By Jason Crane
At the Aurora city government Committee of the Whole meeting Tuesday, through the Zoom video conferencing platform, the City Council listened to four speakers, including Michael Childress, president of the DuPage Chapter of the NAACP.
He said they are looking to begin a dialogue with like-minded elected officials.
“We need to move into the dialogue stage in which we can now begin to (find) solutions to racist acts perpetrated on people of color in the community.
“These round tables should be of substance and put together by elected officials.”
• A public hearing regarding the creation of the proposed Lake Galena Tax Increment Finance District will be at the September 22 Aurora City Council meeting.
• A public hearing regarding the creation of the proposed Lincoln Tax Increment Finance District will be at the September 22 Aurora City Council meeting. The creation of this TIF District is part of an existing RDA between the City of Aurora and a private developer for the highly-visible redevelopment of the former Copley Hospital project.
Another discussion was centered around a resolution awarding the Job Order Contracting Vendor Services (JOC) for the City of Aurora to F.H. Paschen, S.N. Nielsen & Associates, LLC of Chicago.
The purpose is to create a Job Order Contracting Vendor Services (JOC) for the City of Aurora that will provide another efficient method to effectively obtain competitive pricing for a variety of capital improvement projects and establish an option to allow for other entities to piggyback on the City’s program.
The City of Aurora has piggybacked on Job Order Contracting Vendor Services (JOC) from other entities for several years. JOC purchasing is a method to have a third party create the competitive pricing system using the RS Means for all subcontractors and services needed for a given project. The RS Means is a division of Reed Business Information that provides cost information to the construction industry so contractors in the industry can provide accurate estimates and projections for their project costs. It has become a data standard for government work in terms of pricing, and is widely used by the industry as a whole. This shortens the time it takes to obtain pricing for these projects, yet provides a competitive and transparent process to ensure the best value for the City.
Many professional firms can act as the administrator of a JOC. The intent of the request for proposal (RFP) was for the City to establish its own program to provide efficiencies in obtaining pricing, which will save staff members time, be available for emergencies, and create a possible revenue stream from other entities piggybacking on the City’s program.
Alderman-at-large, Sherman Jenkins, 9th Ward alderman Edward Bugg, and 10th Ward alderman Judd Lofchie, expressed concern with the city’s approving the JOC.
Jim Birchall, superintendent of the Fleet and Facilities Maintenance Department for the city of Aurora government confirmed the City would save money and receive income with the JOC.
Alex Alexandrou, chief management officer for the city government said based on the request for proposal, Paschen has both the experience, the know how, and the ability to either run the JOC program, or do the work itself.
He said in addition, the program uses local contractors and union contractors which is something the City has been trying to do.
• Consent was given to an ordinance granting a revision to the special use permit for a special purpose recreational institution use on the property for Eola Tennis Academy, Inc. at 2320 and 2390 South Eola Road.
• Consent was given to a special use permit for a religious institution use on the property for Village Bible Church at 1401 W. Galena Boulevard.
• Consent was given to a resolution authorizing the execution of a local public agency agreement for federal participation with the state of Illinois, the execution of a phase 3 construction engineering agreement with Civiltech Engineering, Inc. not to exceed amount of $174,115.00, and the appropriation of $435,044.00 of REBUILD Illinois Bond funds for the Montgomery Road Bridge Project. A small bridge on Montgomery Road near Ogden Avenue.
• Consent was given to purchase a Freedom of Information Act (FOIA)/public records request management software solution from GovQA of Woodridge with a 5-year contract and an amount not to exceed $130,309.
• Consent was given to a resolution To Award McCarty Park Phase II Improvements in Ward 2 to BCI Burke.
• Consent was given to a resolution authorizing the execution of a local public agency agreement for federal participation with the state of Illinois, the execution of a phase 2 design engineering agreement with Alfred Benesch & Company in the not to exceed amount of $292,794.00, and the appropriation of $300,000.00 of REBUILD Illinois Bond Funds for the Farnsworth Avenue Bridge Project.
• Consent was given to a resolution establishing OAP and Value HSA(HDHP) health insurance plans and rates effective January 1, 2021 through December 31, 2021.
• Consent was given to a resolution Authorizing a Renewal Agreement with Aetna to Administer a Medicare Advantage Plan for Medicare eligible retirees for the period of January 1, 2021 through December 31, 2021.
• Consent was given to a resolution establishing Blue Cross Blue Shield Advantage HMO (BCBS) for group health care services for the period of January 1, 2021 through December 31, 2021.
• Consent was given to a resolution establishing C.O.B.R.A. insurance monthly rates effective January 1, 2021 to December 31, 2021.
• Consent was given to a resolution establishing health and dental insurance monthly rates of contributions for pre-Medicare retirees effective January 1, 2021 through December 31, 2021.
• Consent was given to a resolution authorizing agreement for administrative services with Cigna Health and Life Insurance Company (Cigna) for PPO and value HSA(HDHP) group health, prescription benefits management (PBM), flexible spending, dental, vision, C.O.B.R.A. and stop loss plan administration for period January 1, 2021 through December 31, 2021.
• Consent was given to a resolution approving an intergovernmental agreement between the City of Aurora and Forest Preserve District of Kane County for the Oakhurst Forest Preserve and adjacent area in Aurora.
• Consent was given to an ordinance deleting certain property from the redevelopment project area for City of Aurora Downtown Tax Increment Financing District No. 1.
• Consent was given to a resolution awarding Restoration Techs Aurora as the 2020-2021 contractor for emergency board up services within the City of Aurora.
• Consent was given to a resolution to approve payment to Tavarez and Son’s Lawn Care for removal of junk and trash services through code violation for the remainder of 2020.
• Consent was given to a resolution ratifying payment in the amount of $42,849.75 and approving additional payments of $105,715.00 to Richland Community College for police recruit training, lodging and meals in 2020.
• Consent was given to a resolution authorizing the approval and execution of a lease agreement between the City of Aurora and F.H. Paschen for the lease of office space on the second floor of a City-owned building at 1 S. Broadway, Aurora.
The purpose of the request is to fill a currently partially vacant building owned by the City of Aurora. The F.H. Paschen has found the size of the building’s second floor a fitting location for their new west suburban corporate office.
F.H. Paschen has more than three decades working in construction in infrastructure construction and rehabilitation, renovation and repair work, as well as in alternative delivery methods such as design-build construction, job order contracting and construction manager as contractor. F.H. Paschen serves both the public and private sectors with more than twenty LEED accredited professionals on staff, providing extensive construction experience in heavy civil transportation (including major highways, bridges, and mass transit systems), public works projects, municipal buildings, commercial properties, and private institutions.
The City has established a good working relationship and has had very good previous experiences with F.H. Paschen, where they completed projects as scheduled and on budget. The lower level of DSC, Elmslie/Hogan building repairs and the Route 59 Transit Center Staircase Replacement are just a few.
The proposed lease has an initial term of one year and affords F.H. Paschen the option to extend the lease at the end of the lease term. During the initial lease period, F.H. Paschen will pay the City $29,400 in annual rent or $2,450 per month.
• Consent was given to a motion to discharge the Finance Committee from further deliberations upon Item 20-0469 pursuant to Sec. 2-122(g) of the Code of Ordinances. Which is a lease agreement between the City of Aurora and F.H. Paschen for the lease of office space on the second floor of a City-owned building at 1 S. Broadway.
• Placed on Unfinished Business was a resolution to execute an agreement between the City and Aurora Downtown regarding the scope of work, management, and deployment of taxes generated by levies filed against property within SSA One.
• Consent was given to a resolution authorizing an agreement with the Fox Valley Park District Police Department, through the Fox Valley Park District, and the Aurora Police Department, through the City of Aurora, for emergency dispatch services.
• Consent was given to a resolution establishing the maximum number of Class B: On-Site Consumption licenses (unofficially related to the application from Q Bar North, Inc. d/b/a Saddle Up @ Q, at 4440 Ogden Avenue, Aurora.
• Consent was given to Tag Day: Girl Scouts of Greater Chicago and Northwest Indiana Fall Product Program from October 1, 2020 to October 18, 2020. Door-to-Door cookie sales January 1, 2021 to January 17, 2021.
• Consent was given to a resolution requesting approval to continue with BenTek Benefits Technology of Palm Beach Gardens, FL as the City’s benefits enrollment and administration software provider for up to 4 additional years for an amount not to exceed $251,184.
• Consent was given to a resolution authorizing the director of Purchasing to enter into an agreement with Oxie Valley Electric Supply, 1700 Liberty Street, Aurora in the amount of $198,160.00 for the purchase of street lighting poles/standards for East New York Street.
• Consent was given to a resolution Accepting the improvements and waiving the maintenance security for WASD 129 – McCleery School Improvements – 1002 W. Illinois Avenue.
• Consent was given to an ordinance repealing and amending various provisions of the Code of Ordinances, City of Aurora, pertaining to the Aurora Public Library.
• Consent was given to a resolution appointing George Gutierrez to the Aurora Public Art Commission.
• Consent was given to a resolution appointing Landa Midgley to the Aurora Public Art Commission.
• Consent was given to a resolution appointing Penelope A. Torres to the Aurora Human Relations Commission.
• Consent was given to a resolution appointing Ricky Rodgers to the Aurora Human Relations Commission.
• Consent was given to a resolution authorizing the execution of a memorandum of understanding between the City of Aurora, Kane County and the City of Elgin; the participation in the 2020 Edward Byrne Memorial Justice Assistance Grant (JAG) program; and the use of the City of Aurora’s portion toward the Aurora Police Department equipment purchase.
• Consent was given to an ordinance Deferring the implementation of the annual Water/Sewer rate increase as provided in Article II of Chapter 48 of the City of Aurora Code of Ordinances Entitled “Municipal Utility Service” until January 1, 2021.
• Placed on Unfinished Business was a resolution awarding the Job Order Contracting Vendor Services (JOC) for the City of Aurora to F.H. Paschen, S.N. Nielsen & Associates, LLC of Chicago.
The purpose is to create a Job Order Contracting Vendor Services (JOC) for the City of Aurora that will provide another efficient method to effectively obtain competitive pricing for a variety of capital improvement projects and also establish an option to allow for other entities to piggyback on our program.
The City of Aurora has piggybacked on Job Order Contracting Vendor Services (JOC) from other entities for several years. JOC purchasing is a method to have a third party create the competitive pricing system using the RS Means for all subcontractors and services needed for a given project. The RS Means is a division of Reed Business Information that provides cost information to the construction industry so contractors in the industry can provide accurate estimates and projections for their project costs. It has become a data standard for government work in terms of pricing, and is widely used by the industry as a whole. This shortens the time it takes to obtain pricing for these projects, yet provides a competitive and transparent process to ensure the best value for the City.
Many professional firms can act as the administrator of a JOC. The intent of the Request for Proposal was for the City to establish our own program to provide efficiencies in obtaining pricing, which will save staff time, be available for emergencies, and create a possible revenue stream from other entities piggybacking on our own program.
The City published the Request for Proposal on Tuesday, May 19, 2020 in the Aurora Beacon News, DemandStar (a free nationwide distribution notification for solicitations) and on the City’s website. Five responses were received on June 10, 2020 from potential contractors with varying level of experience with our request.
The Contractors were evaluated on the following criteria:
1) Vendor experience in assisting organizations similar to City of Aurora with project similar in size and scope to Aurora’s 2020 Planned Project List provided in the Introduction to the Scope of Work. (5%)
2) Vendor experience establishing and operating JOC programs for other entities (25%)
3) Quality and depth of references (20%)
4) Program Manager qualifications and experience (10%)
5) Vendor use of local subcontractors (15%)
6) JOC Program Vendor Management Fee (25%)
This was a Request for Proposal, therefore Local Vendor Preference did not apply.
A scoring recap is attached as Exhibit A. A copy of the Request for Proposal is attached as Exhibit B, a list of eligible projects that could be used for these services is attached as Exhibit C and the proposal submitted by F.H. Paschen, S.N. Nielsen & Associates, LLC is attached as Exhibit D.
The review committee consisted of Public Works/Engineering, Facilities, Purchasing, Finance and Administration. The overall highest rated firm was unanimous amongst all members.
The overall experience presented by F.H. Paschen, S.N. Nielsen & Associates, LLC with starting and running a JOC program, the JOC start up timeline, and the number of local sub-contractors to be used was very detailed. The number of sub-contractors they listed that were already being used by F.H. Paschen, S.N. Nielsen & Associates, LLC that will be ready to move immediately in such cases where an immediate repair/operation is needed was helpful in our review.
F.H. Paschen, S.N. Nielsen & Associates, LLC was one of two contractors that submitted proposals where there will not be any additional costs incurred during the contract. Some had additional management fees and added direct/indirect costs (plus markup) for services not covered by the RS Means. F.H. Paschen’s costs was inclusive of everything we would require to complete a project.
The City states previous experiences have been very positive with F.H. Paschen, S.N. Nielsen & Associates, LLC, where they complete projects as scheduled and on budget. (ie. The lower level of DSC, Elmslie/Hogan building repairs and the Route 59 Transit Center Staircase Replacement are just a few)
Funding for the projects will be charged to the Department/Division associated with the repair/work. All projects over $25,000 will still be brought forth for Committee/City Council approval prior to the start of work. Any projects under $25,000 will move forward with the approved cost structure.
F.H. Paschen, S.N. Nielsen & Associates, LLC will also coordinate and encourage the use of the City’s JOC program for other agencies/entities to use. There would be a fee added to non-City projects that F.H. Paschen, S.N. Nielsen & Associates, LLC would charge and pass through to the City of Aurora. The proposed fees are attached as Exhibit E. Intergovernmental agreements would be entered into, prior to outside agencies piggybacking on our JOC program.
The initial contract would be upon award through December 31, 2021 with the option of three (3) one year extensions upon mutual consent between the City of Aurora and the Contractor.
The intent is to provide efficiencies and time savings to complete projects with an already agreed upon cost, and create a possible revenue stream from other entities piggybacking on our own program. Not awarding this will continue the status quo with delays in getting projects complete due to the time to create the specifications, formally bid, and award through the Committee/Council approval process.
Request authorization for the Director of Purchasing to award the Job Order Contracting Vendor Services (JOC) for the City of Aurora to F.H. Paschen, S.N. Nielsen & Associates, LLC of Chicago.
Final approval is set to be made at the September 22 Aurora City Council meeting.