Aurora Council considers makeover of Millennium Plaza

By Jason Crane

The Aurora City Council is considering a Resolution authorizing the director of the Purchasing Department to execute a contract with Hitchcock Design Group for preliminary design services for Millennium Plaza in the amount of $70,000.00. Information was provided at the Committee of the Whole (COW) meeting, Tuesday, Sept. 19.

The purpose is for the City government to work with Hitchcock Design Group to re-envision Millennium Plaza, the largest open space area on Aurora’s Stolp Island in Ward 2.

City government of Aurora documents show at this time, Millennium Plaza houses the Millennium Tower (which points to the North Star), some stairs, landscaping, a fountain, a gazebo, and a performance area.

With the growing number of businesses and residents in this neighborhood, updating the park will activate the space and encourage usage of this underutilized area.

Working with Hitchcock Design, the goal is to meet with stakeholders to discuss what the new identity of Millennium Plaza should be. Hitchcock will develop various concept designs for review and public comment, ultimately providing a final preliminary plan to serve as the basis for the future development of bid documents.

This project was in the 2023 budget for preliminary design, with final design engineering and construction planned for 2024. In order to hire a landscape architect to work on the preliminary design, staff members utilized the Qualification Based Selection (QBS) process to select the most qualified firm. Six firms responded to the Request for Qualifications (RFQ) and those responses were reviewed by a selection committee consisting of three City of Aurora staff members. The most qualified firm was Hitchcock Design Group.

This preliminary phase of the project will require assistance from other divisions, including Special Events and Downtown Services. Additionally, public meetings will be held and community groups such as Aurora Downtown and other critical stakeholders will be involved so that Hitchcock can get a better understanding of the overall vision for the plaza.

The meeting can be viewed on the city government of Aurora’s YouTube page by clicking here.

The City Council gave consent to the following agenda items likely to be placed on the Tuesday, Sept. 26 full City Council agenda:

• Consent was given to a Resolution approving the appointments of Caroline Escobedo, Jensen Coonradt, and Britany Chavarria to the Aurora Youth Council.

City government of Aurora documents show the nomination represents three new candidates:

Caroline Escobedo is a resident of the 5th Ward and a sophomore at West Aurora High School.

Jensen Coonradt is a resident of the 9th Ward and a senior at Oswego East High School.

Britany Chavarria is a resident of the 1st Ward and a junior at East Aurora High School.

• Consent was given to a Resolution authorizing the director of the Purchasing Department to execute an agreement with Ratio Architects, Chicago, in the amount of $946,850.00 for design services at RiverEdge Park in Ward 1.

City government of Aurora documents show the 2023 budget includes various upgrades and modifications to RiverEdge Park, a premiere outdoor music and event venue on IL Route 25 in Ward 1. Many items are already under way at the park, with the largest investment being the construction of various new facilities, this agreement will secure the services of Ratio Architects to develop various design alternatives and ultimately the construction documents for those facilities.

RiverEdge Park, which is owned by the City of Aurora and managed by the Aurora Civic Center Authority (ACCA) is home to numerous events throughout the year. To ensure that it continues to be a premiere destination for performers and other events, the City continually has been working with ACCA to identify and implement upgrades and improvements to the park. Since the original development of the park, ACCA and City staff members noted the comments from patrons and performers as to what improvements need to be implemented into the next phase of construction.

Generally, those are considered “front of house” improvements to enhance the experience for patrons and “back of house” improvements to enhance the experience for performers. Completing the improvements will allow for attraction of more performers while increasing the number of patrons that the park can accommodate without compromising the services they are provided. These improvements generally consist of a new dressing room facility, improved and expanded seating/viewing areas, additional restrooms, entry gate enhancements, improved storage and improved access to purchase refreshments.

The design of the park expansion is challenging, as not only do the facilities themselves need to be developed, but the best arrangement of those facilities within the park needs to be identified, and the elements need to be cohesive with the existing environment.

The City publicly advertised the request for qualifications (RFQ) as a part of the qualification based selection (QBS) process. Eight submittals were received and ranked by a selection team consisting of staff members from both ACCA and the City of Aurora. The top two firms were interviewed, as the main difference between their scoring was due to the anticipated schedule. During the interviews, both firms indicated that the project likely would take two construction seasons, effectively eliminating the difference between their scores. Upon hearing a more detailed description of their approach, the selection committee agreed that Ratio Architects was the right firm for this project and asked that they submit a contract to provide these design services.

This project has $7 million budgeted this year to cover these expenses; these funds, along with additional budgeted funds in 2024 will be used to cover construction which is anticipated to be complete in 2025.

This professional services agreement will have very little impact to the public; once construction commences, the work will be phased to avoid major disruption to the events at the park.

• Consent was given to a Resolution authorizing the approval of an agreement with MC2 to provide electrical aggregation services.

The purpose is to obtain the City Council’s approval to authorize the chief financial officer to execute an agreement with MC2 for an electrical aggregation program.

City government of Aurora documents show the Illinois Power Agency Act, Chapter 20, Illinois Compiled Statutes, Act 3855, added section 1-92 entitled “Aggregation of Electrical Load by Municipalities and Counties”, codified at 20ILCS3855/1-92.

In 2012, a referendum was held and approved concerning the establishment of a municipal electricity aggregation program pursuant to Public Act 96-0176. In April 2012, the City Council approved a plan of operation and governance for the program by adoption of O12-029 and amended the ordinance in 2014 (O14-046, to incorporate changes to the program after the first two years in operation.

The city previously solicited bids through the consultant to provide electricity supply aggregation to residents and small commercial businesses of Aurora in 2012 and 2014. In 2019, the city entered into an agreement with Aurora-based company Progressive Energy Group (PEG) to manage the city’s program services. In 2019 and again in 2021, PEG negotiated the contract for the City’s electrical aggregation program.

The agreement before the Council was vetted through PEG.

The landscape of aggregation programs has changed significantly over the past two years. The Environmental Protection Agency (EPA) changed the program requirements, and the program before the Council is reflective of those changes.

The proposed program is the only bidder that offered both a ComEd price match guarantee and a civic grant program.

Approval of the proposed program should have a positive impact on Aurora residents through the “Civic Grant Program”.

• Consent was given to a Resolution authorizing the execution of assignment and assumption agreement regarding the Hotel Occupancy Tax Economic Incentive agreement by and between the city of Aurora, Ill., and Midwest Management II, Inc. (Holiday Inn Express – 111 North Broadway, Aurora, Ill.).

City government of Aurora documents show the owner of the Holiday Inn Express has informed the City per the original agreement referenced below, that they have received an offer that they have been conditionally accepted to sell the Hotel to an experienced hotel owner operator. This would require the assignment of the Redevelopment/Revenue Sharing Agreement.

In 2014/2015 the old Comfort Inn was renovated into a new Holiday Inn Express (dba Midwest Management) with a total recapitalization of over $6.0 million.

Part of the investment for renovation was a forgivable loan from the City for $500,000.00 plus interest of 4.5% to be repaid from Hotel Taxes generated by the renovated Holiday Inn Express. In fact, the hotel has exceeded projections and this loan is projected to be paid back in approximately two years compared to the approximate four years remaining on the original mortgage. This is in spite of low occupancy that occurred during the Covid-19 pandemic. The loan balance as of December 31, 2022, is $205,063.02.

Assignment provisions are a standard part of City redevelopment agreements due to the long-term nature of some of the incentives involved in said agreements. The original agreement requires the City to agree to this transfer as long as the new buyer/operator has proven experience in the hotel industry. The City and Developer want any project to be successful even if a developer changes during the term of the agreement.

The requested assignment agreement is a complete transfer of the Hotel Occupancy Economic Incentive Agreement approved by the City through Resolution R15-280 and R 14-321. As such, the Assignor (Midwest Management) is transferring all rights and responsibilities under the Agreement to the Assignee (Encore Hospitality, LLC). The Assignee is an LLC formed by the buyer, who operates three other hotels and has the experience and resources necessary to operate the Holiday Inn Express into the future and specifically until the note as described above is amortized.

Approving this Resolution and the assignment agreement thereof will provide for continued professional management of the Holiday Inn Express and will benefit the downtown through the provision of a quality lodging establishment.

• 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 $58,852.00, and the appropriation of $225,000.00 of MFT Funds for the Farnsworth Avenue at Marshall Boulevard and Illinois Prairie Path 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 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 2019 IDOT Highway Safety Improvement Program (HSIP) Call for Projects and secured funding for this project.

The project will improve the safety at the intersection of Farnsworth Avenue with Marshall Boulevard and the Illinois Prairie Path with the addition of rapid rectangular flashing beacons (RRFBs) and median pedestrian refuge. The project will also include some resurfacing on Farnsworth Avenue. The funding ratio for this project is 90/10 (90% federal / 10% local) for Construction and Construction Engineering, up to a maximum amount of $275,508.00 of federal funding. Additional federal funding will be requested after the bids are opened. Safety projects like this are important to maintaining safe transportation options for all roadway and trail users.

The City issued a QBS for engineering design services and accepted proposals on October 4, 2019. Civiltech Engineering, Inc. was selected and has been utilized for 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 August 4, 2023. The project is targeting a November 2023 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 published a Qualification Based Selection (QBS) for the Farnsworth Avenue HSIP at Marshall Boulevard and Illinois Prairie Path Phase 3 Engineering services on June 12, 2023. Six (6) firms submitted their qualifications. Staff members reviewed the qualifications submitted and determined that Civiltech Engineering, Inc. was the most qualified with the top 3 firm’s scores. Civiltech and the proposed Resident Engineer have successfully completed Phase 3 Construction Engineering Services for many federally funded projects. The Phase 3 Engineering Agreement (BLR 05530) from Civiltech in the amount of $58,852.00 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) is $400,000. This amount is 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 2023. The City’s portion of construction costs would be $160,492.00. The City will have to front fund the construction engineering (CE) cost and up to 90% of this cost will be reimbursed by IDOT, at a later date up to a maximum amount of $36,000.00. The estimated total cost of CE is $58,852.00. The City’s portion of the CE cost would be $22,852.00. The approximate total cost of C&CE (City’s share) would be $183,344.00.

There are two drafts under review by IDOT. IDOT has issued guidance that these forms must be locally executed and submitted by October 11, 2023 in order to stay on schedule for the November 2023 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 amount is higher than the anticipated City’s share in order to cover front funding the Construction Engineering cost and to provide a small contingency.

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 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 2024 City Budget is anticipated to provide for sufficient funds in Account 203-4060-431.79-99 (GB137, Farnsworth Ave. at Marshall Blvd. & IP Path).

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

• Consent was given to a Resolution authorizing the director of the Purchasing Department to purchase a 60-month subscription for a Human Resources Information System from Ultimate Kronos Group (UKG), Weston, FL for a total award of $1,279,400 with a 10% contingency.

The City government seeks to improve efficiency and effectiveness by implementation of a Human Resources Information System (HRIS), throughout the City by automation and integration. The current HRIS utilizes portions of the City’s payroll system (Naviline) and is no longer providing help desk support for this module. In addition, the City’s Applicant Tracking System (ATS) was acquired by a new provider and the City will be without an ATS.

City government of Aurora documents show at this time, Aurora utilizes CentralSquare’s Superion NaviLine system (version number 9.1.20.3) for most financial and human resources administration. This version has officially received “Legacy” status, is off support, and requires replacement.

Even prior to legacy status, Superion NaviLine presented functionality gaps. For example, there are strict limitations on the kinds of data that can be tracked, and what fields can be edited. Limited built-in reporting capabilities mean that raw CSV exports are the most common way to export data from the current system, requiring manipulation in other applications to build a report. Furthermore, with the lack of functionality to create canned reports, Human Resource personnel is required to frequently duplicate work.

Superion NaviLine acts as a bolt-on to the CentralSquare payroll system, holding very little data and functionality itself. At this point, with the relegation to Legacy status, Aurora stakeholders have decided to seek a new solution.

The City engaged Marketplace.city to find an HRIS solution.

Marketplace Process Summary:

• Created Market Landscape with 25 companies
• Drafted RFQ document based on Aurora Human Resources Department needs and industry best practices.
• The Aurora team confirmed that the transfer of payroll functionality to a new system was out of scope of this procurement – the City would maintain status quo payroll processes.
• Any solution required the flexibility to carve out its own payroll functionality and integrate with the existing ecosystem.
• Based on the market landscape and City Stakeholder review, publicly posted and distributed the Opportunity and Scope Document for vendors to complete in order to be included in the reporting and selection process.
• The RFP was posted and distributed on 2/1/23 and closed 2/24/23.
• There were 3 responses completed by the deadline.

All 3 vendors were invited to meet with the project team and provide demonstrations.

• Compu-Vision Consulting quickly clarified that their solution required payroll adoption.
• DiverseNote confirmed the inability to integrate with other key Aurora HR software, including Vector Solutions (scheduling), Bentek (Benefits Admin), and Cornerstone (training software).
• UKG several follow-up conversations with UKG occurred to identify which module / product would be best for Aurora’s ecosystem – settling on UKG Pro. Additionally, UKG confirmed they could extricate payroll, which motivated a further pricing discount from the original proposal.

Comparing functionality and pricing gaps, UKG was identified as the leading proposal.

After an internal impact assessment to determine if this was the right time to acquire a new HR software, the project team decided to move forward with UKG’s proposal.

Additional benefits of this product include:

• Application tracking — the current process will cost approximately $30K to replace and is not integrated with any other HR system/process;
• Benefits Administration — at this time, the city utilizes Bentek for employee benefits which is $80K annually and limited to benefits-only;
• OSHA tracking/monitoring — the current product is approximately $40K annually;
• Leave management tracking;
• Performance management;
• Training modules;
• Onboarding product;
• Grievance/arbitration/litigation tracking;
• EDI Dashboard using up to date employee data;
• Management/employee access to personnel file and personal information;
• UKG was also selected as the city’s new time and attendance vendor which will provide seamless integration with payroll data. This is a manual process that requires multiple departments involvement.

Without a fully-automated HRIS solution in place city-wide, the current manual processes will result in decreased efficiencies, increased risk of entry errors and inability to track employee resources accurately.

A budget amendment will be submitted for these funds and placed in account number 101-1280-419.38-11.

• Consent was given to a Resolution to accept grant funding from the Institute of Museum and Library Services for $41,998.00.

Approval will authorize the mayor to execute an agreement with the Institute for Museum and Library Services (IMLS) to accept grant funding through the Inspire! Grants for Small Museums program in the amount of $41,998 for the project titled “Grand Army of the Republic (G.A.R.) Memorial Museum FY2023 Collection Preservation Project.

City government of Aurora documents show by executing this agreement the city of Aurora will receive $41,998 in reimbursement for the purchase of museum-quality preservation equipment for the new collection room at 745 N Broadway.

City staff members applied for a grant to purchase equipment for the new collection room on November 15, 2022 through the IMLS grant program, Inspire! Grants for Small Museums. During this process city staff members received two plans for the collection room based on the number of artifacts within the collection and the specific environmental needs those artifacts required.

Upon completion of the project the G.A.R. Military Museum will have industry-standard equipment to properly preserve and store the collection dating to over 160 years ago.

Funding will need to be allocated to 101-1361-331.30-02 Other/Grant-State Other and dispersed through expense account numbers 101-1361-450.10-01 to 62-04.

All purchases for the preservation equipment will follow the City’s Purchasing Policies.

Upon completion of the project, the G.A.R. museum’s collection will be better preserved for the public.

G.A.R. Museum staff members recommend for approval to authorize the City mayor, chief Community Services Department officer, Community Development Department manager, or their designees to execute any agreements, contracts, and other documents to execute an agreement with the Institute for Museum and Library Services (IMLS) to accept grant funding through the Inspire! Grants for Small Museums program in the amount of $41,998 for the project titled “Grand Army of the Republic (G.A.R.) Memorial Museum FY2023 Collection Preservation Project.

• Consent was given to a Resolution to accept the selected proposal for a multi-use sculpture at 14 E. Downer Place, Aurora, Ill., Ward 2.

The purpose is to accept the proposal of the sculpture design provided by the selected Artist Edra Soto, for a project contract to fabricate and install five sculptural seating structures at 14 E. Downer Place, the park adjacent to the David L. Pierce Art & History Center.

City government of Aurora documents show the City of Aurora last commissioned a sculpture in 2008. The acquisition of this new series of five sculptures will provide creative seating for the public, further the mission of Public Art to bring a fine arts presence to the City, and give fine art fans from beyond the region another reason to visit Aurora. The CIP for a Multi-Use Sculpture was approved for the 2022 budget. RFQ 22-59 was launched August 15, 2022. Artist, Edra Soto, was unanimously selected by the Aurora Public Art Commission for recommendation October 20, 2022. Project funds were carried over to the 2023 budget; a design contract was provided to the Artist February 7, 2023. A fourth and final design edit, edits requested by the City, was provided by the Artist May 19, 2023. This final design was approved by the Mayor’s Office June 13, 2023, and unanimously recommended for acquisition by the Aurora Public Art Commission June 29, 2023.

The materials used to fabricate the proposed five sculptural benches are enamel powder-coated steel and cast concrete. Each structure, each slightly different in shape, is approximately 6’ high, with an approximately 3’ x4’ base. This permanent installation is designed to last indefinitely. The structures will be installed at the south end of the park at 14 E. Downer Place on new concrete pads, next to the David L. Pierce Art & History Center at 20 E. Downer Place. Six permanent up-lights will be embedded in the new concrete pads, to illuminate the sculptures. To enhance and celebrate the new sculptures, a new mural, created by local artists, will be installed on the west façade of 20 E. Downer Place.

The concept behind Edra Soto’s GRAFT series of sculptures references Latin American vernacular architecture, the immigrant experience, and memories of home. The Artist, Edra Soto, immigrated from Puerto Rico to Chicago to attend The School of the Art Institute. Twenty years later, she now has installations in outdoor spaces and museums around the world and the ten-year anniversary of her GRAFT sculpture series is being celebrated within the professional field of fine arts. Notably, the Whitney Museum of American acquired one of her GRAFT sculptures for their permanent collection earlier this year. Should this resolution be approved, the City of Aurora will own sculpture from the same series as is now owned by one the most important museums in the United States.

The contract for this grouping of 5 interactive sculptures is $100,000; funding is available through CIP A069 in account number 215-1360-450.73-43. Funding for the up-lighting and the concrete pads is available in account 340-4030-418.65-99, which has a balance sufficient to cover these $10,000 of estimated expenses, which will be procured in accordance with City policy.

The acquisition of this series of five sculptures will contribute to economic development via arts tourism.

• Consent was given to a Resolution to Award a Contract to Jetco, Ltd. for the Water Treatment Plant Coatings Rehabilitation project in the amount of $431,560.00 for the Water Production Division.

The purpose is to obtain City Council approval to award a contract to Jetco Ltd., Wauconda, IL, for the Water Treatment Plant Coatings Rehabilitation project for the Water Production Division (WPD) in an amount of $431,560.00.

City government of Aurora documents show the City of Aurora Water Treatment Plant (WTP) underwent a plant expansion in 2002. New treatment units were added in the form of a Claricone clarifier, a recarbonation vessel/tank, and vertical pipe gallery which directs water to downstream filters. All of these steel vessels are now in need of coating (paint) rehabilitation. Periodic recoating of steel treatment infrastructure protects against metal loss (corrosion) and maintains the infrastructure integrity for long-term service life.

The WPD previously hired Engineering Enterprises, Inc. (EEI) to perform the necessary professional services for design, construction observation, and project administration as the engineer of record.

The project to perform the coating rehabilitation work was publicly advertised on July 30, 2023 (Bid No. 23-64) and bids were opened on August 23, 2023. A total of five bids were received.

The total range of bids received is from $431,560 to $636,500 for the total bid with alternate A. EEI provided an engineer’s estimate of $605,000 for this project. Jetco Ltd. submitted the lowest responsive, responsible bid in the amount of $431,560. The WPD has worked with Jetco Ltd. previously as they successfully completed the Southeast Standpipe rehabilitation/coatings project in 2008. EEI recommends the award of the Water Treatment Plant Coatings Rehabilitation project to Jetco Ltd. and the WPD concurs with this recommendation.

CIP #I047 provided funding for the recently completed Fox Valley East tank rehabilitation project. That project was completed substantially under budget, allowing funding to be reallocated for the purpose of completing the subject project at the WTP. The funding is available in the 2023 budget in account 510-4058-511-73-05.

The Local Preference Ordinance did apply to this bid, however no local companies submitted bids for this project.

• Consent was given to a Resolution authorizing the director of the Purchasing Department to execute a change order to the agreement with Kluber, Inc., 41 W. Benton Street, Aurora, Ill., 60506 in the amount of $99,750 for additional design services for the 2nd Floor Build Out of the new Public Works Combined Maintenance Facility.

The purpose is to authorize the director of the Purchasing Department to execute a change order to the agreement with Kluber, Inc., 41 W Benton Street, Aurora, IL, 60506 in the amount of $99,750 for additional design services for the 2nd Floor Build Out of the new Public Works Combined Maintenance Facility.

City government of Aurora documents show in 2019, the Engineering Division utilized a Qualifications-Based Selection (QBS) process to select a design team led by Kluber, Inc. to provide Structural and Architectural design services for the new Public Works Combined Maintenance Facility building. The value of the original contract was $1,825,000 and was approved via Resolution R19-402. The first change order to this contract in the amount of $115,000 for additional design services related to technology systems design, site electrical support, and the construction of a brine making building on site was subsequently approved via Resolution R23-101.

The primary building, which was designed under this contract and is under construction, includes a second floor directly above the administrative offices which was originally intended to remain temporarily unfinished. Recently however, a portion of this space was identified as a suitable location for the Public Works Engineering Division. As a result, the City has asked Kluber to provide design services to “build out” this space in order to facilitate this relocation. The cost for these design services is $99,750, which would be paid as a second change order to the original contract.

Designing this area now will allow for RC Wegman, who is the construction manager for the primary building, to request pricing and include this area with the interior build out of the rest of the building. This should result in considerable savings to the City over the cost of bidding this build out under separate contract(s).

This change order to Kluber’s contract will be paid using account numbers 510-4063-511.72-01 (Capital Outlay-Bldg Purch/Cost of Building/Water and Sewer Fund), and 354-4411-417.72-01 (Capital Outlay-Bldg Purch/Cost of Building/GO Bonds) (C114), which have remaining 2023 budgets of $930,732.28 and $1,382,709.31, respectively.

The relocation of the City’s Engineering Division will further consolidate the Public Works Department Divisions, many of which work together on a recurring basis, at the new facility. This relocation also frees up the portion of the second floor of the Development Services Center which houses the Engineering Division for other City Departments.

• Consent was given to a Resolution to award the 5th Street and Bevier Place sewer separation and Avon Street water main replacement project in Ward 2 to Gerardi Sewer and Water Co. in the bid amount of $1,072,530.00.

The purpose is to install new storm sewer removing stormwater from the combined sewer system at several locations near 5th Street and Bevier Place. Water main replacement has been deemed necessary on Avon Street between 4th Street and 5th Street to improve water quality and system capacity. The existing 4” water main will be replaced with 8” ductile iron water main.

City government of Aurora documents show a new storm sewer will be installed to remove these surface drainage flows from the combined sewer system. This project will help satisfy the requirements associated with the City’s Long Term Control Plan and the City’s Illinois Environmental Protection Agency Combined Sewer System Overflow. Lead water services within the project corridor will be replaced with the approval of each homeowner.

The proposed improvements have been publicly advertised and bid in conformance with City procedures. Ten conforming bids were received, publicly opened and read aloud on August 30, 2023. The low bidder, Gerardi Sewer and Water Co., has successfully completed similar projects for the City in the past.

This contract is subject to the local vendor preference ordinance. However, none of the contractors submitting bids were eligible according to the requirements listed in the ordinance.

A portion of the project amount ($508,000.00) is budgeted for in 2023 within account 510-4058-511-73-01 (IC022, $2,160,000.00 Water Main Replacement). A remainder of the project amount ($564,530.00) is budgeted for in 2023 within account 280-1852-512-81-23 (B037, $1,085,000.00 LTCP sewer separation).

Traffic will be detoured to adjacent blocks, but the increase in traffic on the adjacent neighboring blocks will be temporary and negligible. Water and sanitary service interruptions will be kept to a minimum during construction of this project.

• Consent was given to an Ordinance amending Chapter 32 of the Code of Ordinances pertaining to Peddlers and Solicitors.

City government of Aurora documents show the proposed amendments to Chapter 32 will ensure the City’s compliance with State and Federal laws pertaining to freedom of speech while balancing the protection of the residents’ safety, right to privacy and to be free from unwanted solicitation materials being distributed upon their private property and vehicles. Additional minor updates are proposed in order to clarify some sections that are subject to interpretation as written.

Staff members presented the concept of updating the current Chapter 32, Peddler’s and Solicitors, at the Rules, Administration and Procedures Committee (RAP) meeting on August 1, 2023. This section of the code underwent substantial changes in 2015, with additional minor amendments in 2018 and 2020. The purpose of the current proposed amendments is to incorporate changes recommended by outside counsel and to clarify sections of the code that have historically been a source of confusion for the public.

Outlined below are the most significant changes being proposed for consideration and the purpose behind the proposed changes:

1. Prohibit Peddling/Soliciting in Vacant Lots and Parking Lots
2. Clearly Identify Offenses that Prohibit the Issuance of a Peddling/Soliciting Permit, Require Background Checks for For-Profit Peddling/Soliciting Permits and Implement a Process to Appeal Denials Based on Background Checks
3. Modifications to the Charitable Solicitor Permit Process
4. Add Administrative Process for Suspension, Revocation, Banning and Appeals
5. Prohibit Leaving Materials on Vehicles and Temporarily and Permanently Vacant Property
6. Remove Distinction Between Commercial and Non-Commercial Handbills

The proposed changes will simplify the process for obtaining a Peddling/Soliciting Permit by clarifying when and where Peddling/Soliciting is allowed and what offenses prohibit someone from obtaining a Peddling/Soliciting Permit. The changes will also provide an additional layer of protection for the public by requiring door-to-door for-profit Peddlers/Solicitors to obtain a background check prior to the issuance of the Permit as well as provide for a process for taking action against Peddlers/Solicitors in the event of violations of the Code of Ordinances.

• Placed on unfinished business for additional possible discussion at the Tuesday, Sept. 26 City Council meeting is a Resolution authorizing the director of the Purchasing Department to purchase a five-year subscription for a real-time crime center analytics solution from Fusus, Peachtree Corners, Georgia, for a total award of $666,328.00 with a 10% contingency.

In January 2019, the APD established a Real-Time Crime Center (Critical Intelligence Incident Center) to leverage a vast and expanding range of smart technologies for efficient and effective policing. To effectively accomplish this mission, numerous software services are utilized by the Center to deliver timely intelligence information. Those software services come from various vendors with unique interfaces, requiring personnel to toggle between many applications quickly. A Common Operating Picture software solution integrates all those services into one interface..

City government of Aurora documents show APD’s Critical Intelligence Incident Center (the “Center”) deploys and utilizes police resources more effectively, providing officers with real-time intelligence while responding to routine and critical incidents. The Center achieves this by actively monitoring various services and software from numerous vendors. These include the live monitoring of the Hexagon Computer-Aided Dispatch (CAD) system, the Axon squad car and body camera system, ShotSpotter, automated license plate readers (ALPR), and hundreds of publicly and privately owned cameras that may have captured a crash or crime occur.

Additionally, the system can pull in data from the City’s spatial data from the ESRI/ArcGIS platform, giving the police the ability to overlay property lines, property owner information, and Police Area and District lines on the live data that is coming in.

The ability to monitor these technological solutions has helped direct officers’ response efforts to crimes and crashes that have just occurred or are in progress.

The Aurora Police Department believes that a software solution that offers a common operating picture can aggregate all available video, data, and CAD information. The Police Department and IT have been trying to develop a good solution or common operation Picture for several years and believe that they have found the best vendor to handle the project. The product makes the information available to the Center and officers and supervisors on their squad laptops and cellular phones. Two of the most significant attributes of the vendor are their strategic partnership with Axon and with Simon Properties (owners of the Chicago Premium Outlet Mall), being the only Common Operating Picture that allows us to pull in live video from the Axon squad and body cameras and the only vendor that can pull in video from the mall..

The city of Aurora and its Police Department sought a comprehensive Police Intelligence Center software solution to assist its public safety efforts. The desired cloud-based solution should provide real-time mapping and GIS functionality, broad video intake and playback capabilities, integration with APD’s current CAD-RMS system, and robust data analytics features – all packaged within a streamlined user interface.

The Aurora Police Department’s intelligence center, the Critical Incident Intelligence Center (CIIC), was created in 2019. Construction of the office space, which consists of a large video wall and additional large screen monitors, was completed in 2021. CIIC operates as a real time crime center as well as an intelligence and analytics-based investigative unit. CIIC has access to multiple assets that feature location-based data points. These assets also provide real time location information (GPS), GIS data, and live video streams. CIIC is seeking to obtain a single user interface where all the disparate data sources, including historical video and CAD-RMS data, can be combined in a single interactive map with search functions.

This would assist with coordinating a response to critical incidents, such as covering potential avenues of escape for suspects or tactical awareness of available resources.

Process Sequence:

— Created Market Landscape with 30 companies – 10 of which focused exclusively on software.

— Drafted RFQ document based on Aurora Police Department needs and industry best practices.

— Based on the market landscape and City Stakeholder review, publicly posted and distributed the Opportunity and Scope Documenthttps://procurement.opengov.com/portal/marketplace-city/projects/27690for vendors to complete in order to be included in the reporting and selection process.

— RFP was posted and distributed on 10/26/22 and closed 11/16/22.

  -- There were 6 responses completed by the deadline

  -- Several companies proposed the same product, Genetec Citigraf, resulting in 4 distinct products among 6 submissions.

— Project leaders selected a subset of 3 vendors to review a demonstration of their solution.

Siemens was chosen as the most robust of the Genetec Citigraf product proposals, Fusus had deep integration capabilities, and STRAX was a new entrant to the market and the project team wished to review its capabilities.

— Based on those 3 meetings, the group was narrowed to 2 finalists: Fusus and Siemens.

— STRAX was not a perfect fit for the Department’s needs while being significantly more expensive than the other solutions.

— The team solidified final technical and pricing questions to be asked of both vendors, which were submitted to them on 2/13/23 and returned on 3/3/23.

— Scoring was submitted for the two finalists, resulting in the final partner recommendation.

Decision Factors

— Unified Data Streams:

— Fusus is a technology-agnostic solution that can unify live video, sensor data, and CAD feeds from virtually any source. This software will integrate with critical APD systems such as Hexagon CAD and RMS, Shotspotter, and the City’s existing camera infrastructure. Fusus’ pre-existing preferred partnership with Axon allows live intake and display from both Officer Body-Worn Cameras and Squad Car Cameras. Other solutions did not provide such holistic data intake capability.

— Pricing Structure:

— Despite the breadth of data intake that Fusus provides, they do not charge for third-party integrations. Many are pre-built, and implementation and technical support are included in the annual SaaS fee. Both unlimited system users and mobile (both iOS and Android) application access are also included. This flat-fee SaaS model bundled with 1,500 data streams provides the comprehensive solution APD requires at reasonable cost. Other solutions may have had a lower base price, but necessary integrations would have ballooned the 5-year total.

— User Interface

— Fusus was the unanimous choice from the members of the APD who will be using the eventual solution day-to-day. Fusus’ streamlined user interface allows prompt navigation and visual display of the data it ingests.

Initial Implementation of the Fusus ecosystem will include

— Hexagon CAD data

— Axon BWC and Axon Air

— Genetec video

— Motorola Vigilant Learn

— SoundThinking Shotspotter

— ArcGIS Mapping

— Other private data and video streams up to 1,500 streams

Fusus does not charge for integration of assets into the Fusus ecosystem. The contingency fees are intended to cover integration fees charged by other vendors to make their data feeds available to Fusus. Fusus will provide on-site support for training of users.

The cost of the Fusus subscription is $125,000.00 per year, with an initial five-year contract being signed. To align the contract with the City’s annual budget cycle, staff members have negotiated a pro-rated amount for the remainder of 2023 that is shown below. Additionally, APD staff members will purchase a CORE Elite device at contract signing.

1. Payment 1: Due Upon Contract Signing. $41,328
2. Payment 2: Due January 1, 2024 $125,000
3. Payment 3: Due January 1, 2025 $125,000
4. Payment 4: Due January 1, 2026 $125,000
5. Payment 5: Due January 1, 2027 $125,000
6. Payment 6: Due January 1, 2028 $125,000

The total cost of the program subscription will be $666,328.00 over the course of the five-year contract.

A decision package was approved for 2022 through 2026 to fund a Common Operating Picture in the amount of $59,900 (Account #101-3536-421.45-02). When further analysis of the proposed solutions was conducted, APD staff members determined the cost of the proposed solution would exceed the initial amount of funds that were allotted.

At that point, APD and IT staff members decided that the city should engage Marketplace City to find a vendor who could provide the best software solution for a Common Operating Picture. The software would need to integrate the disparate programs and resources utilized by the Aurora Police Department.

This portion will be funded through account: Account # 101-3536-421.45-02.

Fusus will allow the Aurora Police department to effectively monitor and quickly respond during important events. Technology will enhance police work efficiency, increase situational awareness, and will make the city safer for all citizens.

• Placed on unfinished business for additional possible discussion at a future Council meeting is an Ordinance amending Chapter 13 of the Code of Ordinances pertaining to the licensure of retailers authorized to sell all tobacco, nicotine, alternative nicotine products or vape products.

City officials are requesting approval of amendments to Chapter 13 Tobacco and Related Products specifically, Chapter 13-1 Definitions and Chapter 13-9 Licenses and Endorsements to prohibit the sale, delivery or distribution of any product which contains Tetrahydrocannabinol (THC) or any synthetic cannabinoid.

City government of Aurora documents show while the state of Illinois has established strict guidelines, standards and regulations for most products which contain THC, products such as cookies, gummies, and vape cannabis products that contain certain quantities of THC or synthetic cannabinoids can be sold by non-regulated facilities and businesses. Furthermore, THC products sold have not been evaluated or approved by Food and Drug Administration (FDA) for safe use and may be marketed in ways that put the public health at risk.

2018 Farm Bill legislation legalized hemp, which is defined as a cannabis plant that contains 0.3 percent delta 9 THC or less. However, the bill does not address delta 8-THC levels. This omission makes it legal for vendors to sell the compound with no oversight and unregulated at federal level. In recent months, multiple states and municipalities have enacted legislation prohibiting the sale of delta 8 products due to lack of research into the compound’s psychoactive effects. The City of Aurora has been approached by businesses seeking building permits for the sale of such THC products. Aurora Police Department’s officers have found similar THC products including cookies, bars, gummies and other edible products sold at tobacco shops, vape shops and gas stations in the City.

Prohibition of products that contain THC or other synthetic cannabinoids will protect the community from products that are not regulated or tested by any federal or state agency. At this time, the products may be produced and distributed from out of state facilities with no way for the consumer to be certain that the compounds used to prepare the final product sold is safe. In 2021, the National Institute of Health and Center for Disease Control (CDC) issued a CDH Health Advisory opinion that warned health care professionals, first responders, poison control centers and the public as to the potential adverse effects of products containing THC including lethargy, difficulty breathing, increased heart rate and coma. The CDC noted that the health effects of delta-8 THC have not been researched extensively. In addition, the packaging of these products may cause consumer confusion. There are no required warnings or labels to clearly indicate to the consumer what is contained in the product other than it contains .03 percent delta 8.

Amending Chapter 13 will prohibit the sale, distribution and possession of THC or synthetic cannabinoid product in establishments that are licensed to sell tobacco, nicotine, alternative nicotine products or vapor products. This prohibition will protect the community at least until there are state and/or federal standards and regulations in place to ensure that the products are safe. Furthermore, it will protect the community, especially minors, from accidentally ingesting such products. Not only is the product accessible to minors, at gas stations, but since there is no limit on how much can be sold, there is no limit on the amount that may consumed which could lead to serious health risks.

City staff members recommend the Council deliberate the language of the proposed amendments to Chapter 13 including prohibiting the sale, delivery or distribution of any product which contains Tetrahydrocannibinol (THC) or any synthetic cannabinoid.

Final approval for items on the Committee of the Whole consent agenda are set to be made at the September 26 Aurora City Council meeting.

• No action was required for a Resolution approving a Revision to the Final Plan on Lot 2 of PAS Plaza Subdivision, at the Southwest Corner of Butterfield Road and North Farnsworth Avenue, for a Minor Vehicle, Repair (2834) Use.

City government of Aurora documents show the Petitioner, Enright Architects, is requesting approval of a Final Plan Revision for Lot 2 of PAS Plaza subdivision, at the southwest corner of Butterfield Road and North Farnsworth Avenue, for a Vehicle Repair, Minor (2834) use, which includes construction of an approximately 9,800 square foot commercial building.

The Property is zoned B-2(C), Business District – General Retail with a Conditional Use Planned Development. The Comprehensive Plan designates the Property as Commercial. The PAS Plaza subdivision was approved PDFNL2023-007 on March 22, 2023, and which established the Property as Lot 2 in this three-lot subdivision. The PAS Plaza subdivision’s accompanying Final Plan, which encompassed the entire PAS Plaza subdivision, was approved per PDFNL2023-008 on March 22, 2023. The previous Final Plan showed Lot 2 as being developed as an approximately ten thousand (10,000) square foot commercial retail building with a drive-through restaurant.

The Petitioner, Enright Architects, is requesting approval of a Final Plan Revision for Lot 2 of PAS Plaza Subdivision, at the Southwest Corner of Butterfield Road and North Farnsworth Avenue, for a Vehicle Repair, Minor (2834) use. The details of the request include construction of an approximately nine thousand, eight hundred (9,800) square foot building for a minor vehicle repair business. The proposed Final Plan Revision is identical to the previously approved Final Plan in that it includes a right-in/right-out from Butterfield Road, cross access with the multi-tenant commercial development to the west, as well as the gas station to the east. The Final Plan Revision also maintains an access drive to the residential property that is remaining to the south of the PAS Plaza subdivision’s detention pond on Lot 3. The proposed building is approximately twenty-two (22) feet, eight (8) inches, and is of a tasteful masonry design, with ten (10) bay doors that face towards Butterfield Road.

Staff members have reviewed the Final Plan Revision 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, with the exception of the conditions listed below in the staff members’ recommendation.

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.

14.1 (4): To encourage quality site design throughout the City.

14.1 (5): To provide for the visual enhancement of the City through attractive landscaping, quality signage, and diverse building design and arrangement.

63.1 (1) To promote an integrated pedestrian circulation system in the City.

Staff members would recommend conditional approval of the Final Plan Revision for Lot 2 of PAS Plaza subdivision, at the southwest corner of Butterfield Road and North Farnsworth Avenue, for a Vehicle Repair, Minor (2834) use, with the following conditions:

1) Approval is contingent upon Final Engineering plan review.

2) Issuance of a building permit is contingent upon recording of the Plat of Subdivision.

3) Road improvements on Butterfield Road cannot begin until IDOT approval has been obtained.

4) A Cross Access Easement should be provided between Lot 1 and Lot 2.

• No action was required for a Resolution approving the Final Plat of Resubdivision of Lot 1 of Meridian Business Campus, Phase 2 Unit 4 for the property generally at the northwest corner of Liberty Street and State Route

City government of Aurora documents show the Petitioner, Aurora Wild Fork Route 59 Retail, LLC, is requesting approval of a Final Plat for the Resubdivision of Lot 1 of Meridian Business Campus, Phase 2, Unit 4 at 956 North State Route 59

The Property is zoned B-2(C) Business District – General Retail with a Conditional Use Planned Development. Additionally, this property is in the Meridian Business Campus Development District. The property is developed as a commercial center containing one large tenant, At Home, with associated parking.

The Petitioner is requesting approval of a Final Plat for Meridian Business Campus Phase 2 Unit 4. The proposed-out lot consists of the existing overflow parking for the current tenant (At Home), with the intent for the new lot to be developed as another commercial property. Wild Fork Foods plans to purchase the newly created lot to create a two-tenant commercial building. While a buyer and tenant have been proposed, this is solely the Final Plat, with the Final Plan coming after this approval. Cross access easements are proposed throughout the newly created lot to assure traffic is able to move freely between developments.

Staff members have reviewed the Final Plat Resolution 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, with the exception of the items reflected in the conditions listed in the staff members’ recommendation below.

Policies and guidelines:

The staff members’ evaluation and recommendation are based on the following physical development policies:

10.0 To provide for the orderly, balanced and efficient growth and redevelopment of the City through the positive integration of land use patterns, functions, and circulation systems. To protect and enhance those assets and values that establish the desirable quality and general livability of the City. To promote the City’s position as a regional center.

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

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

Staff members would recommend conditional approval of the Resolution approving the Final Plat of Resubdivision of Lot 1 of Meridian Business Campus, Phase 2 Unit 4 for the property generally at the northwest corner of Liberty Street and State Route 59, with the following conditions:

1.) That the documents be revised to incorporate the comments of Engineering and Zoning and Planning staff members.

• Information/discussion only – announcement of the availability of amendments to the West Farnsworth TIF District #7 Redevelopment Project Area and First Amendment to the Redevelopment Plan and Project.

City government of Aurora documents show in compliance with the TIF Act, this agenda item shall serve as the City’s announcement of its intent to amend the redevelopment plan and project related to TIF District #7.

This action is needed to establish a Farnsworth Bilter Tax Increment Finance (TIF) District.

City government of Aurora documents show on October 25, 2022, with ordinance O2022-072, Council approved a redevelopment agreement between the City of Aurora and PENN Entertainment for the Hollywood Casino development in the City of Aurora.

As part of the approved RDA, the City committed to evaluating the creation of a new 23-year TIF District to facilitate the redevelopment plan. Several parcels of the proposed site for the casino development are in the City’s TIF District Number 7. These parcels must be removed from TIF 7 to accommodate their incorporation into the proposed new TIF District for the casino development.

To establish a TIF District (“Redevelopment Project Area” or “RPA), Illinois municipalities must make announcements and adopt several documents including a Redevelopment Plan and an Eligibility Report.

Making this announcement will begin the formal process of amending the City’s existing TIF 7 which will allow for the creation of the proposed Farnsworth Bilter TIF District. Failure to make this announcement will mean that TIF District #7 will not be able to be amended and the proposed new TIF District will not be created.

Staff members recommend the City Council formally announce the availability of Amendments to the West Farnsworth TIF District #7 Redevelopment Project Area and First Amendment to the Redevelopment Plan and Project.

• Information/discussion only – announcement of the availability of the Eligibility Study and Report, and the Redevelopment Plan and Project for the Proposed Farnsworth Bilter TIF District.

City government of Aurora documents show in compliance with the TIF Act, this agenda item shall serve as the City’s announcement of its intent to establish a Farnsworth Bilter Tax Increment Finance (TIF) District. This announcement provides for a review period of the Redevelopment Project and Plan and Eligibility Report for the proposed Farnsworth Bilter TIF District.

The existing Hollywood Casino at 1 West New York Street has been operating for almost 30 years. However, due to a variety of factors including the steady decline in revenue at the Casino’s current location and changes in gaming trends, the Petitioner, working with the City, started to investigate alternative locations for a new casino.

On October 25, 2022, the City Council approved a Redevelopment Agreement with Penn Entertainment for the relocation of the Hollywood Casino Development by Ordinance O22-072 for a new casino, hotel, and entertainment venue for the property on the west side of Farnsworth Avenue, between Bilter Road and Corporate Boulevard.

The Property is made up of several parcels containing approximately 18.68 acres. The parcels along Farnsworth Avenue are now mostly vacant, which consisted of a former car dealership, the Fox Valley Inn and the Motel 6. The Papa Bear restaurant, which has been closed for several years due to a fire, and the properties along Church Road, consisting of the Gaslite Manor Banquets and C Club, will be demolished as part of this development.

As part of the approved RDA, the City committed to:

• 23-Year TIF District.

In June, the developer has secured approval of a conditional use planned development district as well as a preliminary plan and plat

The creation of a TIF district requires several steps. The first public step is the announcement of the availability of the Eligibility Study and Report, and the Redevelopment Plan and Project for the proposed Farnsworth Bilter TIF District. It is important to note that the actual announcement is done by the full City Council at its September 26, 2023, meeting. Further steps associated with the creation of the TIF will include the provision of mailed notices, public notices, a Joint Review Board meeting, and a public hearing. The City’s Corporation Counsel has engaged Elrod Friedman, LLP to serve as the City’s Special Counsel to support this TIF formation process.

Making this announcement will begin the formal process of the proposed Farnsworth Bilter TIF District. Failure to make this announcement will mean that this TIF District will not be created and needed financing for future development will not be created.

Staff members recommend the City Council formally announce the Availability of the Eligibility Study and Report, and the Redevelopment Plan and Project on the west side of Farnsworth Avenue, between Bilter Road and Corporate Boulevard.

• Information/discussion only – charitable solicitation application for Girl Scouts of Northern Illinois Girl Scout cookie program on January 5, 2024 to March 10, 2024.