By Jason Crane
The Aurora City Council honored a City Hall staff member for Developmental Disabilities Awareness Month and Women’s History Month at the Committee of the Whole (COW) meeting, March 19.
March is Women’s History Month and Developmental Disabilities Awareness Month, and the City of Aurora is honoring a staff member who proudly represents both.
Quationna Strowder (Kwa-Tee-On-A), 25, a greeter at Aurora City Hall, was honored at the Aurora City Council Meeting with a Mayor’s Award of Excellence for her service to the community.
Quationna, simply known as Q, works the morning shift at Aurora City Hall and is the first person visitors and staff members see when they enter the building. She directs the public to their respective meetings, points them in the right direction for specific areas of business, answers questions, and provides a smile to all who enter.
Diagnosed with health challenges and physical disabilities as an elementary school student, Q uses a walker for mobility.
Members of the City’s Advisory Commission on Disabilities joined Q for the award.
In addition, the mayor issued a proclamation for the Developmental Disabilities Awareness Month.
•Mayor Irvin presented the Mayor’s Influence and Excellence Award to Peggy and Dolores Hicks for their service to the community. The mother and daughter duo have served the community in many ways.
Service to the community from Dolores Hicks includes: Pastor of Exalted Word Ministries, retired nurse, an elected trustee of the Aurora Township government, and chairperson of the Aurora Township Senior Advisory Committee.
Service to the community from Peggy Hicks includes: Pastor of Exalted Word Ministries, psychologist, and president of the Fox Valley Christian Alliance.
•The presentations can be viewed on the city government of Aurora’s YouTube page after the 14 minute mark by clicking here.
The City Council gave consent to the following agenda items likely to be placed on the Tuesday, March 26 full City Council agenda:
•Consent was given to an Ordinance Establishing the Aging-in-Community Advisory Board Under Chapter 2, Article VI of the Code of Ordinances.
City government of Aurora documents show the purpose is to create a board comprised of a diverse, knowledgeable group of aging community members serving in an advisory capacity to the City Council concerning the needs of the aging community in Aurora.
The creation of the Aging in Community Advisory Board is a recommendation from the Metropolitan Mayors Caucus’ “Aging in a Changing Region” program. The City of Aurora participated in this program, represented by Katrina Boatright, manager of the City’s Senior and Disability Services Department. The program resulted in the “Elevating Aging-in-Community in Aurora” strategic guide, which will be presented to the City Council in April.
In addition to the participation in this program, Katrina was host to several listening sessions designed to garner feedback directly from older community members. This board will be an extension of those sessions as well.
The format, mission and goals of this board align with other current city boards, commissions and councils.
This nine-member advisory board will be tasked with the following:
-Solicit input and act as a public forum for issues that affect persons ages 62 and above in the City by being host to public meetings, obtaining factual data and provide this information to the City Council with recommendations.
-Identify and work with and support existing senior programs and provide a seamless network of services that meets the needs of persons ages 62 and over in the City of Aurora.
-Assist with the creation of services for seniors, programs, and events available for Aurora residents ages 62 and above.
-Assist with volunteer recruitment for programs and services for persons ages 62 and above.
-Provide insight into the Aging-in-Community and Age-Friendly initiatives for the City of Aurora.
This commission will fill a gap in the City’s current host of community-based boards. The goal will be for this board to work in concert with the other community-based groups.
•Consent was given to an Ordinance amending Chapter 2, Article 2, Division 2-VI-5, Sec. 2-414 entitled “Policies and Procedures”.
City government of Aurora documents show the purpose of this amendment seeks to address a gap in the Boards and Commissions ordinance.
The City Council approved substantial amendments to Chapter 2, Article 2-VI entitled “Boards and Commissions” in 2021. This amendment seeks to address an identified gap in the current ordinance.
The purpose of the amendments was to bring consistency to the manner in which city boards, commissions and councils (BCCs) operate. The ordinance revisions were intended to replace the need for individual by-laws for the more than 30 BCCs. While BCCs are able to adopt by-laws specific to their individual mission, the code supersedes individual by-laws.
Since the implementation of the new ordinance and the re-instatement of BCCs following COVID-19, the processes and procedures have been effective and beneficial to staff members’ liaisons and BCC members. While the changes were comprehensive, two-plus years in operation have identified additional areas of improvement. This proposal seeks to:
- Amend Sec. 2-414, Sec. (c), “Code of Conduct” (which each member is required to sign) by adding a reference to Chapter 22 entitled “Harassment and Discrimination”.
- Amend Sec. 2-414, Sec. (d) from “Duty to Cooperate” to “Cooperation, Civility, and Harassment”; adds two additional points to this section.
- Add a provision to 2-414, Sec. (f) “Removal of Members”; tied specifically to the two proposed points above.
Approval of the proposed amendments will have a positive impact on the City’s more than 30 boards, commissions, and councils.
•Consent was given to a Resolution approving the appointment of Robert Pickens to the Aurora Planning and Zoning Commission.
City government of Aurora documents show the nomination brought forth represents one new candidate.
Robert Pickens is a resident of Ward 10 with more than 47 years of experience in construction management.
If this appointment is approved, there will be no remaining vacancies on the Planning and Zoning Commission.
•Consent was given to a Resolution approving the reappointment of Sean Li, Brittney Borowicz Keller, and Ivan Quinones and the appointment of Keri Davis and Kelly Waynauskas to the Aurora LGBTQ Advisory Board.
City government of Aurora documents show in June of 2021, the City Council approved changes to Chapter 2, which included a sunset provision for all board/commission members. The sunset was included to bring the board/commission terms into compliance with the new dates provided in the ordinance, as well as survey members if they wished to continue to serve or step down.
The nominations brought forth represent three veteran members and two new members:
- Sean Li, Non-Resident
- Brittney Borowicz-Keller, Ward 10
- Ivan Quinonez, Ward 5
- Keri Davis, Ward 10
- Kelly Waynauskas, Non-Resident
•Consent was given to a Resolution authorizing the appointment of Aaron Malone and Renu Chandra Kanakamma and the reappointment of Ginger Ingram and Curtis Wilson to the Civilian Review Board.
The nominations brought forth represent two new candidates and two veteran candidates.
Aaron Malone is a Ward 6 resident
Renu Chandra Kanakamma is a Ward 10 resident
Ginger Ingram is a Ward 3 resident
Curtis Wilson is a Ward 5 resident
•Consent was given to a Resolution approving the appointment of Christopher Bennett to the Civilian Review Board.
City government of Aurora documents show the nominations brought forth represent one new candidate.
Christopher Bennett is a resident of the tenth Ward.
•Consent was given to an Ordinance authorizing the execution of an easement agreement between the city of Aurora and Fox Valley Habitat for Humanity, for the Properties at 1900 Jericho Road and the Southwest Corner of Jericho Road and South Edgelawn Drive.
City government of Aurora documents show the Petitioner, Fox Valley Habitat for Humanity, is proposing a Final Plat for 1921 Jericho Rd, to allow the creation of a single-family residential subdivision, which will contain 17 lots, and two outlots for stormwater control and landscaping maintenance.
The Property is an approximately eight and a half acre vacant lot, zoned R-1(C), one family dwelling district with a conditional use planned development. The zoning for the property was granted per O04-162, and was planned for a church and daycare per R04-511, but remains undeveloped. The Comprehensive Plan designates the Property as low density residential, and designates the adjacent portion of Jericho Road as a major collector.
The Petitioner is requesting approval of a Final Plat for Habitat Green Freedom subdivision, at 1921 Jericho Road. The lots are platted to satisfy the R-1, One Family Dwelling District’s minimum standards for lot width and lot area. The average residential lot area is approximately 11,600 square feet, which exceeds the minimum lot area requirement of 10,000 square feet. The residential lots are all meeting the minimum width requirement, at the building line, of 75 feet. Garden Avenue runs through the center of the subdivision, and connects to Lindenwood Drive to the west with Jericho Road to the south. The Garden Avenue right-of-way is 66 feet wide. Outlot 100 and outlot 101 are dedicated for stormwater control easements and City easements.
Concurrently with this proposal, the Petitioner is requesting approval of a Final Plan for Habitat Green subdivision. The details of the request include development of 17 lots, which meet the applicable, minimum bulk restrictions per the R-1 zoning district’s standards for setbacks and ground floor area. The Petitioner has provided a landscape plan that meets the minimum landscaping requirements for a single-family residential subdivision, while providing additional landscaping to screen the Property from the adjacent residential properties to the west. In addition, the landscape plan shows landscaping that screens the detention basin from the proposed adjacent residential lots, as well as the existing church to the east. In addition, the Petitioner has provided exterior building elevations that indicate six model types for one-story homes. Each model type exceeds the R-1 zoning district’s minimum ground floor area requirement of 1,150 square feet.
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.
Policies and guidelines:
The staff members’ evaluation and recommendations are based on the following physical development policies:
12.1 (3): To encourage residential development in close proximity to places of work, shopping, and recreation.
21.1 (1): To promote access to housing opportunities for all economic, racial, religious, ethnic, and age groups.
22.1 (1): To achieve appropriate zoning protection for residential areas designated in the and use plan.
The Planning and Zoning Commission recommended conditional approval of the resolution approving the Final Plat for Habitat Green Freedom Subdivision, at 1921 Jericho Road, with the following conditions:
1) The Final Plat approval be contingent upon Final Engineering approval.
2) That the Final Plat be recorded with the Kane County Recorder’s office.
•Consent was given to a Resolution to accept additional monies received from the Corridor Improvements Grant and award those monies to Scientel Solutions LLC., 2021 N Eola Rd, Aurora, Ill., for an amount not to exceed $251,592.15.
City government of Aurora documents show the City submitted an application for the Corridor Improvements Grant in 2021 and was awarded $1,200,000.00 in 2023. Since the time of the application, equipment and labor costs have increased significantly. Due to these increases, City staff members asked for and were awarded an additional $251,592.15 by the Illinois Department of Commerce & Economic Opportunity (DCEO).
This resolution seeks to award these additional monies to Scientel Solutions LLC (“Scientel”) to complete the projects agreed upon in R23-070. With the additional monies of $251,592.15, this will bring the total amount of the award to $1,451,592.15.
The Corridor Improvements Grant was awarded to the City and accepted via resolution R23-010. Resolution R23-070 awarded the work to be completed to Scientel.
Following civil unrest on May 31, 2020, the Aurora Police Department and the IT Department identified areas of the City to place additional cameras and upgrade the existing camera inventory. A grant proposal was developed and submitted to the State of Illinois’ Department of Commerce and Economic Opportunity (DCEO) under the Rebuild Distressed Communities Grant Program requesting funding to install cameras and license plate readers in the strategically identified locations. The State of Illinois subsequently contracted with LISC to administer the Rebuild Distressed Communities Grant Program. This grant was awarded to the City and was accepted via resolution R23-010.
During delivery and implementation of the items agreed upon in R23-070, cost increases were experienced due to the gap in time from the application in 2021 and the award in 2023. Consequently, City staff members requested these additional monies from LISC and were awarded an additional $251,591.15.
The project will continue to be managed by Scientel with oversight by the IT Department. Scientel was awarded the contract to maintain and manage the City’s security camera network as approved in Resolution 21-135 in June of 2021.
Expenditures under this grant will continue to follow the city’s procurement requirements as well as the bondable requirements set by the Rebuild Illinois Program and all applicable state or federal regulations.
The grant provides 100% of the funding for the project and there is no local cost match involved with the project. The following expense accounts will be used for this grant:
340-1280-419.61-40 – supplies-general/expendable tools/equipment purchases – $172,494.05.
340-1280-419.32-20 – contracted services – $79,098.30.
The revenue account for this grant will be 340-1280-334.30-02
Budget amendments will be processed for these line items to account for the revenue and expenses related to the grant.
Impact statement:
This grant project should continue to improve safety and security for Aurora residents, businesses, and visitors. Equipment installed through this project will supplement and enhance the Aurora Police Department’s existing security surveillance capabilities. Management of the project and maintenance of cameras will be the responsibility of the City’s IT Department.
•Consent was given to a Resolution authorizing Crawford, Murphy & Tilly to provide professional engineering services to update the city’s water distribution system hydraulic model in an amount not-to-exceed of $200,000.00.
City government of Aurora documents show the purpose is to obtain City Council authorization to enter into an agreement for professional engineering services with Crawford, Murphy & Tilly (CMT), Aurora, Ill., for a comprehensive update to the City’s existing hydraulic model for the City’s Public Works/ Engineering Department and the Water Production Division.
A hydraulic model (HM) is a computer software program that is customized for a specific water distribution system based on many factors including installed water mains, storage tanks, valves, operating pressures, population, water demand and water billing consumption data. The value of hydraulic modeling is significant. The analysis that can be derived from a HM can be used to improve customer experience if there are issues related to pressure, quantity, or water quality. Hydraulic modeling supports the water utility by determining how demographic growth or new customer types will affect pressure and flow in the distribution system. Planning of infrastructure replacement, i.e., watermains or storage tanks is enhanced via modeling so that replacements and/or repairs ensure that the system will perform as needed for years to come. A real world example of a hydraulic model result is the correct sizing of water mains to ensure appropriate fire flow to an area or facility.
The City most recently completed an update to the HM in 2016 and prior to that in 2005, both by CMT. As with any model, the results are only as good as the programmed inputs to the model. Since the last update, many conditions that affect the accuracy and performance of the model have changed including population, water demands in the existing pressure zones, and increased development throughout the city.
A proposal from CMT to perform the necessary Scope of Services includes data collection activities, review/update historical water demands, update hydraulic model, calibration of both steady state and extended period simulation models, update/run both steady state and extended period modeling scenarios and preparation of a final report.
Compensation of CMT will be on a time and expense basis, with a not-to-exceed amount of $200,000.00. The anticipated project schedule is approximately from April 1, 2024, with a pre-final report due October 1, 2024, and a final report due November 15, 2024.
A budget transfer has been submitted to provide funding in account 510-4058-511-32-07 from the 2024 fiscal budget.
Impact statement:
Failure to update the hydraulic model will prevent accurate water service and availability evaluations for potential new residential, commercial, and industrial development.
•Consent was given to a Resolution to use NTI National Technologies, Downers Grove, Ill., as the primary fiber vendor and EX2 Technology, LLC of Omaha, NE as the secondary vendor for 2024 City of Aurora fiber optic projects for $1,358,149.00 plus a 10% contingency. Total not to exceed $1,493,963.90.
City government of Aurora documents show since 2018, NTI has performed successfully as the City’s prime and strategic partner, carrying out a full audit of the fiber optic network for asset management, preventive maintenance, remediation, and emergency repair.
NTI has extensive knowledge of the City’s outside plant and offers competitive rates validated on Kane County Resolution 22-170 dated June 2, 2022 for Fiber Optic Support Services.
As previously mentioned, NTI has exceeded expectations for the City of Aurora. Starting in 2018, NTI performed the fiber optic audit on the City of Aurora’s fiber optic network. This has given NTI extensive field knowledge of the City’s fiber optic network. In addition, the audit provided the splicing information that City staff members have added to GIS ArcMap and Vetro Fiber Map software which provides the City with a comprehensive fiber map and visual representation showing the physical placement of the fiber-optic network. These maps showcase specific cables, fiber connected buildings, telecom carriers, and more within the telecommunications infrastructure.
Discussion:
NTI has provided quality service for the City of Aurora and provided competitive pricing is based on the Kane County Resolution 22-170 dated June 2, 2022 for Fiber Optic Support Services.
Additionally, City staff members can request comparative pricing from EX2 Technology, LLC of Omaha, Nebraska if pricing submitted by NTI does not conform to the Kane County Resolution.
Proposed Fiber Projects for 2024 are listed below:
- Yearly PO for fiber maintenance/field repairs – $120,000.00
- Fiber to Lift Station Manchester (155 Manchester Way) – $158,064.00
- Fiber to Lift Station Molitor (1610 Molitor Road) – $107,218.00
- Fiber to Lift Station Orchard Road (529 S. Orchard Road) – $28,952.00
- Fiber to Well 16 (371 Parker Avenue) – $300,046.00
- Fiber to Well 17 (811 N Highland Avenue) – $18,005.00
- Fiber to Well 18 (218 Hillside Avenue) – $270,554.00
- Fiber to Well 26 (2026 Nottingham) from 288 ring – $276,770.00
- Fiber for Jumbotron Installations at RiverEdge Park – $78,540.00 (For A062)
The total cost for the above-mentioned projects is $1,358,149.00. Adding a 10% contingency of $135,814.90 brings the total not to exceed to $1,493,963.90. Of this total not to exceed amount, the maximum not to exceed for CIP C104 is 1,407,569.90 and the 2024 budgeted amount is $1,519,600.00. The remainder is associated with A062 is $86,394.00, which has a 2024 budget of $8,000,000.
After the installation of fiber to these three lift stations and four wells in 2024, the accelerated fiber expansion to Water locations started in 2022 will be completed. During this timeframe, 31 Water facilities were migrated from UHF radio-based monitoring to more secure and reliable fiber connections.
Funds are available in account 340-1280-419.73-86 (C104) for this purchase and 354-4440-451.73-43 (A062).
Local preference does not apply, as this resolution is piggybacking on the Kane County Resolution.
Impact statement:
By approving this resolution, City staff members will ensure fiber projects start by Spring and will be completed before frozen ground in the Fall (C104) and prior to the start of the concert season at RiverEdge Park in June. This request should have a positive impact as the City of Aurora will get the most competitive pricing for any fiber work that is done in the city of Aurora.
•Consent was given to a Resolution authorizing acceptance of the lowest bid from ProLine Fence for the installation of perimeter fencing at the Aurora Transportation Center in the amount of $53,698.00, and a contingency of $2,684.90.
City government of Aurora documents show the purpose is to ensure public safety by installing permanent fencing around the main lot of the Aurora Transportation Center main parking lot.
The Aurora Transportation Center (ATC) at 233 North Broadway (IL Route 25), provides public access to commuter rail and bus conveyance and has four parking lots designated for commuters. The main parking lot is designated as commuter pay parking but is also utilized by patrons of RiverEdge Park concerts and events which typically occur from April through December.
To access RiverEdge Park from the main parking lot, patrons must cross Route 25. A barrier fence is necessary to encourage street crossing at the two designated intersections and prevent people from attempting to negotiate the significant grade change from the parking lot to Route 25.
To eliminate the annual costs associated with rental fencing and improve the appearance of the lot, the Public Facilities Department submitted a decision package for the installation of permanent, ornamental aluminum fencing which was approved in the City’s 2024 budget. This type of fence is visually attractive, virtually maintenance free, and is not subject to rust corrosion like comparable steel fencing.
Following the finalization of the proposed fence location and specifications, the City solicited Bid 24-023 “Transportation Center Fencing”.
Seven bid proposals were received from the following companies: Build Best Fence Company (Addison, Ill.), BWF Construction (Chicago), Fence Masters Inc. (Chicaco Heights, Ill.,), MBE Fence Inc. (Warrenville, Ill.,), Paramount Fence (Batavia, Ill.), Peerless Fence (St. Charles, Ill.), and ProLine Fence (Homer Glen, Ill.).
On February 28, 2024 the bids were publicly opened and read aloud. After the review of all bids received, ProLine Fence emerged as the lowest responsible bidder at $53,698.00.
A five percent (5%) contingency in the amount of $2,684.90 is requested for the project.
Funding for this project is available in account 530-4433-437.38-05 of the 2024 Budget.
ProLine Fence is not indebted to the City.
•Consent was given to a Resolution to authorize the director of the Purchasing Department to execute a contract with Crawford, Murphy & Tilly, Aurora, Ill., in the amount of $210,600 for water main flushing.
City government of Aurora documents show the purpose is to maintain water main quality throughout the water distribution system.
Regular maintenance of the water distribution system is necessary to keep the system working well. One component of the maintenance program is water main flushing.
The velocity of the water flowing through most water mains is usually low, therefore as time passes any solids in the water tend to settle at the bottom of the pipe. Though harmless, these solids can be stirred up when there is an increase in flow velocity from events such as main breaks or hydrant use.
Crawford Murphy and Tilly (CMT) was selected to update and maintain a computer model of the City’s distribution system. The model is utilized for various purposes including identification of the necessary valve closures to produce the flow rates required to remove sediment from the mains. Due to their knowledge of the computer model, CMT is uniquely qualified to provide this professional service as well as direction to city employees during the flushing operation.
This contract will provide for the services of one staff member full-time and second person part-time from CMT to direct the program. The remaining 4-6 team members required each day will come from the Water and Sewer Maintenance and Engineering Divisions. It is estimated that during the four months that the flushing is ongoing, approximately 20% of the system will be flushed.
A separate $35,000 task has been identified within this contract for modifying the water model relating to the flushing program and to update the water model on an annual basis for any new improvements. These updating efforts will help keep the City’s water model current and accurate.
The water main flushing ($210,600) will be funded with account 510-4063-511-38-68 which has a 2024 budget amount of $200,000. A budget transfer will be made for $10,600.
Generally, the impact is minimal, however users may notice a slight discoloration of water during and for a short time after the flushing procedures. Motorists may be stopped intermittently while the crews are working, and some lane closures are to be anticipated. The City will use localized signs alerting residents to the fact that flushing is ongoing and will use the City’s social media outlets to alert the general public. Any users that could be more adversely impacted are given specific notice to allow them time to modify any processes that may be affected due to the temporary change in the water.
•Consent was given to a Resolution authorizing the director of the Purchasing Department to execute a 2-year contract with Fehr Graham & Associates, LLC of Freeport, Ill., in the amount of $341,560.00 for monthly CSO Monitoring, DMR Reporting and new flow meters.
City government of Aurora documents show the purpose is to continue the City’s professional services agreement with Fehr Graham to provide Combined Sewer Overflow (CSO) structure monitoring and Discharge Monitoring Reports (DMR) as required by permit.
As part of the Clean Water Act, the Environmental Protection Agency created the National Pollutant Discharge Elimination System which resulted in the creation of several permits for the City of Aurora. To comply with one of these permits, the City was required to create a long-term control plan (LTCP) that would be implemented over several years to reduce discharges from the combined sewer system into the Fox River and Indian Creek. The City is also required to submit monthly discharge monitoring reports (DMRs) to the IEPA and USEPA for each combined sewer overflow structure within the City.
Flow meters have been strategically placed at each of the City’s 16 CSOs to capture the data that is submitted on the DMR’s. Twice a month, flow meter data including discharge volumes and durations is downloaded from each flow meter to develop the reports. At this time, the work is performed by a consultant who also cleans the meters, replaces batteries and performs other maintenance activities. Due to their knowledge of the CSO system’s layout, operations and history, Fehr Graham is uniquely qualified to provide this professional service.
The existing flow meters have reached the end of their useful life. New flow meters will be installed at each overflow structure. During the replacement of these meters, the consultant will also inventory the existing condition of the structures, obtain updated photography and take measurements of key features. The newly installed flow meters have communications via cell service, providing significant cost savings from previous years, as monthly trips to retrieve the data will no longer be needed. The Cipher meter software and ICell cell phone service fees are included in this contract for 2024. The City will be billed separately for 2025 Cipher and ICell services with an anticipated cost of $7,000. In addition, the City is providing solar power or shore power to a majority of the flow meters to minimize battery maintenance and improve power reliability. As a result, maintenance should be reduced and the City’s on-going consultant costs should be reduced.
As a part of the DMRs, event rainfall totals and durations are required. In addition, this makes Fehr-Graham uniquely qualified to perform these services for the City, as Fehr-Graham has their own independent rainfall monitoring equipment in downtown Aurora; that proximity to the City’s overflows most accurately reflects the rainfall experienced at the City’s overflows and saves additional expenses of having to own rainfall metering equipment near the CSOs. In addition, their proximity to the CSOs allows them to provide service much faster than other firms in the event that urgent maintenance is needed or failures occur during a rainfall event. .
The engineering services of $178,000 and equipment costs of $163,560 bring the total contract amount to $341,560. This project will be completed by the end of December 2025. The 2024 costs of $263,560 is budgeted in 2024 within account 281-1856-512-73-09 (B031) which has a 2024 budget amount of $3,550,000. The remaining $78,000 will come out of the same account in 2025.
Impact statement:
Minimal traffic disruptions are expected during data retrieval. Impacts to traffic and local residents will be kept to a minimum. The Electrical Division will be assisting with the installation of the solar power and shore power to the new flow meters.
•Consent was given to a Resolution authorizing the acceptance of bid pricing for three years for the installation of playground mulch at various park playground locations, not to exceed $58,793.28.
City government of Aurora documents show the purpose is to authorize acceptance of bid pricing of a three-year bid for installation of playground mulch at various park playground locations not to exceed $58,793.28 over three years.
The parks division still has various playground locations with engineered wood fiber mulch as the surfacing material. Per the American Society for Testing and Materials (ASTM) playground wood fiber mulch needs to meet specific criteria for safety reasons.
Contracting this service is drastically more efficient and more economical since vendors receive much more competitive bulk pricing, and also have specialized equipment that allows them to blow the mulch directly into the playground without the need to handle the mulch multiple times
A five year decision package was submitted and approved to begin contracting this service back in 2023.
City officials worked with their colleagues in the Purchasing Department to procure bids through Bid 24-012, with a bid opening date of February 21st. After reviewing a total of eight bids received, NWST Services LTD submitted the lowest responsible bid in the amount of $20,153.28, for 2024. And a total bid of $58,793.28 over the course of three years (2024, 2025 and 2026).
NWST Services. is headquartered in Arlington Heights, Ill.,. They have an extensive history of successfully providing similar services and exemplary performance based on their reference checks.
Funding is allocated in account 101-4440-451.38-05.
•Consent was given to a Resolution authorizing the director of the Purchasing Department to enter into an agreement with Advantage Paving Solutions, Inc., 22774 Citation Road, Frankfort, Ill., in the amount of $150,239.25 for Galena/LaSalle Parking Lot Improvements.
City government of Aurora documents show the purpose is to enter into an agreement with Advantage Paving Solutions, Inc. in the amount of $150,239.25 for Galena/LaSalle Parking Lot Improvements.
The City recently purchased the parking lot at the southeast corner of Galena and LaSalle Street. As part of the renovation of this lot to provide additional public parking for downtown, the City is looking to reshape the entrance (including selective new curb at the planter beds) as well as mill, resurface, and re-stripe the asphalt pavement. New pavement will also be placed and stripped within the previous footprint of a small city-owned building within the lot at 14 S. LaSalle Street, which is being demolished.
An invitation to bid was published and seven bids were read aloud on February 28, 2024. Of the seven bids received, Advantage Paving Solutions, Inc. was determined to be the lowest responsible bidder in the total amount of $110,239.25, which includes a $8,000 contingency to address any additional repairs or quantities deemed necessary during construction.
This bid was subject to Local Preference, but the two local vendors (Abbey Paving & Sealcoating Company, Inc. and Geneva Construction Company) were not within the allowable threshold for consideration.
This project was budgeted in 2024 with account 340-4030-418.73-99 (CIP A071), which has a remaining balance of $2,198,900.00.
The total amount requested for this agreement ($150,239.25) also includes an additional $40,000 to mill, resurface, and re-stripe Parking Lot H, which is near the southeast corner of the intersection of New York and Lake Streets. These improvements to Lot H, which were budgeted in 2024, are being added to this contract to take advantage of the available funding and the favorable pricing received for the Galena/LaSalle Parking Lot Improvements.
Impact statement:
The resurfacing of the parking lot will provide additional parking for visitors to downtown Aurora.
•Consent was given to a Resolution authorizing the director of the Purchasing Department to enter into agreements with Graybar Electric, 1 Pierce Place, Suite 800, Itasca, Ill., and Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, Ill., in amounts not to exceed $243,818.80 and $20,370.00, respectively, for the purchase of lighting materials for various locations throughout the City.
City government of Aurora documents show the purpose is to obtain approval to authorize the director of the Purchasing Department to enter into agreements with Graybar Electric, 1 Pierce Place, Suite 800, Itasca, Ill., and Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, Ill., in amounts not to exceed $243,818.80 and $20,370.00, respectively, for the purchase of lighting materials for various locations throughout the City.
Annually, the City purchases and installs various light fixtures and associated components to upgrade or supplement existing fixtures throughout the City. To purchase this equipment, the City obtains competitively bid pricing from suppliers which are then installed by the City’s Electrical Division.
Based on an estimated quantity of materials needed, a request for sealed bids was published and four bids were read aloud on February 21, 2024. Of the bids received, Graybar Electric was determined to be the lowest responsible bidder for 6 of the 7 items and Volunteer Supply Industries, Ltd. was determined to be the lowest responsible bidder for the other item. Note that Graybar Electric submitted four product alternates for pre-approval during the bidding window. These items were reviewed and approved by the City’s Electrical Division and the subsequent pricing submitted for three of the four ended up as the lowest responsible bid for each of those items.
The bid was structured to indicate that the City may not purchase the full amount of any of the specified fixtures and the primary intent is to establish the unit prices for the items that may be needed. Accordingly, the Purchasing Division will review current needs with the Electrical Division and determine the amounts of the initial Purchase Orders. Neither the initial nor the total amounts of each Purchase Order will exceed either the respective amounts listed in this Resolution or the remaining balance of the account from which they will be paid (340-4020-418.65-07, which has a current balance of $360,100.00).
This bid was subject to local preference, but the lone local vendor (Volunteer Supply Industries, Ltd.) was not within the allowable threshold for consideration on the six items for which they were not the low bidder.
•Final approval for items on the Committee of the Whole consent agenda are set to be made at the March 26 Aurora City Council meeting.