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TO: Mayor Richard C. Irvin
FROM: Jim Birchall, Superintendent of Fleet & Facilities Maintenance
DATE: December 14, 2020
SUBJECT:
Aurora Police Department Gate Replacement
PURPOSE:
To obtain approval to replace the damaged southwest gate at the Aurora Police Department Headquarters.
BACKGROUND:
The Aurora Police Department headquarters, located at 1200 E. Indian Trail, Aurora, IL 60505, is equipped with multiple gates which control access to secured areas. The southwest exit gate was inadvertently struck by a Police vehicle which rendered the gate inoperable. It was later determined that the gate was beyond repair, and required replacement along with the mechanical operator and photo eye.
In November 2020, the City advertised Request for Proposal "City of Aurora Police Department Gate Repairs & Maintenance", RFP 20-52 (attached). Since only one vendor attended the mandatory site inspection that was held on November 16, 2020, an RFP addendum (attached) was issued on November 18, 2020 which rescheduled the site inspection to November 30, 2020 and extended the proposal submission deadline to December 9, 2020. No vendors subsequently participated in the second site inspection or submitted a proposal.
Given the lack of interest in the project but with the existing property damage in need of repair and with the operational need for a functioning gate at the APD campus, the City contacted F.H. Paschen, S.N. Nielsen & Associates LLC, through the City of Aurora's Job Order Contracting program (JOC). F.H. Paschen obtained and examined five (5) bids of which, Fence Masters Inc., located at 20400 S. Cottage Ave, Chicago Heights, IL 60411, submitted the lowest most responsible bid.
DISCUSSION:
Through the City's JOC program, F.H. Paschen, S.N. Nielsen & Associates, LLC has proposed to replace the southwest exit gate, mechanized operator, and photo sensor along with the mechanized operator and photo sensor on the entrance gate through Fence Masters Inc. fo...
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