cover
TO: Mayor John Laesch
FROM: Derrick Winston, Director of Public Facilities
DATE: October 20, 2026
SUBJECT:
A Resolution Ratifying the Execution of a Change Order for the Development Services Center HVAC Improvements project in the amount of $84,022.00.
PURPOSE:
To increase the contract amount for the Development Services Center HVAC Controls Improvements project from the original $664,500.00 to $748,522.00.
BACKGROUND:
On February 10, 2026, the City Council approved acceptance of the low bid from Artlip and Sons, Inc., for HVAC improvements at the Development Service Center for $664,000.00 ($25,000.00 project allowance included), with a project contingency of $33,225.00 (R26-024). The project commenced on April 7, 2026 and included the replacement of up to sixty-four (64) electronic dual duct air boxes, thermostats, and the installation of Tridium Building Automated System (BAS) controls throughout the facility.
The project has proceeded as planned except for the following:
The existing air handling unit (AHU) fan assembly, not included in the project scope, unexpectedly began exhibiting signs of failure and was rebuilt for $31,708.00, drawing from the project contingency (proposal attached).
Two dual duct boxes, not included in the project scope, were replaced for $21,509.00, drawing from the included project allowance (change order 001 attached).
A concealed dual duct box, that feeds both the 1st and 2nd floor conference rooms was discovered, the main blower motor, which began exhibiting signs of failure, to be replaced along with the addition of a variable frequency drive (VFD), and the addition of an existing baseboard heater to the automated control network. These items along with the associated thermostat and controls modifications add $84,022 (87,513.00, less the remaining project allowance of $3,491.00) to the original contract (change order 002r1 attached).
On October 19, 2026, the previously mentioned blower motor failed. Given the forecasted low temperatures and to ensure the facility's operational continuity, the motor was replaced that evening.
DISCUSSION:
With the approval and implementation of contract change order 002r1, for $84,022.00, the updated project total would become $780,230.00, which is 17.4% beyond the original contract amount of $664,500.00 (a project cost summary is attached).
Funding to satisfy the requested contract change will be drawn from account 340-4411-417.38-05.
IMPACT STATEMENT:
N/A
RECOMMENDATIONS:
That the City Council adopts a resolution ratifying the execution of a change order for the Development Services Center HVAC Improvements Project in the amount of $84,022.00.
cc: Infrastructure and Technology
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution ratifying the execution of a change order for the Development Services Center HVAC Improvements Project in the amount of $84,022.00.
body
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, On February 10, 2026, the City Council approved acceptance of the low bid from Artlip and Sons, Inc., for HVAC improvements at the Development Service Center for $664,000.00 ($25,000.00 project allowance included), with a project contingency of $33,225.00 (R26-024); and
WHEREAS , The project commenced on April 7, 2026 and included the replacement of up to sixty-four (64) electronic dual duct air boxes, thermostats, and the installation of Tridium Building Automated System (BAS) controls throughout the facility; and
WHEREAS, The project has proceeded as planned except for the following:
The existing air handling unit (AHU) fan assembly, not included in the project scope, unexpectedly began exhibiting signs of failure and was rebuilt for $31,708.00, drawing from the project contingency - Two dual duct boxes, not included in the project scope, were replaced for $21,509.00, drawing from the included project allowance - A concealed dual duct box, that feeds both the 1st and 2nd floor conference rooms was
discovered, the main blower motor, which began exhibiting signs of failure, to be placed
along with the addition of a variable frequency drive (VFD), and the addition of an existing baseboard heater to the automated control network. These items along with the associated thermostat and controls modifications add $84,022 (87,513.00 less the remaining project allowance of $3,491.00) to the original contract; and
WHEREAS, On October 19, 2026, the previously mentioned blower motor failed. Given the forecasted low temperatures and to ensure the facility's operational continuity, the motor was replaced that evening; and
WHEREAS, Funding to satisfy the requested contract change will be drawn from account 340-4411-417.38-05; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: ratifying the execution of a change order for the Development Services Center HVAC Improvements Project in the amount of $84,022.00 and the Director of Purchasing is hereby authorized to execute the necessary orders.