Aurora City Council considers three new fire stations

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By Jason Crane

The Aurora City Council listened to a proposal for the construction of three new fire stations at the Aurora city government Committee of the Whole (COW) meeting Tuesday, Aug. 20.

The Resolution authorizes the director of the Purchasing Department to execute an agreement with Leopardo Construction, Inc. of Hoffman Estates, Ill. in the amount of $3,923,750 with a 10% contingency for the construction of three new fire stations.

City government of Aurora documents show the purpose is to authorize the execution of a contract to commence construction manager services of three Fire Stations. Executing the building of these stations should provide reduced response times, therefore providing greater protection of life and property to the citizens of Aurora. In addition, the move into more modern stations eliminates the increasing cost of maintaining and repairing older, outdated stations.

In 2021, the Aurora Fire Department (AFD) hired a consultant to conduct a fire station location analysis to establish optimal locations for the planned additional fire station, and relocation of two stations, required to effectively meet fire and EMS service demand due to the continued growth and development of the City. The study determined it would be in the best interest of the public and the Fire Department to construct a new Station #13 and relocate Stations #9 and #4. Following Council approval, a capital improvement plan (CIP) for the relocations and new buildings was submitted and approved.

Staff members released a Request for Proposals (RFP) May 15, 2022, for architectural services and began looking for property. The acquisition of property for Station #9 was approved Tuesday, Sept. 12, 2023.

In 2023 the City began work with both architectural companies to develop plans for the three fire stations. As the programming and schematic design is nearing completion, a construction management firm is now required to begin work on the sites. In March 2023, the City advertised the work and received statements of qualifications from nine firms. Staff members reviewed these proposals and interviewed the top three.

After the interviews and internal discussion, Leopardo Construction Inc. was selected to move forward.

Fire Station 4 will include new Fire Administration space, Emergency Management Agency space, an Emergency Operation Center.

•There weren’t any individuals signed up to use their voices: The meeting can be viewed on the city government of Aurora’s YouTube page after the 3-minute mark by clicking here.

The City Council gave consent to the following agenda item likely to be placed on the full City Council agenda Tuesday, Aug. 27:

•Consent was given to an Ordinance changing the name of Adelwood Drive to Adelwood Circle, which is south of Del Webb Boulevard, east of Bellwether Drive in Will County, Aurora, Ill.

City government of Aurora documents show the City approved a small section of Adelwood Drive off of Bellwether Drive with Lincoln Prairie by Del Webb, Phase 1, however, at this time staff members did not realize that the street was going to coming back out onto Bellwether Drive. When this occurs the designation of the street should be a Circle.

The remaining portion of this street is being approved with Lincoln Prairie by Del Webb, Phase 3. Therefore, staff members are requesting to change the street name for this small section of street from Adelwood Drive to Adelwood Circle so that it meets the street designation system within the City Code.

This street name change would now meet the street designation system within the City Code and will not have an impact as there aren’t any properties being addressed off Adelwood Drive at this time.

•Consent was given to a Resolution authorizing the City to accept a grant award of $52,592.89 from the FY25 Violent Crime Intelligence Task Force FOID Grant.

City government of Aurora documents show the purpose is to obtain City Council approval of a grant to be used to allow the Aurora Police Department to participate in a statewide multi-jurisdictional Violent Crime Intelligence Task Force led by the Illinois State Police dedicated to combating gun violence, gun-trafficking, and other violent crime with the primary mission of preservation of life and reducing the occurrence and the fear of crime.

The Aurora Police Department has, in its third year since inception, participated in the Illinois State Police Violent Crime Intelligence Task Force FOID Grant, wherein members of the Aurora Police Department work to reduce and prevent illegal possession and use of firearms, firearm-related homicides, and other violent crimes, as well as solving firearm-related crimes.

This grant award allows for reimbursement up to $52,592.89 and may be used to reimburse personnel costs incurred between July 1, 2024, and June 30, 2025, as allowed by the grant.

The State of Illinois assigned the grant award based upon their own formula and has informed the Aurora Police Department that there will be no penalty for failure to draw down the entire award balance.

This resolution must be approved and signed to properly execute the agreement and to begin implementing the project.

•Consent was given to a Resolution authorizing the execution of a Joint Funding Agreement with the State of Illinois, the execution of a Phase 3 Construction Engineering Services Agreement with Thomas Engineering Group, LLC in the not to exceed amount of $201,635.00, and the appropriation of $530,000.00 of MFT Funds for the Indian Trail Resurfacing Project.

City government of Aurora documents show the purpose is to execute the Joint Funding agreement for State-led construction work there by reserving sufficient funds to cover the local agency share of the project cost by resolution, to approve the Phase 3 construction engineering services agreement with Thomas Engineering Group, LLC and to appropriate Motor Fuel Tax (MFT) Funds by Illinois Department of Transportation (IDOT) Resolution.

The City applied for federal funding in the March 2022 Kane-Kendall Council of Mayors (KKCOM) Call for Projects and secured funding for 9 different projects, with 5 additional projects placed in the contingency program. This project was placed in KKCOM’s contingency list. Due to additional available funding, the City was able to get this project moved into the active program to receive federal funding for construction and construction engineering.

The project will resurface Indian Trail from Highland Ave to IL 31 and include some minor pavement widening and curb and gutter installation throughout the corridor. The funding ratio for this project is 80/20 (80% federal / 20% local) for Construction and Construction Engineering, up to a maximum amount of $1,461,600 of federal funding. Resurfacing projects like this help reduce the burden of funding the City’s yearly resurfacing program with local and MFT funding sources.

Thomas Engineering Group has been performing Phase 1 and Phase 2 Engineering. Phase 1 design approval has been received. The Phase 2 plans are 99% complete and the initial final plans, specifications, and estimates (PS&E) were submitted to IDOT on July 29, 2024. The project is targeting a November 2024 IDOT letting.

Due to the complex nature of the project construction and documentation requirements by the Illinois Department of Transportation (IDOT) for federally funded projects, the City is required to hire a consultant for the Phase 3 construction engineering services. The City will be utilizing the Consultant selected as part of a Master Task Order Request for Qualifications.

The City published a Qualification Based Selection (QBS) for a Master Task Order for Phase 3 Engineering Services on September 27, 2023. Nine (9) firms submitted their qualifications. Staff members reviewed the qualifications submitted and determined that Thomas Engineering Group, LLC (Thomas) was the most qualified with the top 3 firm’s scores. Thomas’s team has successfully completed Phase 3 construction engineering services for many federally funded projects including recent Liberty Street Resurfacing, Edgelawn Drive Resurfacing, and Church-Sheffer Road Resurfacing within the city of Aurora. The Phase 3 engineering agreement (BLR 05530) from Thomas in the amount of $201,635.00 will provide full time construction and material inspection for this project.

This followed the Request for Qualifications process and is not subject to the local preference policy. The funding source, federal and MFT Funds, are not subject to the local preference policy.

IDOT requires the City to execute the Joint Funding Agreement for State-led construction work by setting aside the local matching funds for the project. IDOT will front fund the Construction cost and invoice the City of Aurora for its share of the construction cost. The estimated total cost of the Construction is $1,600,000. This amount is slightly higher than the Engineer’s Final Construction cost to allow for some additional contingency with final IDOT plan review and unknowns before the bidding process in November 2024. The City’s portion of construction costs would be approximately $320,000. The City will have to front fund the Construction Engineering (CE) cost and up to 80% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $201,635.00. The City’s portion of the CE cost would be approximately $40,327.00. The approximate total cost of C&CE (City’s Share) would be $360,327.00.

There are two drafts under review by IDOT. IDOT has issued guidance that these forms must be locally executed and submitted by October 2, 2024 in order to stay on schedule for the November 2024 state letting. If the forms are amended by IDOT, the mayor and City clerk will execute the most current forms. IDOT review of these forms may change the specific values indicated in the memo and resolution.

IDOT requires a Resolution to appropriate the MFT Funds prior to their expenditure for approved projects. The Resolution for Improvement – BLR 09110 appropriating MFT Funds in the amount of $530,000.00 is higher than the anticipated City’s share in order to cover front funding the Construction Engineering cost.

Due to the nature of the federal funding on this project, IDOT requires that the City agree to pass a supplemental MFT resolution if necessary, to appropriate additional funds for completion of the project. City staff members will review the low bids and concur with IDOT on the award of the project to the low bidder if the bids are within a reasonable approximate of the Engineer’s Final Cost Estimate and bidding the project is in the City’s best interest.

It is possible that the mayor and clerk need to execute additional forms on the project including a Local Public Agency Amendment (BLR 05311) or revised/supplemental BLR 05530. Generally, execution of the BLR 05311 would be to receive additional federal funds or to move federal funds between Construction and Construction Engineering. As mentioned in the resolution City officials are requesting that the mayor and clerk have the ability to execute these documents if they are required to carry the purposes of this resolution into execution, without any additional City Council action. If additional MFT funds are needed for the project, then the Supplemental Resolution (BLR 09110) will be presented before the City Council.

The 2025 City Budget is anticipated to provide for sufficient funds in Account 203-4060-431.79-99 (GB156, Indian Trail Resurfacing – Highland to Route 31).

Roadway traffic will be reduced to one lane each direction at various times during construction.

•Consent was given to a Resolution authorizing the execution of a Joint Funding Agreement with the State of Illinois, the execution of a Phase 3 Construction Engineering Services Agreement with Civiltech Engineering, Inc. in the not to exceed amount of $166,718.00, and the appropriation of $460,000.00 of MFT Funds for the Ashland Avenue Resurfacing Project.

City government of Aurora documents show the purpose is to execute the Joint Funding Agreement for State-Let Construction Work there by reserving sufficient funds to cover the local agency share of the project cost by resolution, to approve the Phase 3 Construction Engineering Services Agreement with Civiltech Engineering, Inc. and to Appropriate Motor Fuel Tax (MFT) Funds by Illinois Department of Transportation (IDOT) Resolution.

The City applied for federal funding in the March 2022 Kane-Kendall Council of Mayors (KKCOM) Call for Projects and secured funding for 9 different projects, with 5 additional projects placed in the contingency program. This project was placed in KKCOM’s Contingency List. Due to additional available funding, the City was able to get this project moved into the Active Program to receive federal funding for construction and construction engineering.

The project will resurface Ashland Avenue from IL 25 to Union St. The funding ratio for this project is 80/20 (80% federal / 20% local) for Construction and Construction Engineering, up to a maximum amount of $1,293,374 of federal funding. Resurfacing projects like this help reduce the burden of funding the City’s yearly resurfacing program with local and MFT funding sources.

The City has been performing Phase 1 and Phase 2 Engineering fully in-house. Phase 1 design approval has been received. The Phase 2 plans are 99% complete and the Initial Final Plans, Specifications, and Estimates (PS&E) were submitted to IDOT on July 29, 2024. The project is targeting a November 2024 IDOT letting.

The City published a qualification based selection (QBS) for a master task order for Phase 3 engineering services on April 16, 2024. Sixteen firms submitted their qualifications. Staff members reviewed the qualifications submitted and determined that Civiltech Engineering, Inc. (Civiltech) was the most qualified with the top 3 firm’s scores. Civiltech’s team has successfully completed several federally funded Phase 3 Construction Engineering within the City of Aurora. The Phase 3 Engineering Agreement (BLR 05530) from Civiltech in the amount of $166,718.00 will provide full time construction and material inspection for this project.

This followed the Request for Qualifications process and is not subject to the local preference policy. The funding source, federal and MFT Funds, are not subject to the local preference policy.

IDOT requires the City to execute the Joint Funding Agreement for State-Let Construction Work by setting aside the local matching funds for the project. IDOT will front fund the Construction cost and invoice the City of Aurora for its share of the construction cost. The estimated total cost of the Construction (C) on the form is $1,450,000. This amount is slightly higher than the Engineer’s Final Construction cost to allow for some additional contingency with final IDOT plan review and unknowns before the bidding process in November 2024. The City’s portion of construction costs would be approximately $290,000. The City will have to front fund the Construction Engineering (CE) cost and up to 80% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $166,718.00. The City’s portion of the CE cost would be approximately $33,344.00. The approximate total cost of C&CE (City’s share) would be $323,344.00.

IDOT requires a Resolution to appropriate the MFT Funds prior to their expenditure for approved projects. The Resolution for Improvement – BLR 09110 appropriating MFT Funds in the amount of $460,000.00 is higher than the anticipated City’s share in order to cover front funding the construction engineering cost.

The 2025 City Budget is anticipated to provide for sufficient funds in Account 203-4060-431.79-99 (GB157, Ashland Avenue Resurfacing – Route 25 to Union).

Roadway traffic will be reduced to one lane with flaggers at various times during construction.

•Consent was given to a Resolution authorizing the execution of a Joint Funding Agreement with the State of Illinois, the execution of a Phase 3 Construction Engineering Services Agreement with Strand Associates, Inc. in the not to exceed amount of $98,910.00, and the appropriation of $280,000.00 of MFT Funds for the Liberty Street Resurfacing Project.

City government of Aurora documents show the purpose is to execute the Joint Funding Agreement for State-led construction work there by reserving sufficient funds to cover the local agency share of the project cost by resolution, to approve the Phase 3 Construction Engineering Services Agreement with Strand Associates, Inc. and to appropriate Motor Fuel Tax (MFT) Funds by Illinois Department of Transportation (IDOT) Resolution.

The City applied for federal funding in the March 2022 Kane-Kendall Council of Mayors (KKCOM) Call for Projects and secured funding for 9 different projects, with 5 additional projects placed in the contingency program. This project was placed in KKCOM’s Contingency List. Due to additional available funding, the City was able to get this project moved into the Active Program to receive federal funding for construction and construction engineering.

The project will resurface Liberty Street from Eola Rd to Commons Dr, excluding a section west of the CN Railroad that is under Naperville Township jurisdiction. The funding ratio for this project is 80/20 (80% federal / 20% local) for construction and construction engineering, up to a maximum amount of $797,600 of federal funding. Resurfacing projects like this help reduce the burden of funding the City’s yearly resurfacing program with local and MFT funding sources.

The City published a qualification based selection (QBS) for Phase 3 engineering services on April 16, 2024. Fourteen firms submitted their qualifications. Staff members reviewed the qualifications submitted and determined that Strand Associates, Inc. (Strand) was the most qualified with the top 3 firm’s scores. Strand’s team has successfully completed Phase 3 Construction Engineering Services for many federally funded projects in the region. The Phase 3 Engineering Agreement (BLR 05530) from Strand in the amount of $98,910.00 will provide full time construction and material inspection for this project.

This followed the Request for Qualifications process and is not subject to the local preference policy. The funding source, federal and MFT Funds, are not subject to the local preference policy.

IDOT requires the City to execute the Joint Funding Agreement for State-Let Construction Work by setting aside the local matching funds for the project. IDOT will front fund the Construction cost and invoice the City of Aurora for its share of the construction cost. The estimated total cost of the Construction on the form is $900,000. This amount is slightly higher than the Engineer’s Final Construction cost to allow for some additional contingency with final IDOT plan review and unknowns before the bidding process in November 2024. The City’s portion of construction costs would be approximately $180,000. The City will have to front fund the Construction Engineering cost and up to 80% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $98,910.00. The City’s portion of the CE cost would be approximately $19,782.00. The approximate total cost of C&CE (City’s Share) would be $199,782.00.

IDOT requires a Resolution to appropriate the MFT Funds prior to their expenditure for approved projects. The Resolution for Improvement – BLR 09110 appropriating MFT Funds in the amount of $280,000.00 is higher than the anticipated City’s share in order to cover front funding the Construction Engineering cost.

The 2025 City Budget is anticipated to provide for sufficient funds in Account 203-4060-431.79-99 (GB159, Liberty Street Resurfacing – Eola to Commons).

Roadway traffic will be reduced to one lane with flaggers at various times during construction.

•Consent was given to a Resolution authorizing the execution of a Joint Funding Agreement with the State of Illinois, the execution of a Phase 3 Construction Engineering Services agreement with HR Green, Inc. in the not to exceed amount of $138,503.00, and the appropriation of $480,000.00 of MFT Funds for the Prairie Street Resurfacing Project.

City government of Aurora documents show the purpose is to execute the Joint Funding agreement for State-led construction work there by reserving sufficient funds to cover the local agency share of the project cost by resolution, to approve the Phase 3 Construction Engineering Services agreement with HR Green, Inc. and to appropriate Motor Fuel Tax (MFT) Funds by Illinois Department of Transportation (IDOT) Resolution.

The City applied for federal funding in the March 2022 Kane-Kendall Council of Mayors (KKCOM) Call for Projects and secured funding for nine different projects, with five additional projects placed in the contingency program. This project was placed in KKCOM’s Contingency List. Due to additional available funding, the City was able to get this project moved into the Active Program to receive federal funding for construction and construction engineering.

The project will resurface Prairie Street from the West City limits to Randall Road. The funding ratio for this project is 80/20 (80% federal / 20% local) for Construction and Construction Engineering, up to a maximum amount of $1,470,802.00 of federal funding. Resurfacing projects like this help reduce the burden of funding the City’s yearly resurfacing program with local and MFT funding sources. A portion of Prairie Street within the resurfacing limits is under Sugar Grove township jurisdiction, and will be resurfaced as a part of this project. In May 2024, City Council passed an intergovernmental agreement (IGA) with Sugar Grove township detailing the project and associated reimbursement that the township will pay the City at a later date.

The City has been performing Phase 1 and Phase 2 Engineering in-house with the help of a drafting consultant. Phase 1 design approval has been received. The Phase 2 plans are 99% complete and the Initial Final Plans, Specifications, and Estimates (PS&E) were submitted to IDOT on July 29, 2024. The project is targeting a November 2024 IDOT letting.

The City published a Qualification Based Selection (QBS) for Phase 3 Engineering Services on April 16, 2024. Fifteen firms submitted their qualifications. Staff members reviewed the qualifications submitted and determined that HR Green, Inc. was the most qualified with the top 3 firm’s scores. HR Green’s team has successfully completed Phase 3 Construction Engineering Services for many federally funded projects within the City of Aurora. The Phase 3 Engineering agreement (BLR 05530) from HR Green in the amount of $138,503.00 will provide full-time construction and material inspection for this project.

This followed the Request for Qualifications process and is not subject to the local preference policy. The funding source, federal and MFT Funds, are not subject to the local preference policy.

IDOT requires the City to execute the Joint Funding agreement for State-led construction work by setting aside the local matching funds for the project. IDOT will front fund the Construction cost and invoice the City of Aurora for its share of the construction cost. The estimated total cost of the Construction on the form is $1,700,000. This amount is slightly higher than the Engineer’s Final Construction cost to allow for some additional contingency with final IDOT plan review and unknowns before the bidding process in November 2024. The local portion of construction costs would be approximately $340,000. The City will have to front fund the construction engineering cost and up to 80% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $138,503.00. local portion of the CE cost would be approximately $27,701.00. The approximate total cost of C&CE (local share) would be $367,701.00. Since the City is front funding the entire local share of the project, and asking the township for reimbursement, the City needs to appropriate the entire local share amounts. The true City cost of C&CE will be approximately $336,097 per these agreements.

At this time, both drafts are under review by IDOT. IDOT has issued guidance that these forms must be locally executed and submitted by October 2, 2024 in order to stay on schedule for the November 2024 state letting. If the forms are amended by IDOT, the mayor and City clerk will execute the most current forms. IDOT review of these forms may change the specific values indicated in the memo and resolution.

IDOT requires a Resolution to appropriate the MFT Funds prior to their expenditure for approved projects. The Resolution for Improvement – BLR 09110 appropriating MFT Funds in the amount of $480,000.00 is higher than the anticipated City’s share in order to cover front funding the Construction Engineering cost.

It is possible that the mayor and clerk need to execute additional forms on the project including a local public agency amendment (BLR 05311) or revised/supplemental BLR 05530. Generally, execution of the BLR 05311 would be to receive additional federal funds or to move federal funds between Construction and Construction Engineering. As mentioned in the resolution City officials are requesting that the mayor and clerk have the ability to execute these documents if they are required to carry the purposes of this resolution into execution, without any additional City Council action. If additional MFT funds are needed for the project, then the Supplemental Resolution (BLR 09110) will be presented before the City Council.

The 2025 City Budget is anticipated to provide for sufficient funds in Account 203-4060-431.79-99 (GB160, Prairie Street Resurfacing – WCL to Randall).

Roadway traffic will be reduced to one lane each direction at various times during construction.

•Consent was given to a Resolution authorizing the City to accept a grant award of $101,790 under a grant agreement between the Illinois Environmental Protection Agency Office of Energy and the City of Aurora.

City government of Aurora documents show the purpose is to obtain City Council approval for acceptance of grant funding via the Public Water Supply Energy Efficiency Grant Program, agreement No. 25-3312-PWS24101, for the Water Production Division.

The Public Water Supply Energy Efficiency Grant Program offered grant funding for the development and completion of energy efficiency projects at public water supply facilities. The original source of funding is federal via the US Department of Energy Infrastructure Investment and Jobs Act (IIJA) fund. The purpose of this grant program is to enable units of local government to make energy efficiency upgrades to equipment identified from an energy audit. The Water Production Division previously identified a project that was a good fit for such funding support.

The awarded funding will support the costs for the upsizing of one finished water pump at the water treatment plant. More specifically, High Pressure Pump #1 was previously identified to be upsized from its original design capacity in order to increase the available capacity to pump finished water to the high pressure portion of the water distribution system. The grant funding will reimburse project costs associated with 1) purchasing a new pump for the increase in capacity; 2) acquisition of a larger horsepower motor for the pump, and 3) contracted electrical work to upgrade/modify the electrical system to accommodate the larger pump/motor combination as well as installation of variable frequency drive pump control.

The grant will provide $101,790 under the agreement for allowable project costs between August 1, 2024 through March 31, 2026. The grant funding is for 90% of the estimated project cost with 10% or $11,310 matched by the City.

A budget amendment will be completed as the grant funding is unbudgeted revenue.

The energy efficiency upgrades are estimated to save 123,000 kilowatt hours annually equating to savings of $11,000.

•Consent was given to a Resolution authorizing the City Treasurer to accept on behalf of the City, a donation in the amount of $30,000 from the Huntington Foundation for the Financial Empowerment Center.

City government of Aurora documents show the purpose is to obtain the City Council’s approval to accept a grant from The Huntington Foundation in the amount of $30,000 to assist with operational costs for the Aurora Financial Empowerment Center (FEC).

In 2019, the City of Aurora applied for grant funds to launch the Aurora Financial Empowerment Center, a part of a growing network of FEC’s embedded in local governments across the country, committed to providing free, one-to-one financial counseling, delivered by professionally trained counselors, to low-and-moderate income residents. The Aurora FEC has been successful in its first three years. Therefore, the City of Aurora has maintained a contract with The Neighbor Project, with an annual extension through 2024, to continue to provide financial counseling to the community to improve the quality of life of Aurora area residents.

The contractual services and other direct costs for The Financial Empowerment Center are funded through grants, sponsors and fundraising. The contractual service amount for 2024, paid to The Neighbor Project, providing Aurora FEC services, is not to exceed $315,400. The Huntington Foundation expresses its willingness to financially support the vision and efforts of the Aurora Financial Empowerment Center by contributing to its operational costs.

The successes and sustainability of the FEC have led to the City of Aurora approving a contract with The Neighbor Project to continue providing financial counseling services and programming. Aurora FEC counselors have steadily increased their caseloads and outcomes, providing counseling services to low- and moderate-income residents, and referring clients to partner agency services.

There is a growing need for financial counseling services, especially for residents in that need to secure permanent housing, pay for increased household costs, secure their children’s college savings, and to improve their financial stability. Aurora FEC has expanded its services to include an additional counselor and a part-time administrative assistant through The Neighbor Project, while also providing additional financial programming to engage families in college savings.

Expenses are budgeted for these services in account 101-1304-419.32-20 in the amount of $230,400 for 2024. In addition, $35,000 in Community Development Block Grant funds has been allocated in 2024 and the fiscal agent is holding approximately $50,000 in the event there are additional 2024 expenses.

The proposed resolution presents an opportunity to continue funding the successful operation of the Financial Empowerment Center. The operational costs will include the contractual amount between the City of Aurora and The Neighbor Project.

•Consent was given to a Resolution authorizing the City to accept an Energy Efficiency Incentive in the amount of up to $19,849.00 from ComEd for energy conservation measures incorporated into the design and construction of the new Public Works Facility.

City government of Aurora documents show the purpose is to obtain City Council approval to accept an energy efficiency incentive in the amount of up to $19,849.00 from ComEd for energy conservation measures incorporated into the design and construction of the new Public Works Facility.

The ComEd Energy Efficiency Program offers incentives for new construction projects that incorporate specific energy conservation measures into the design of new buildings. Working with ComEd’s consultants since the early stages of the design of the new Public Works Facility, the City’s design team was able to incorporate measures into the new building which will provide a cumulative incentive of up to $19,849.00 as summarized in the New Construction Measure Incentive Reservation form and includes: windows, interior and exterior lighting power and controls, efficient cooling equipment, demand-controlled ventilation, low-flow plumbing fixtures, and heating efficiencies in the 28,331 SF office area and interior and exterior lighting power and controls and direct-fired make-up-air units in the 170,696 SF vehicle storage and repair “warehouse”.

In addition to the incentive, the City will see an estimated annual energy cost savings of $29,833.00 as a result of these energy conservation measures.

The incentive described above will be provided to the City upon completion of construction and verification of installation of the conservation measures by contractors certified by the International Code Council (ICC).

The energy conservation measures incorporated into the new Public Works Facility are estimated to provide an annual energy cost savings of $29,833.00.

•Consent was given to a Resolution authorizing revisions to the Finish Line Grant Program administered by Invest Aurora.

City government of Aurora documents show the purpose is to broaden and clarify the eligibility requirements for the Finish Line Grant Program (FLG) to enable it to more efficiently fulfill its purpose to support local business, foster economic growth, and to enhance the quality of life in the City.

Established in 2015, the FLG Program has historically helped to enhance the economic vitality of Aurora. Originally administered through Seize the Future Development Foundation d/b/a Invest Aurora (“Invest Aurora”), the FLG Program was transferred to the Mayor’s Office of Economic Development in 2022. Pursuant to the May of 2024 Resolution, administration of the FLG Program was transferred back to Invest Aurora.

Invest Aurora immediately started working on implementing the FLG Program. Upon further review and implementation of the criteria and restrictions originally placed on the FLG Program and correspondence with prospective applicants, Invest Aurora determined certain restrictions set forth in the guidelines of the FLG Program limited the applicability of the grant as compared to earlier years of the program. Invest Aurora decided it was in the best interest of the FLG Program to approach the City Council with this resolution to propose an amended set of guidelines for the administration of the FLG Program.

To more effectively fulfill the intent of the FLG Program, Invest Aurora proposes the FLG Program be administered in accordance with guidelines and the following key revisions:

-While the program will continue to be weighted toward retail and restaurant businesses that generate sales tax or food and beverage tax, City officials want the ability to apply to remain open to other potential users who demonstrate other economic benefit to the City. Small businesses often require equipment that is critical to their business function, but is not a permanent improvement to the building. This change eliminates provisions that limit grant awards to only “portions of the project that will remain permanent to the property” to allow for other possibilities subject to approval by the grant review committee.

-To keep pace with increases in prevailing wages, City officials have increased the percentage of match on labor costs. Grants would now cover 20% (same as previous) of eligible material and equipment costs but will allow an increased amount of 30% of eligible labor costs.

-Clarifies what equipment would be an Eligible Expense under the FLG Program.

-To remain consistent with City of Aurora and Department of Labor Prevailing Wage policies, this clarifies all laborers paid as part of a Project must be paid at “Prevailing Wage” levels.

-Increases the minimum allowable Project from $5,000 to $10,000

-Applications would now be accepted on a rolling basis until funds allocated for the program have been exhausted.

Approval of this Resolution will allow for Invest Aurora to administer the FLG Program in a manner that more effectively supports local businesses, fosters economic growth, and improves the quality of life in the City.

•Consent was given to a Resolution authorizing acceptance of the low bid from Lite Construction, Inc. to perform building renovations to the structure at 745 Aurora Avenue, for $$662,700.00, with a ten percent (10%) contingency of $66,270.00.

City government of Aurora documents show the purpose is to improve the exterior appearance of the existing facility and provide adequate infrastructure for expanded storage capability.

The City structure, at 745 Aurora Avenue, Aurora, 60505, is situated along a northeast corridor to downtown Aurora and is utilized for short term storage of non-perishable items and as an occasional temporary workspace. The City requires storage of sensitive and historical items and desires to improve the appearance of the building. To achieve this, the building requires interior and exterior improvements along with the addition of climate control infrastructure.

The Central Services Division, in consultation with Cordogan, Clark & Associates, Inc. of Aurora, Ill., evaluated the building conditions, identified deficiencies, and developed renovation specifications, the work scope, and plans. Upon completion of the project requirements, the City advertised BID 24-073 (745 Broadway Aurora Storage).

The bids were publicly opened on July 3, 2024, and of the six (6) bids received, Lite Construction, Inc. of Montgomery, Ill. submitted the lowest, most responsible total bid of: $662,700.00 (Base Bid – $643,700.00, alternate #1 – $15,500.00, alternate #2 – $3,500.00).

A 10% Contingency of $66,270.00 is requested for this project.

Lite Construction, Inc of Montgomery, Ill. has no outstanding debt with the City.

This project was subject to the Local Preference Ordinance however, no local contractors submitted.

•Consent was given to a Resolution authorizing the mayor to sign and execute the license for underground pipelines, cables, and conduits with Wisconsin Central Ltd. (WCL) as part of the Keating Drive Water Main Improvements.

City government of Aurora documents show the signed license for underground pipelines, cables, and conduits is necessary in obtaining the WCL permit for the Keating Drive Water Main Improvement project.

Water main installation has been deemed necessary on Keating Drive between Normantown Road and Middlebury Drive to increase system capacity. The City’s engineering consultant modeled the water distribution system in anticipation of the Lincoln Prairie development in the southeast area end of the system and identified two necessary water main extensions to serve potential commercial development at that location. This is the first of those two locations. As part of the development agreement, the Pulte Group will be reimbursing the city for the cost of this project including all City of Aurora engineering division efforts to design, permit and manage the construction of this project. The proposed route of the 16” ductile iron water main crosses WCL Railroad. Keating Drive Water Main Improvement (R24-250) has been awarded to Performance Construction & Engineering, LLC. Construction is waiting to begin until the WCL permit has been received. The one time fee of $5,400.00 will also be reimbursed by the Pulte Group. This project fee is budgeted for in 2024 within account 510-4058-511-73-01 (IC062) which has a 2024 budget amount of $750,000.

Authorization of this resolution will allow the City to obtain the necessary WCL permit for construction of the 16” ductile iron water main.

•Consent was given to a motion authorizing and directing the Chief Human Resources Officer to execute a settlement agreement on behalf of the City in Workers Compensation Claim 22Q05I559023.

•Consent was given to a Resolution Granting the Advice and Consent of the City Council to the mayor’s appointment of alderpersons to its Standing Committees and Designation of the Chairpersons and Vice-Chairpersons thereof.

City government of Aurora documents show the purpose is to obtain the advice and consent of the City Council on the mayor’s appointment of alderpersons to the standing committee of the City Council and his designation of the chairpersons and vice chairpersons thereof.

On May 14, 2019, the City Council revised Chapter 2, Article II, Division 5 of the Code of the City of Aurora (City Code) to establish five standing committees of the Council, each consisting of five aldermen. Section 2-123(a) provides that to the extent practicable, each alderman shall serve on two standing committees. Section 2-123, further provides that the mayor shall, with the advice and consent of the City Council appoint aldermen to the standing committees and designate members of each committee to serve as the committee’s chairperson and vice chairperson.

In August 2024, a vacancy in the office of Ward 1 alderperson was created and later filled by the City Council. The mayor has determined that it is necessary to submit to the City Council for its advice and consent a complete set of committee appointments along with designations of each committee’s chairperson and vice chairperson.

Approval of this Resolution will confer the City Council’s advice and consent of the mayor’s appointments of alderpersons to the respective standing committees and his designation of the chairpersons and vice chairpersons of those committees.

•Final approval for items on the Committee of the Whole consent agenda are set to be made at the August 27 Aurora City Council meeting.

•Placed on Unfinished Business for further possible discussion is a Resolution authorizing the procurement of an additional fleet vehicle, for the Aurora Police Department, in amount not to exceed $60,000.00.

City government of Aurora documents show the purpose is to provide adequate vehicle resources for the Aurora Police Department.

The Aurora Police Department has a Public Information Officer (PIO). The duties of the position require travel in and around the City along with the transportation of audio and visual equipment. The police vehicle that was previously utilized by the PIO was reassigned to accommodate the increase in command staff members which created the need to procure an additional administrative vehicle for use by the PIO.

To provide the PIO with the transportation necessary to perform the duties of the position, the purchase of an additional, non-police vehicle, capable of hauling all the necessary audio-visual equipment is requested.

The vehicle will be purchased in accordance with the City’s Purchasing policies.

$60,000.00 is available in account 340-3536-421.66-02 to satisfy the cost of the vehicle purchase.

•Placed on Unfinished Business for further possible discussion is a Resolution authorizing the renewal of an upgraded executive programs membership basic and leadership team service for IT research and advisory services from Gartner, Inc. for a three-year term.

City government of Aurora documents show Gartner services have been utilized by the City since 2018. This three-year renewal will provide access to Gartner’s advisory services and documentation to more members of the IT Department’s senior leadership team at a lower per license cost. Given the complexity, expense, and strategic nature of the City’s technology initiatives over the next three to five years, an advisory service agreement of this type is recommended.

Gartner is the largest and most respected source of analysis in the information technology (IT) industry. Gartner serves over 13,000 distinct organizations throughout the world. The company was founded in 1979 and has current annual revenues exceeding $1.5 billion. As IT exploded over the last 30 years, this research firm has become a strategic partner to thousands of client organizations. Gartner provides a wide range of services that are unmatched by its competitors.

This agreement will allow City staff members to access the following Gartner products and services:

Research – Clients can take advantage of the insight gained through Gartner’s rigorous research processes and proprietary methodologies. Gartner methodologies consist of research practices, procedures and rules that distill large volumes of data into clear, precise, actionable insight so City staff members can formulate plans or make difficult business decisions.
Contract Review – Gartner analysts review thousands of hardware/software/service contracts each year and will provide pricing proposal and comparative analysis, business terms and conditions review, and negotiation strategy advice.
Analyst Access – Analysts publish thousands of pages of original research annually. As a client, City staff members will have access to analysts to discuss all areas of current/future projects such as planning, implementing, communication efforts, and purchasing strategies.
Benchmarking Analytics – Data will be provided in the areas of performance, infrastructure, applications, vendors, customer satisfaction, and purchasing policies.
Peer Networking – This is most often an underappreciated service in public sector agencies. Gartner hosts an annual Symposium, numerous Summits, and a myriad of opportunities for IT professionals to connect because they are geographically close or are working on similar initiatives. The City’s Gartner representative works to ensure that this component of the agreement is successfully utilized.

Gartner’s services have been utilized in the decision-making process and execution of many technology initiatives identified in the IT strategic plan.

Gartner’s research has guided IT staff members in navigating constantly changing technology marketplaces as well as understanding technology providers’ current and trending competitive advantages, strategies, and challenges. Gartner’s services are paramount to leading and communicating an innovative mindset by educating IT on emerging technologies and the impact across many business sectors.

Direct access to Gartner analysts resulted in helping City staff members make educated selections of APD Body Cameras, NextGen911 solution, Microsoft Enterprise Agreement renewal, Managed Security Services, the completion of several RFPs, and provided guidance to IT senior executives on the technology marketplace for input into the IT Strategic Plan, vendor negotiation processes and COVID-related IT management trends.

Cost for year 1 is $141,812.00, year 2 is $148,153.00 (4.5% increase) and year 3 is $154,760.00 (4.5% increase).

This three year term is for $444,725.00 which is a reduction of $123,684.00 over the renewal approved in 2021 via Council Resolution R21-281.

Funds are available in 101-1280-419.32-80 for this purchase.

This service is designed for the most senior technology executives in the City. This Service has provided the IT Department with an ongoing advisory relationship with Gartner and it has optimized citywide technology costs, staffing, policy, processes and procedures.

•No action was needed for a Resolution Approving the Final Plat for Lincoln Prairie by Del Webb Subdivision, Phase 3 at South of Wolf’s Crossing Road and East of Eola Road.

City government of Aurora documents show the Petitioner, Pulte Home Company, LLC, is requesting approval of a Final Plat for Lincoln Prairie by Del Webb Subdivision, Phase 3 generally south of Wolf’s Crossing Road and east of Eola Road which includes the Phase 3 construction of an age-restricted single family residential subdivision

The Property is vacant land which is part of Lincoln Prairie Planned Development District. This property was annexed into the City of Aurora in December of 2002 pursuant to an approved Annexation Agreement. A Plan Description was also approved at the same time which zoned this area for general manufacturing uses. At that time, the City was interested in having an industrial area to relocate existing industrial uses that were in operation throughout the City in incompatible residential neighborhoods. However, that industrial vision never came to fruition and this property has sat undeveloped.

In February 2021, the City approved the Wolf’s Crossing Subarea Plan which redesignated the future land use for this area as primarily low-density residential use. In April of 2021, the City Council approved a revision to the Annexation Agreement and Plan Description which zoned this property for single-family residential uses. A Preliminary Plat and Plan for the Lincoln Prairie by Del Webb Subdivision was also approved at the same time which consists of 550 age-restricted single family residential homes. In February of 2022, the City Council approved a Final Plat and Plan for Lincoln Prairie by Del Webb Subdivision, Phase 1A and 1B which consisted of 169 age restricted single family lots. In April of 2023, the City Council approved a Final Plat and Plan for Lincoln Prairie by Del Webb Subdivision, Phase 2A and 2B which consisted of 158 age restricted single family lots.

The Petitioner is requesting approval of a Final Plat on approximately 116 acres for Phase 3 of Lincoln Prairie by Del Webb Subdivision. Phase 3 includes the creation of a 236-lot subdivision with Lots 263-425, 457-486, 492-521, 534-546 being developed for age-restricted single family residential lot. The private roads are on Lots 571, 575, and 579. Lots 570, 573, 576, 577 and 578 will be used for open space and Lots 572 and 574 contain stormwater detention facilities. Lot 559 and 566 is also being replatted as part of this Phase which also contain a stormwater detention facility.

The Petitioner is requesting approval of a Final Plan on approximately 81.5 acres. The details of the request include the third phase of construction for the Lincoln Prairie by Del Webb Subdivision. This phase consists of 224 age-restricted single family residential homes within the gated community. The gross density is 2.75 dwelling units per acre for the third phase with an overall density of 1.96. Access into this Phase will be via a gated entrance from a full access off Eola Road and via a non-manned gated entrance from a full access off Route 30.

The development has been broken down into a series of Scenic, Distinctive, and Echelon lots. Lots 263-275 and Lots 293-360 are considered Scenic lots which have a minimum of 44’ in width and 5,280 sq. ft.; Lots 276-287, Lots 377-425 and Lots 463-508 are considered Distinctive lots which have a minimum of 50’ in width and 6,000 sq. ft.; and Lots 361-364, Lots 457-462, Lots 509-521 and Lots 534-546 are considered Echelon lots which have a minimum of 64’ in width and 7,680 sq. ft.

The proposed building elevations are the same as Phase 1 and 2 and keeping with the same series as the lots. The Scenic Series homes vary in size from 1,502 sq. ft. to 1,595 sq. ft. There are three models with six different elevations per model. The Distinctive Series homes vary from 1,646 sq. ft. to 2,060 sq. ft. There are four models with six to seven different elevations per model. The Echelon Series homes vary from 2,213 sq. ft. to 2,754 sq. ft. There are three models with five to seven different elevations per model. The elevations are mostly one-story with a two or three car garage. The homes are clad in vinyl siding with several models having some masonry on the front elevation. Some elevations are accentuated by vertical board siding, square shingles in the gable end, columned porches, and/or decorative trusses. Loft and sunroom are offered on all models and basements are offered on the Distinctive and Echelon Series.

Sidewalks and trails are being built throughout the development. There are several stormwater detention facilities being expanded or constructed within this Phase, some of which are on the adjacent off-site parcel to the south to meet the runoff requirements.

The Final Plan proposal includes a full Landscape Plan consisting of street and lot trees, a variety of landscaping around the stormwater detention facilities, foundation landscaping, and landscaping throughout the open spaces to help buffer the community.

Staff members have reviewed the Final Plat petition and have sent comments back to the petitioner on those submittals. The petitioner has made the requested revisions to these documents, and they now meet the applicable codes and ordinances, except for the items reflected in the conditions listed in the staff member recommendation below.

This is the fifth development in the Overall Lincoln Prairie Planned Development which is one of the largest developments within Ward 9 and within the City of Aurora since the early 2000’s housing boom. The age-restricted community is providing for diversity in housing to accommodate the needs of Aurora’s population.

Policies and guidelines:

The staff members’ evaluation and recommendation are based on the following Physical Development Policies:

11.1(3) To encourage new development contiguous to existing development.

11.1(5) To guide and promote development to areas where public utilities, public roads and municipal services are either available or planned.

12.1(3) To encourage residential development in close proximity to places of work, shopping and recreation.

20.0 To insure the provision of decent housing and a quality living environment for every resident of Aurora.

21.0(1) To promote access to housing opportunities for all economic, racial, religious, ethnic and age groups.

21.1(2) To promote a wide variety of housing types.

23.1(3) To encourage quality design and practicable innovations in both housing structures and site developments to encourage quality design and practicable innovations in both housing structures and site development.

23.1(10) To promote the provision of paved roads, sidewalks, utilities and other public works and improvements to each residence within the City through subdivision requirements or special assessments.

71.1(3) To work toward accomplishing complete utilities, including water mains and separated storm and sanitary sewer in all parts of the City.

Recommendations:

The Planning and Zoning Commission recommended conditional approval of the Resolution approving the Final Plat for Lincoln Prairie by Del Webb Subdivision, Phase 3 at South of Wolf’s Crossing Road and East of Eola Road, with the following conditions:

That the Final Plat Approval be contingent upon Final Engineering Approval.
That the Petitioner submit a vacation for any overlapping city easements or stormwater control easements and any stormwater control easements that are on a residential lot prior to recording the Final Plat for Lincoln Prairie by Del Webb Subdivision, Phase 3.

•No action was needed for a Resolution approving a Final Plan for Lincoln Prairie by Del Webb Subdivision, Phase 3, south of Wolf’s Crossing Road and east of Eola Road.

City government of Aurora documents show the Petitioner, Pulte Home Company, LLC, is requesting approval of a Final Plan for Lincoln Prairie by Del Webb Subdivision, Phase 3 generally south of Wolf’s Crossing Road and east of Eola Road which includes Phase 3 construction of an age-restricted single family residential subdivision.

Staff members have reviewed the Final Plan petition and have sent comments back to the petitioner on those submittals. The petitioner has made the requested revisions to these documents, and they now meet the applicable codes and ordinances, except for the items reflected in the conditions listed in the staff member recommendation below.

Policies and guidelines:

The staff members’ evaluation and recommendation are based on the following Physical Development Policies:

11.1(3) To encourage new development contiguous to existing development.

11.1(5) To guide and promote development to areas where public utilities, public roads and municipal services are either available or planned.

12.1(3) To encourage residential development in close proximity to places of work, shopping and recreation.

20.0 To insure the provision of decent housing and a quality living environment for every resident of Aurora.

21.0(1) To promote access to housing opportunities for all economic, racial, religious, ethnic and age groups.

21.1(2) To promote a wide variety of housing types.

71.1(3) To work toward accomplishing complete utilities, including water mains and separated storm and sanitary sewer in all parts of the City.

Recommendations:

The Planning and Zoning Commission recommended conditional approval of the Resolution approving a Final Plan for Lincoln Prairie by Del Webb Subdivision, Phase 3, south of Wolf’s Crossing Road and east of Eola Road, with the following conditions:

The final plan approval is contingent upon final engineering approval.

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