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TO: Mayor John Laesch
FROM: Eric Pry, Museum Director
DATE: July 10, 2025
SUBJECT:
Requesting a resolution authorizing the City of Aurora to enter into a contract with Bardford Systems for artifact collection storage equipment, totaling $84,889.68.
PURPOSE:
The Grand Army of the Republic Military Museum's collection will be rehoused at 745 Aurora Ave. The existing equipment consists of open, flat shelving. The equipment within the proposal will greatly increase the stabilization efforts of museum staff and enhance the lifespan of the items within the collection.
BACKGROUND:
The G.A.R. Military Museum's collection consists of over 4,000 objects, archives, photographs, and paintings dating primarily between 1860 and 1991. The G.A.R. Military Museum upgraded the collection shelving in 2021, as part of the IDNR Grant during renovation of the museum, from plastic shelving to the existing shelving. Flags, textiles, archival material, and other delicate items benefitted from the larger shelving, but the cost for museum industry storage equipment far exceeded the budget for the project. Museum staff applied for the IMLS Grants for Small Museums in 2022 and were awarded $41,998 for this project. The City of Aurora City Council approved accepting this grant in 2023 in Resolution R23-285. In addition, the City of Aurora budgeted an additional $50,000 for additional equipment. As part of the Equalis Group Contract #EQ-052920-010, no formal bid was required, however two quotes were initially received in 2022 as part of the grant application.
DISCUSSION:
$41,998.00 from IMLS is budgeted in account: 101-1361-450.61-41 (A budget amendment will be submitted for this grant)
The additional $50,000 is budgeted in account 340-1361-450.61-41
Resolution accepting IMLS Grant Funding: R23-285 (Legistar 23-0679)
IMPACT STATEMENT:
N/A
RECOMMENDATIONS:
I request approval to make the aforementioned purchase of collection storage equipment.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution to authorize the purchase of museum collection storage equipment from Bradford Systems, at a total cost of $84,889.
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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 City of Aurora's Grand Army of the Republic Military Museum has been granted $41,998 from the Institute of Museum and Library Services, approved the grant funding in Resolution R23-285, and budgeted an additional $50,000 from the general fund for new collection storage equipment.
WHEREAS, Bradford Systems has submitted a proposal which will meet the needs of the G.A.R. Military Museums' collection for a total cost of $84,889.00.
WHEREAS, pursuant to the Equalis Group Contract #EQ-052920-01 the desired product is provided through a cooperative agreement
WHEREAS, the City of Aurora has budgeted $50,000 in account number 340-1361-450.61-41 and a budget amendment will be submitted for the IMLS grant for the expense in account number 101-1361-450.61-41
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: upon final approval from the Law Department, the Mayor of Aurora and/or designees are hereby authorized to sign enter into contract with Bradford Systems for the purchase of museum collection storage equipment for a total cost of $84,889.00.