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TO: Mayor Richard C. Irvin
FROM: Ian Wade, Capital Projects Manager
DATE: July 22, 2019
SUBJECT:
A resolution authorizing the Director of Purchasing to enter into an agreement with Empire Today, LLC, 333 Northwest Avenue, Northlake, IL 60164 in the amount of $28,132.48 for flooring as part of the renovation of the 2nd Floor Bridge within the Development Services Center located at 77 S. Broadway.
PURPOSE:
To enter into an agreement to allow for the installation of flooring as part of the interior remodeling necessary to complete the 2nd floor of the Development Services Center (DSC). Upon completion of the remodeling, the 2nd floor bridge area will house four City divisions: Economic Development, Fire Marshall's Office, GIS, and Mayor's Office of Special Events.
BACKGROUND:
Currently there is significant crossover between various departments/divisions in relation to development activities within the City of Aurora. Among those are Building and Permits, Neighborhood Standards, Planning, Economic Development and Engineering. Consolidation of these departments/divisions was identified as a goal to facilitate a more seamless development process within the City. Currently, only Economic Development remains to be relocated to the new facility at 77 S. Broadway.
In addition to Economic Development, the Fire Marshall’s Office, GIS (a division of Information Technologies), and the Mayor’s Office of Special Events are also to be relocated to the bridge area of the 2nd floor as the offices they are currently housed in are to be reassigned or vacated.
The proposed improvements to the bridge area will complete the renovation of the first and second floors of the DSC building, leaving only the basement unfinished. In an attempt to save money compared to the hiring of a General Contractor (as was done on previous renovations to the building), the City has elected to contract specific trades and tasks, including demolition, carpentry, mechanical (HVAC), electrical (including low voltage/data), plumbing, flooring, and painting. This Resolution is related to the Request for (formal) Bids published for flooring.
DISCUSSION:
A request for bids was published, 15 plan rooms/vendors viewed the documents from the City's website and staff notified flooring companies from our current list of vendors, two responses read aloud on June 19, 2019. Of the bids received, Empire Flooring was determined to be the lowest responsible bidder. It should be noted that since both bids included recommended increases to the quantities and scope presented in the RFB, lowest bidder determination was based on a comparison of the unit prices provided. Further, City Engineering staff is recommending inclusion of an additional $4,000 in Engineer's Allowance to address the need for a new construction joint in the floor slab at the transition from the original two-story building and the 2nd floor bridge area, resulting in the award amount of $28,132.48
This bid was subject to Local Preference but was not an impact on the decision.
This agreement will be funded using account 340-4010-417.73-40, which has a 2019 budget of $545,000.
IMPACT STATEMENT:
Minor disruptions to the activities of the existing Divisions housed on the first and second floors are anticipated; however, none of these disruptions will interrupt the daily operations.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Infrastructure and Technology Committee
Alderman Juany Garza, Chairperson
Alderman William “Bill” Donnell, Vice Chairperson
Alderman Sherman Jenkins
Alderman Judd Lofchie
Alderman Theodoros “Ted” Mesiacos
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution authorizing the Director of Purchasing to enter into an agreement with Empire Today, LLC, 333 Northwest Avenue, Northlake, IL 60164 in the amount of $28,132.48 for flooring as part of the renovation of the 2nd Floor Bridge within the Development Services Center located at 77 S. Broadway
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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 project was advertised publicly and later opened and read aloud at 2:00 p.m. on June 19, 2019; and
WHEREAS, two bids for DSC 2nd Floor Bridge Flooring were received; and
WHEREAS Empire Today, LLC, 333 Northwest Avenue, Northlake, IL 60164 was the low bidder in the amount of $28,132.48 (Exhibit A); and
WHEREAS, funding will be provided from account # 340-4010-417.73-40 which has $545,000 in the 2019 budget; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: authorizing the Director of Purchasing to enter into an agreement with Empire Today, LLC, 333 Northwest Avenue, Northlake, IL 60164 in the amount of $28,132.48 for flooring as part of the renovation of the 2nd Floor Bridge within the Development Services Center located at 77 S. Broadway.