that the existing facility lacks enough restrooms and that beverage service can at times be slow with long lines. The new structures located throughout the park will address these concerns. Additionally, the lack of dressing rooms, green rooms, eating areas and other amenities limits the number of acts that the facility can attract. These improvements address these concerns and also make the facility more functional for larger events such as the Christkindl Market. Earlier this year, the city awarded a contract to R.C. Wegman to begin the construction of foundations for the backstage facility, which has the longest construction timeline (R24-253). This contract increase is for the second bid package that was let In October. This second bid package includes the remaining construction of the backstage facility, as well as the three new facilities in the public portion of the park and additional site amenities. Expanding the usable portion of the park will allow an increase in attendance of approximately 1,500 patrons and will enhance the overall user experience.
Pending a mild winter, the construction will commence in late January 2025. The shell of most buildings and hard surface improvements are currently scheduled to be complete by late October 2025 prior to the 2025 Christkindl Market. The final improvements will be complete prior to the 2026 concert season. The 2025 budget includes $23m (A062, 355-4440-451.73-43) for these improvements which is sufficient to fund the balance of the work that is anticipated in 2025, as some costs have already been incurred in 2024. This proposed package includes approximately $1.7m in contingencies to address the anticipated difficulties for adverse weather and soil conditions. As construction progresses, future bid packages will be needed to address site fiber, furniture/fixtures/equipment (FFE) purchases and two new jumbotron purchases. The overall project has a 2025 budget of $23m (A062, 355-4440-451.73-43), it is anticipated that a budget transfer or amendment later in 2025 may be required, depending on the amount of contingency that is utilized for the park expansion. Staff will monitor expenditures and return to Council with an amendment if and when necessary.
IMPACT STATEMENT:
The park will be closed for the 2025 concert season to avoid patrons utilizing the site in unsafe conditions, with the goal of having site improvements completed prior to Christkindl 2025 and final completion prior to the 2026 concert season commencing in June of that year.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Infrastructure and Technology Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to execute a change order increasing the contract with R.C. Wegman for the RiverEdge Park Phase II Expansion to $23,524,379.
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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, based on patron and artist feedback, improvements at RiverEdge Park are required to increase the ability to accommodate larger crowds, a wider variety of performances and to improve the public experience when attending events; and
WHEREAS, the City has been working closely with the architect and construction manager, R.C. Wegman to finalize construction documents and procure the services of various contractors to complete the improvements (R24-253), and
WHEREAS, based on competitively sealed bids that were received and read aloud at 11:00 a.m. on October 30, 2024, the existing contract with R.C. Wegman is to be increased to $23.5m, with funds available in the 2025 budget in the amount of $23m; and
WHEREAS, there are sufficient 2025 funds available for these improvements in account 355-4440-451.73-43 (CIP A062); and
WHEREAS, based on the use of the contingencies, there is a potential that a budget amendment will be required to complete other improvements including site fiber relocation, FFE purchases, additional architectural services during construction, jumbotron purchases, site security/access and other ancillary improvements; staff will monitor progress and return with a budget amendment if/when necessary;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: the Director of Purchasing is hereby authorized to execute a change order increasing the contract with R.C. Wegman for the RiverEdge Park Phase II Expansion to $23,524,379.