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TO: Mayor Richard C. Irvin
FROM: Clayton Muhammad, Chief Communications & Equity Officer
Tony Martinez, Director of Communications
Jim Birchall, Chief Public Facilities Officer
Mike Pegues, Chief Information Officer
Jeff Anderson, Deputy CIO
DATE: July 18, 2023
SUBJECT:
A Resolution authorizing change orders and additional contingency for the remodeling of the City of Aurora Council Chambers, Conference Rooms 5A & 5B and the addition of a press room and communications control center using the City of Aurora Job Order Contracting Program for an amount of $272,586.48.
PURPOSE:
Resolution R22-129 authorized remodeling to Council Chambers and the 5th floor of City Hall to improve transparency for city residents by providing better methods of producing video recordings of public meetings and audio-visual communication.
This resolution authorizes changes necessary to complete the renovations of Council Chambers and additions to the Communications Media Center.
BACKGROUND:
The 5th floor renovations were completed, and a ribbon cutting was held on June 13, 2023. The renovated conference rooms, the Aurora Media Center and Communications Division offices have been very successful since broadcasting began.
Resolution R22-129 provided for a contingency of $176,803.00 for the original $1,768,086.23 budget.
DISCUSSION:
In the desire to begin the project construction and move forward from the design phase, Staff understood that there would be additional costs incurred as issues were uncovered or completion of milestone reviews led to design alterations.
During the construction phase, Staff has collaborated closely with F.H. Paschen, and worked through supply-chain issues, additional audio video requirements as well as additional ADA requirements. These requirements have led to additional costs that are summarized below described in detail in the attached spreadsheet.
Additional 5th Floor Costs
Interview room
- Additional cameras and audio system necessary to complete the desired effects of the interview room
- Table and chairs for the interviewing platform.
Furniture Cost Overages
- Chairs for Council and staff
- Audience chairs
- Assembly labor
Additional 2nd Floor costs
- ADA Chair Lift
- Carpentry work for new dais
- Ceiling work including necessary fire sprinklers
Mobile Production Solution
- Mobile solution will provide the Communications department with the ability to capture video footage anywhere in Aurora and broadcast live - while connecting back to the 5th floor media center.
Funding for these contingencies will be available in the accounts below. A budget amendment will be necessary to move funding into the Capital Improvements Fund and to bring forward budget funds from 2021 for the project.
A budget amendment will be submitted to account 340-4411-417.38-05 (C139) to pay for these changer orders.
IMPACT STATEMENT:
The completion of this project will enhance the physical and virtual accessibility of City Council and committee meetings. This will also enable the City to efficiently broadcast public meetings live on its social media, website, and public access channel simultaneously to increase transparency and civic engagement.
RECOMMENDATIONS:
Staff recommends that City Council adopt a resolution authorizing change orders and additional contingency for the remodeling of the City of Aurora Council Chambers, Conference Rooms 5A & 5B and the addition of a press room and communications control center using the City of Aurora Job Order Contracting Program for an amount of $272,586.48.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution authorizing change orders and additional contingency for the remodeling of the City of Aurora Council Chambers, Conference Rooms 5A & 5B and the addition of a press room and communications control center using the City of Aurora Job Order Contracting Program for an amount of $272,586.48.
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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, increasing accessibility and safety within City Council Chambers is highly desired, and;
WHEREAS, city residents expect a high degree of transparency or public meetings, and;
WHEREAS, these upgrades will greatly improve the capabilities of Aurora Community Television; and
WHEREAS, the city selected FH Paschen, SN Nielsen and Associates and their Job Order Contracting vendor with resolution R20-221; and
WHEREAS, the city approved this remodeling project with resolution R22-129; and
WHEREAS, funding for this project will be available in account 340-4411-417.38-05 (C139). A budget amendment will be necessary to pay for these changes.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the City Council of Aurora, Illinois approves change orders and additional contingency for the remodeling of the City of Aurora Council Chambers, Conference Rooms 5A & 5B and the addition of a press room and communications control center using the City of Aurora Job Order Contracting Program for an amount of $272,586.48, and hereby authorizes the Purchasing Director to issue the necessary purchase orders.