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TO: Mayor Thomas J. Weisner
FROM: James Birchall, Central Services Superintendent
James Dahl, MIS Director
DATE: August 30, 2016
SUBJECT:
Resolution approving renovation of the MIS Division office by R. C. Wegman Construction and Cipher Technology Solutions, including office furniture and computer related cabinetry, in an amount not to exceed $347,795.00.
PURPOSE:
Renovate the MIS Division office space to more efficiently utilize space, and to allow for the addition of offices for new MIS staff.
BACKGROUND:
Kluber Architects and Engineers were hired with a professional services contract to write the specifications for this project. The 2016 budget includes approval of two additional MIS staff members. In order to accommodate the new staff and better utilize available space, Central Services and MIS released a bid for office renovation. The City received seven bid responses. This request is to accept the lowest responsible bid.
DISCUSSION:
In the past MIS has made use of used furniture, and has made the best possible use of existing office space. In order to maintain a productive work environment, meet customer expectations, and meet staff needs, MIS is now in the position of needing an office renovation.
Project construction costs are $347,795.00 divided into three distinctive parts:
- Acceptance of the R. C. Wegman Construction bid in the amount of $274,000.00.
- Sole Source of data cabling to Cipher Technology Solutions in the amount of $33,795.00.
The construction costs include a ten-percent contingency in the amount of $30,780.00.
Recommend approval to bid and accept the purchase for furniture and computer related cabinetry in a not to exceed amount of $40,000.00.
This was a planned construction project, and funds are available in accounts:
- 340-1710-417.38-05, $220,000.00
- 340-1232-419.38-05, $50,000.00
- 101-1232-419.38-05, $70,000.00
The Finance Department has been notified to ensure neither of these two vendors have outstanding debt with the City.
R.C. Wegman's bid of $274,000.00 was the lowest responsible bid. A bid tabulation is attached along with the recommendation from Kluber Architects.
The MIS Division requests authority to sole source data cabling to Cipher Technology Solutions. Demolition of the current cabling infrastructure requires leaving key facilities "live" and any missteps will bring down key City computer systems. Cipher is the City's standard cabling vendor, and has knowledge of MIS' cabling infrastructure that is not possessed by other vendors. A sole source affidavit is attached.
IMPACT STATEMENT:
The biggest impact will be in splitting MIS staff between different buildings during the construction. A great deal of planning has gone into placing staff where they will be best utilized, and be the most responsive to their user requests.
RECOMMENDATIONS:
We request the proposed resolution be adopted.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution approving renovation of the MIS Division office by R. C. Wegman Construction and Cipher Technology Solutions, including office furniture and computer related cabinetry in an amount not to exceed $347,795.00.
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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 MIS Division office space is in need of renovation; and
WHEREAS, the Central Services and MIS Divisions have worked jointly to design and release a bid for said renovation; and
WHEREAS, R. C. Wegman Construction Company has submit the lowest responsible construction bid in the amount of $274,000.00; and
WHEREAS, Cipher Technology Solutions is the City standard cable contractor, possess unique MIS cabling infrastructure knowledge, and has submit a quote in the amount of $33,795.00; and
WHEREAS, the Central Services and MIS Divisions have requested a ten-percent construction contingency in the amount of $30,780.00; and
WHEREAS, approval to purchase office furniture and computer related cabinetry in a not to exceed amount of $40,000.00.
WHEREAS, sufficient funds are available in Central Services and MIS 340-1710-417.38-05, 340-1232-419.38-05, and 101-1232-419.38-05 accounts; and
WHEREAS, Cipher Technology Solutions has unique MIS cabling infrastructure knowledge that is not possessed by other cabling vendors pursuant to Aurora Code Section 2-335(a)(3) the desired service is provided by only one source in this situation; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: approval of the renovation of MIS Division office space by R. C. Wegman Construction and Cipher Technology Solutions and the purchase of office furniture and computer related cabinetry in an amount not to exceed $347,975.00, and the Director of Purchasing is hereby authorized to execute all associated purchasing documents.