By Jason Crane
The Aurora City Council listened to details about a proposed moratorium and license changes on mobile food unit vendors at the Tuesday, Nov. 15 Committee of the Whole (COW) meeting.
City government of Aurora documents show this ordinance will establish a temporary moratorium on any renewals, or new yearly licenses, or six-month licenses to be issued for mobile food unit vendors until February 28, 2023, except those applying for event-based permits or associated with a restaurant operating on its own property.
Chapter 25, Article XII was established initially in Ord. O18-024 in March 2018. The purpose of the Ordinance was to create structure around a growing industry that would allow “mobile food units” (MFU’s) to operate legally in limited circumstances, primarily special, or private events.
The code did not expressly contemplate long-term leases or trucks parked regularly in the same location, it focused on protecting existing brick and mortar locations, fire safety, and providing avenues for special event organizers to use them where appropriate.
In order to legally operate a mobile food unit in Aurora, a license would be issued by the City treasurer, or his designee. Current licensees in good standing would continue to have their yearly license until the end of the calendar year if they had a valid six-month license, or a yearly license terminating December 31, 2022.
This moratorium would exclude any event-based mobile food unit vending licenses and licenses associated with a restaurant operating on their own property. This will allow City government staff members adequate time to draft ordinance updates, review the process to submit applications, update staff member procedure, and oversight with the goal of a clear, streamlined, license process and enforcement mechanism of this ordinance.
This moratorium will impact yearly licensees by limiting their ability to apply for the first six weeks of the year. The event(s) based license will be available to still allow mobile food unit vendors to apply for events.
• Three individuals used their voices for up to three minutes:
Dennis Knight, 11-year resident of Carillon at Stonegate, a 55+ community in Aurora, spoke on behalf of the homeowners organization regarding safety and traffic issues of Indian Trail Road.
The urgency to receive help by the City is due to the recent death of a resident exiting the community on to Indian Trail.
The homeowners association concerns include constant speeding, visibility issues, heavy truck traffic, and the harrowing experience of trying to exit or enter the community, or trying to cross Indian Trail to reach the other half of the community.
Another concern included residents trying to cross Indian Trail on foot, even when the yellow pedestrian lights are flashing.
The homeowners association is requesting the City government address the installation of a traffic signal at the intersection of Mansfield Drive and Indian Trail, and dedicated Aurora Police traffic patrols.
Two individuals expressed support for a Resolution approving a lease between the city of Aurora government and PreMil LLC, clothing store, and its founder Nestor (Gio) Rodriguez for two retail spaces in the Stolp Island Parking deck and related Finish Line Grant funding.
The City Council gave consent to the following agenda items likely to be placed on the full City Council agenda Tuesday, Nov. 22:
• Consent was given to a Resolution approving the reappointment of Doug Kostner and the appointment of Nelson Santos and Roderick Young to the Aurora Airport Advisory Board.
City government of Aurora documents show Kostner is a Ward 8 resident to serve a fourth term, Santos is the president of Scientel Solutions LLC, and Young is the vice president of business development for The Will Group.
• Consent was given to all three ordinances and two resolutions pertaining to an ordinance annexing property, being vacant land, at 2040 and 2050 East New York Street, to the city of Aurora government.
City government of Aurora documents show the Petitioner, TT Technologies, Inc., is requesting to annex the property at 2040 and 2050 E. New York Street, allowing it to be developed as part of the TT Technologies subdivision.
The property is approximately 11 acres. The portion of the subject property that is at 2020 E. New York Street, which consists of the existing building and parking lot, is zoned ORI(C), Office, Research, and Light Industry with a Conditional Use Planned Development, and is approximately 10 acres.
The portion of the property that is at 2040 and 2050 E. New York Street is within unincorporated Kane County and is approximately one acre. The approved plan description, was approved July 12, 2005.
The Petitioner is requesting to annex the properties at 2040 and 2050 E. New York Street to Aurora. These properties have a total area of approximately 35,000 square feet, and are presently vacant. These properties are contiguous to incorporated Aurora on the northern and western property lines.
Concurrently with this proposal, the Petitioner is requesting to incorporate the properties located at 2040 and 2050 E. New York St to the existing Brahler-Schmidt, LLC Conditional Use Planned Development, and to change the underlying zoning from R-1, One Family Dwelling district to ORI, Office, Research, Light Industry. Other than incorporating 2040 and 2050 E. New York St. to the previously existing Plan Description, the Petitioner is not requesting any changes. The development is otherwise in conformance with the applicable zoning ordinances and documents.
Concurrently with this proposal, the Petitioner is requesting to consolidate the 11 acre property into a one lot subdivision, TT Technologies, Inc. Subdivision. The Petitioner is proposing an expanded stormwater management easement, as a means to allow the city of Aurora to store a majority of the required stormwater volume for the adjacent Public Works facility. The City of Aurora is then responsible for maintaining the same stormwater management facility on the subject property.
Concurrently with this proposal, the Petitioner is requesting to expand its on-site operations. Details of the request include construction of an approximately 50,000 square foot addition along the existing building’s eastern side, for expanded warehouse and office usage.
The new addition is approximately 18 feet tall. The building’s exterior material is Split Faced CMU and Smooth Faced CMU, which is consistent with that of the existing building. The existing parking lot is to be re-striped with one hundred, twenty-three (123) parking spaces, which satisfies the minimum parking requirement for the entire subject property. The Final Plan also indicates two new paved driveways, which will connect to the City of Aurora’s driveway, on the Public Works facility’s property to the east, for shared usage.
Concurrently with this proposal, the Petitioner is requesting a plat of vacation. Details of the request include vacating an approximately 900 square foot City easement and an approximately 8,100 square foot stormwater management access easement.
• Consent was given to a Resolution authorizing procurement of an enterprise agreement (“EA”) for GIS software from Environmental Systems Research Institute, Inc. (ESRI) of Redlands, California in the amount of $420,000.00, for a three year term.
• Consent was given to a Resolution to provide annual true-up to Scientel Solutions LLC., 2021 N. Eola Rd, Aurora, IL 60502, for preventive maintenance & support of City-wide security/CCTV cameras added to City network for a total amount not to exceed $60,637.
City government of Aurora documents show R21-135 was passed in June 2021, to award maintenance of the City’s security/CCTV cameras to Scientel Solutions, LLC (“Scientel”). The goal of this City-wide initiative is to ensure effectiveness and uptime for the camera program but also have greater ability to plan, manage costs and reduce risk.
At the time of the award of R21-135, the City had 560 cameras in use across the City. Additional cameras have since been added at various City locations bringing the current total to 583 cameras. Additional requests, including those at River Edge Park, will bring this total to 653 by year end. This increase in cameras results in an increase in fees owed to Scientel for annual preventative maintenance and cleaning.
Year 2 of the agreement in R21-135 was to have been $222,653. The increase in number of cameras deployed will add $60,637 to that amount making the new amount for Year 2 $283,290 which is billed to the City quarterly. Any true-up due for Year 3 will be due in June 2023.
Scientel’s global headquarters, based locally in Aurora, IL, is home to a 24x7x365 Network Operations Center (NOC) with a world-class dispatch process. Scientel has integrated all City cameras into Scientel’s 24×7 NOC for monitoring to ensure that all cameras are operating at peak performance.
Scientel’s team meets regularly with City staff members concerning camera performance, monitoring and maintenance. City government documents show the Scientel team has performed admirably during the past year and City staff members are pleased with the performance of the contract.
• Consent was given to a Resolution to provide annual true-up to Scientel Solutions LLC., 2021 N. Eola Road, for network infrastructure managed services of City-wide network infrastructure for a total amount not to exceed $1,147,505.
City government of Aurora documents show at the time of the award of R21-136, the City and Scientel agreed upon pricing at 250 network devices in use across the City.
Following extensive due diligence and network discovery, City staff members and Scientel agree that 344 network devices were in use as of January 2022 and will increase to 463 following additional network and River Edge Park Upgrades.
In 2016, the IT Division received Council approval to enter into a five year SmartNet maintenance agreement with Cisco that totaled $2,159,885. From 2016 until the passage of R21-136, the IT Division received Council approval for purchase of new and replacement Cisco equipment totaling $1,034,753. This 5-year total spend of $3,194,638, equated to a $638,928 average annual spend on equipment and licenses. This annual spend for Cisco equipment for 344 devices equated to $1,860 per device. Using this per device average, the City would have spent $860,000 annually with Cisco just for equipment and licenses for the 463 devices.
The Scientel agreement, which includes network planning, procurement, monitoring and installation of devices, amounts to an average of $617,400 annually, which is a $242,600 annual savings over the former Cisco agreement.
At the time of the award of R21-136, both Scientel and the City believed there were 250 network devices in use across the city. After due diligence City staff members and Scientel agree 344 network devices and new additions bring that number to 384 devices, with an additional 30 devices to be installed by 2023Q1.
Year 2 of the agreement in R21-136 was to have been $360,500. The increase in the size and scope of the city network and subsequent number network devices deployed will add $379,500 to that amount making the new cost for Year 2 $740,000 which is billed to the City quarterly. Year 3 cost will be $752,200 Any additional true-up due for Year 3 will be due in June 2023.
City IT staff members maintain accountability and control of the network traffic and is responsible for overall network performance. With this agreement, City IT staff members have a co-partner to help manage physical components and develop network enhancements as the requirements of the City’s network continue to expand over time. Software purchases on the City’s behalf to manage the new network have added up to $377,120. The increase in the number of network devices plus the software to manage the devices adds up the $1,147,505 for this resolution.
City IT staff members selected Scientel Solutions the network infrastructure managed services partner. Scientel’s Solution offered an efficient, cost-effective, and risk-reducing approach for the City government.
Scientel’s global headquarters based locally in Aurora, is home to a 24x7x365 Network Operations Center (NOC) with a world-class dispatch process. Scientel has integrated all City networking equipment into Scientel’s 24×7 NOC for monitoring to ensure that all networking equipment is operating effectively.
As part of the city of Aurora Technology Strategic Plan or “IT Roadmap”, the Information Technology Department is seeking to evaluate and improve efficiencies throughout the organization. This purchase is aligned with the Strategic Plan.
• Consent was given to a Resolution authorizing the execution of a Phase 1 engineering agreement with HR Green, Inc., maximum amount of $124,733.00 and appropriating Motor Fuel Tax Funds for City Safe Routes to School Projects 2022 in SD129, SD131, & SD204 with the MFT section number 22-00349-00-SW.
City government of Aurora documents show the purpose is to execute the Phase 1 Engineering Agreement with HR Green, Inc., and to appropriate motor fuel tax (MFT) Funds for MFT Section Number 22-00349-00-SW by Illinois Department of Transportation (IDOT) Resolution.
Safe Routes To School (SRTS) is a federal grant funding program to improve conditions for students walking/biking to school. The grant program is a reimbursable program and serves three main goals:
- To enable and encourage children, including those with disabilities, to walk and bicycle to school;
- To make biking and walking to school a safer and more appealing transportation alternative, thereby encouraging a healthy and active lifestyle from an early age;
3.To facilitate the planning, development, and implementation of projects and activities that will improve safety, reduce traffic, fuel consumption, and air pollution in the vicinity (within 2 miles) of elementary and middle schools (grades K-8).
The City Council previously approved a resolution (R21-270) on September 28, 2021 to let City staff members to apply for SRTS grant. City received SRTS grants for 3 projects for the school districts 129 (an amount of $249,928.00), 131 ($249,656.00) & 204 ($244,704.00). A collective total amount of $744,288.00.
City staff members have identified infrastructure improvements such as elimination of sidewalk gaps & enhance crossing facilities at intersections, to provide safe and continuous routes for students to walk or bike to school, in three school districts:
School district 129: Proposed improvements involve filling sidewalk gaps/adding new sidewalk to connect to existing infrastructure, updating ADA ramps and detectable warning surfaces, pedestrian/bike signage, new pavement markings such as crosswalks and stop bars, all per existing IDOT standards.
School District 131: Proposed Improvements involve extending curbs to shorten pedestrian roadway crossings at identified intersections near schools, filling sidewalk gaps, updating ADA ramps and detectable warning surfaces.
School District 204: Installing solar powered speed radar signs & Rectangular Rapid Flashing Beacons at identified locations, extending curbs, and improving overall safety by updating ADA ramps, pavement marking upgrades for crosswalks & stop bars, extending medians and installing rectangular rapid flashing beacons at certain intersections for safe vehicular/pedestrian movement.
The grant program is a reimbursable 80/20 split program and is eligible for construction and construction engineering only. Preliminary engineering, including this Phase 1 Agreement with HR Green, Inc. is not eligible for the grant and has to be 100% locally funded.
City staff members conducted a qualification-based selection process to select a consultant. QBS was published on 5/18/2022 and 14 firms submitted their qualification by 6/10/2022. Staff members reviewed the qualifications submitted and determined that HR Green, Inc. was the most qualified with the top 3 firm’s scores. HR Green, Inc. and their proposed phase 1 team have successfully completed Phase 1 Preliminary engineering services for many federally funded projects. The Phase 1 Engineering Agreement (BLR 05530) from HR Green, Inc. in the amount of $124,733.00 will provide a complete preliminary engineering services for this project. The City also has an option to utilize the same firm for Phase 2 Design Engineering service, provided the company’s (HR Green, Inc.) work is satisfactory, a separate resolution will be prepared at the time for Council’s approval.
IDOT requires a resolution to appropriate the MFT Funds prior to their expenditure for approved projects.
The 2022 Fiscal Year budget provides funds through the following accounts (subject to the amendment):
GB138 Safe Routes to School Projects 203-4460-431-79-99 $200,000.00.
• Consent was given to a Resolution with respect to the potential reimbursement of eligible costs in a possible tax increment finance district (TIF) and to induce development interest on land on the southwest corner of Farnsworth Avenue and Bilter Road called the Farnsworth Bilter TIF, and as authorized under the Tax Increment Allocation Redevelopment Act, 65 ILCS 5/11-74-.4-1 and 65ILCS 5/11-74.4-3(q).
City government of Aurora documents show adoption of a reimbursement resolution will allow initial expenses to be reimbursed by a TIF if formed.
The City Council approved a Redevelopment agreement (an RDA) with PENN Entertainment for the property within the TIF District, October 25, 2022, to develop this property as a new casino complex. This resolution does not commit the city government to adopt a TIF.
The site is within TIF District #7. The proposed development on this site – within the smaller carve out (i.e. Micro TIF) will be a tremendous benefit to the entire City of Aurora and the projected revenues will support a number of City services and projects. This potential TIF is necessary to redevelop the site. Kane McKenna and Associates, the City’s TIF eligibility consultants will determine the eligibility of the site for a new Micro TIF.
Adopting this resolution will allow for initial costs incurred during the setup of the new TIF (if adopted) to be reimbursed by TIF revenues at a later date.
• Consent was given to a Resolution authorizing a tax increment finance district (TIF) feasibility study for the Farnsworth and Bilter area using the services of Kane McKenna and Associates in the amount of $42,000.00 plus out-of-pocket expenses.
City government of Aurora documents show the purpose is to analyze the possibility of creating a Tax Increment Finance District in the southwest corner of Farnsworth Avenue and Bilter Road. The property is within existing TIF #7, however, the city government desires to “carve out” the area to create a new micro TIF.
The city government has recently approved a redevelopment agreement (RDA) with PENN Entertainment for a new casino complex near the corner of Farnsworth Avenue and Bilter Road. As shown in the RDA the creation of a TIF is necessary for the execution of the agreement. Kane McKenna and Associates has provided previous TIF District and other development tool analysis for the city government in previous agreements throughout Aurora.
Kane McKenna and Associates has provided TIF consulting work on all the current active TIFs for the city government. The firm provides timely responses, flexible scheduling and is an accepted expert in the field of TIF eligibility analyses throughout Illinois. Kane McKenna will provide complete advisory services and work closely with the City’s outside counsel on the entire TIF approval process. This contract will initially be charged to account 215-1830-415.32-80, but eventually can be reimbursed from the TIF funds once set up.
This analysis will allow the City to move forward with a new Hollywood Casino Resort, a development project at the southwest corner of Farnsworth Avenue and Bilter Road.
• Consent was given to a Resolution authorizing a new lease agreement with Dan Powell, for 900 Ray Moses Drive.
City government of Aurora documents show the current lease for 900 Moses Drive has expired, and the city government is seeking to enter into a new lease. The prior leases have allowed for a 3% increase in rent every year.
This updated lease is for an initial term of one year, with two additional one-year automatic renewals for a total of three years. The rent on this updated lease is $664 per month, with an increase of 3% in rent annually.
The approval of this lease allows for Dan Powell to reside at 900 Moses Drive and continue to provide oversight and caretaking duties at the Phillips Park Zoo.
• Consent was given to a Resolution to procure equipment to provide internet access, door access controls, surveillance cameras and appropriate licensing for the Community Center at 1226 Grand Boulevard to Scientel Solutions LLC., 2021 N Eola Rd, Aurora, for a total amount not to exceed $104,282.78.
City government of Aurora documents show the Community Center has been utilized by the Taking Back Our Community (“TBOC”) group since 1995, making it one of the oldest neighborhood groups in the city. It has run programs at the Grand Boulevard Center since 2010.
Neighborhood group meetings have been held at the Facility. TBOC’s efforts have helped to reduce crime, and have also helped with beautification programs in the neighborhood.
TBOC has organized neighborhood clean-up events, and sponsors a yearly National Night Out event at the Grand Boulevard Center.
The Facility has a computer lab that has been used as part of Aurora’s No Child Left Offline initiative to provide programs for youth and seniors citizens. The equipment at the Facility has recently been expanded and upgraded and the Facility is in need more robust services.
These services will provide expanded Internet access as well as updated door access controls and surveillance cameras.
The City government information technology (IT) department worked with the City’s network managed service provider and camera maintenance provider Scientel, LLC, (“Scientel”) to design and estimate equipment necessary at the Facility.
This equipment will be procured, installed, managed and monitored by Scientel through the existing contracts the City maintains with Scientel: resolution R21-135 is the award for camera maintenance city-wide and resolution R21-136 is the award for network managed services city-wide.
The proposal lists two options for equipment to be installed at the Facility. Option 2 was selected due to expected usage and growth at the Facility. This option consists of:
Camera Equipment and Installation: $37,626.03.
Internet Equipment and Installation: $66,656.75.
This purchase will be made using existing funds in Account Number # 287-1280-419.64-21.
• Consent was given to a Resolution authorizing the approval of funding specified for finish line grants for eligible projects.
City government of Aurora documents show the purpose of the finish line grants is provide reimbursement funding to downtown businesses using TIF funds. The program has facilitated redevelopment of several key projects in the downtown that would not have moved forward without this “finishing” funding.
Finish Line Grants had been under the auspices of Invest Aurora. In order to better coordinate City initiatives, Council approved the revised Invest Aurora contract on July 26th, 2022, that included transfer of Finish Line administration to the Mayor’s Office of Economic Development.
There has been much productive discussion regarding the best means to evaluate, analyze and distribute funds for key business in need locating or presently doing business in Aurora. This has been made more complex by the shorter and now longer impact of COVID-19. Council made suggestions and then approved a new grant program (RE-START) that while administered by MOED, relies heavily on input and recommendations by City Council members, with their very specific knowledge of needs within their wards.
The Finish Line Grant program has been and is envisioned in the future to assist downtown businesses as more traditional market forces take hold. There will be a Finish Line request in the city government’s 2023 budget.
The request is meant to complete previously committed funding and provide context for pending requests that are anticipated to come before the City Council in the remainder of 2022.
- Here is a brief recap:
Finish Line Funds remaining for 2022: $360,000; approved RDA with Finish Line Funding (Category I) ($105,000); Invest Aurora recommendation for projects now underway (Category II) ($100,000); funding in cue to be brought to the City Council for approval (Category III) ($155,000). The balance anticipated at year end: $0.
The Grants here can be divided into three categories.
Category I
Grants that were committed within previously approved redevelopment agreements by City Council with the Finish Line portion of the funding committed by Invest Aurora management.
The Lofts on Broadway $75,000.
Galena Liquors $30,000.
Subtotal: $105,000.
Category II
Grants that were committed by Invest Aurora for work that is underway. As had been the City’s protocol, checks will not be sent out without review and approval of the Finance Department, Building and Permits and the Mayor’s Office of Economic Development.
The Aurora Business Center $75,000, Complete interior renovation at 31 West Downer.
La Quinta de Los Reyes $25,000, Grease trap funding as part of Phase I renovation.
Subtotal $100,000. Total Categories I & II $205,000.
Category III
This category is for informational purposes only. Funding is expected to take place prior to the end of 2022. MOED and other City departments are working closely with these businesses. Each item will be brought to Council with a complete informational package.
The Garage $52,028, Part of the “Premil franchise, this highly regarded location on New York Street is a minority-owned shoe and accessory store, moving into City-owned Stolp Island Garage. The former office space is in need of major renovation, funding will be in two parts reflecting two leases for storefronts on either side of Subway).
Amore Mio $75,000, Lease is signed for new restaurant in 31-33 W New York spaces.
Caton Commercial $14,750, Real estate firm moving into River Street Plaza.
State farm relocation $12,175, Longstanding Broadway business leaving space on Broadway to make way for new dispensary.
Society 57 $1,047, Creation of garbage area for the business.
Subtotal $155,000.
Total of all remaining Finish Line funds to be disbursed in 2022: $360,000.
Every Finish Line Grant is assisting a business that has been in a facility that has been in significant need of repair and has seen substantial investment from the owner/entrepreneurs. Category I projects (The Lofts on Broadway and Galena Liquors (formerly Foremost) have had a significant impact on downtown revitalization. Category II projects have induced significant investment and investment planning for two prime locations (La Quinta and the Aurora Business Center, a key downtown office building). Category III projects have been worked on by staff members for a number of months and will likewise add new business opportunities in the downtown.
• Consent was given to a Resolution to authorizing the execution of an airport maintenance operation agreement with Airfield Maintenance Services, LLC for a term not to exceed three years.
City government of Aurora documents show the City is seeking to enter into a three year contract with Airfield Maintenance Services, LLC for maintenance at the Aurora airport.
President of Airfield Maintenance Services, LLC, John Broz, has been performing airfield maintenance for the airport for years as an employee of Dan Wolf Inc. (DWI). The owner of Dan Wolf, Inc., passed away this summer and John Broz has been continuing to provide maintenance under the DWI contract, but is seeking to continue maintenance through Airfield Maintenance Services, LLC.
Airport maintenance is required twenty-four hours a day, seven days a week in order to keep the airport functioning at all times for planes, businesses and passengers. Maintenance services include mowing, snow removal, painting, electrical, lighting, gate operation and stormwater drainage.
This three-year contract will allow the city government to continue to receive maintenance service at the airport for the next three years.
• Consent was given to a Resolution authorizing the director of the Purchasing department to enter into an agreement with Midwest Power Industry Incorporated for the preventative maintenance of eight emergency engine generators at Aurora’s wastewater and stormwater lift stations as well as at the Water and Sewer Maintenance Facility for the City of Aurora’s Water and Sewer Maintenance Division.
City government of Aurora documents show the purpose for this resolution is to enter into an agreement with Midwest Power Industry Inc. to perform preventative maintenance on eight standby emergency generators for the City’s Water and Sewer Maintenance Division.
The Water and Sewer Maintenance Division operates and maintains four sanitary sewage lift stations and three stormwater lift stations. To ensure continuous operation of the lift stations during power outages, emergency generators are at each lift station as well as the Water and Sewer Maintenance facility at 649 S. River Street.
The City clerk received and opened 5 bids for the subject work September 28. Midwest Power Industry Incorporated was the low bidder for a total yearly cost of $16,888.44. The contract is for one year with the option upon mutual consent to extend the contract for two additional one-year extensions.
The bid was subject to the Local Preference Ordinance, however no local bidders submitted.
Midwest Power Industry is in McHenry, and per the references included with the bid, has satisfactorily performed similar work for several municipalities.
Funding for the work is included in the 2022 budget and the proposed 2023 budget in account 510-4063-511.38-67 within the Water and Sewer Fund.
This work is needed to protect the health and safety of the public and to comply with Illinois Environmental Protection Agency requirements.
• Consent was given to a Resolution adopting unit price bids for the for the on-call full replacement of disturbed lead water service lines in 2023 within the City.
City government of Aurora documents show the purpose is to assist City of Aurora water customers impacted by water distribution system maintenance with the full replacement of their disturbed lead water service lines.
The City Council established the Lead Water Service Line Replacement Program in August 2018 which was revised in August 2021. The 2018 Program originally included the City replacing the portion of a lead water service line in the public right-of-way with copper pipe when a lead service line is disturbed due to required maintenance or the homeowner has committed to replacing the private portion of the service at the same time. The 2021 approved policy revision allows for the full replacement of lead service lines from the water main to the water meter at the cost of the City instead of just the replacement in the City Right-of-way.
The 2023 On-call Lead Service Line Replacement Contract was publicly advertised for bids. Contractors were invited to submit unit price bids for the on-call replacement of full lead service lines within the City. The bids were received on October 26, 2022. The unit prices from each bid were inserted into an example service replacement job and the bid tabulation shows the ranking of the bids that was established by this example job total. The location and timing of these services will be based on future need and they will be offered to the contractors based on the order listed in the bid tabulation. These unit prices will be valid through December 31, 2023.
Based on the average number of leaking water services over the last several years, the engineering division anticipates a total contract need of $1,750,000.00. The proposed 2023 budget provides funding for this expense within the Water and Sewer Fund in account 510-4058-511.73-02 (IC080) which has an anticipated budget of $2,500,000. This contract was subject to the local vendor preference ordinance and one local qualified bidder submitted. However, the local bidder was not within 5% of the next lowest bid and therefore did not impact the bid results.
Adopting this resolution will provide an efficient means for the City government to contract for the replacement of lead water service lines within Aurora.
• Placed on unfinished business for further research/discussion was a Resolution approving Petroleum Traders Inc. and Al Warren Oil Company Inc. for the purchase of unleaded and diesel fuels for the city of Aurora fleet and backup generators.
City government of Aurora documents show the city of Aurora fleet requires gasoline and diesel fuel for daily operations. Several divisions have emergency backup generators at critical facilities/locations that need to receive fuel deliveries.
The City of Aurora procures motor fuel through the Kane County contract which includes the Kane County Sheriff’s Office, Department of Transportation, Forest Preserve, and the City of Aurora. The current contract is in the final year of extension and expires November 30, 2022.
To establish a successor contract, Kane County advertised “Bid 22-045 Gasoline” and received bids from four vendors: Petroleum Traders Inc., Al Warren Oil Company Inc., Mansfield Oil Company, and Arneson Oil Company. Given that motor fuel is subject to fluctuating commodity pricing, the bids were based on the Oil Price Information Service (OPIS) low price index for Chicago, on September 2, 2022, plus vendor markup.
To minimize costs, simplify logistics, and streamline the procurement process, the Kane County Board voted to award the successor fuel purchase contract to the two lowest bidding vendors, for all products combined. Petroleum Traders, in Fort Wayne, Ind., was selected to supply tank loads (7,000 – 10,000 gallons) of fuel products. Al Warren Oil Company, Inc., in Hammond, Ind., was selected to supply wagon loads (200 – 5,000 gallons) of fuel products. The contract is for a one year term which commences on December 1, 2022 and expires on November 30, 2023, with two, one year renewal options.
$3,672,800.00 has been requested in the 2023 City of Aurora budget, allocated in multiple xxx-xxxx-xxx-62.40 accounts, for the purpose of providing fuel for the City’s motorized fleet and backup generators.
The Fleet Maintenance Division will store and dispense fuel at the City of Aurora Central Garage, Parks & Recreation, Central Fire Station, Fire Station #3, and Fire Station #8. The cost of fuel dispensed from these locations will be charged back internally to the applicable xxx-xxxx-xxx.62-40 accounts. Following internal sales, the projected 2023 expenditures for motor fuel is $1,934,500.00.
Petroleum Traders and Al Warren Oil Company, Inc. are not indebted to the City.
• No action was taken on a review of the proposed 2023 City Budget – Community Services.
• Left on new business was a Resolution approving two leases at 5 East Downer Place, Suite A and E, with city of Aurora government as lessor and PreMil LLC as lessee, and related Finish Line Grant funding.
City government of Aurora documents show the resolution is for approval of a lease between the city of Aurora government and PreMil LLC for two spaces in the Stolp Island Parking deck and related funding.
The City has two vacant office spaces in the parking deck on either side of the Subway that have been used exclusively as government office spaces; various City departments have occupied the approximate 1400 square feet western space (Suite E) including most recently the law department, special events and communications. The eastern space (Suite A), also about 1400 square feet had been occupied most recently by the Metro West Council of Government before vacating over a year ago. Both spaces have been non-revenue producing and configured as offices including dropped ceilings and numerous demised offices.
The city government determined that a higher and better use is the conversion of these spaces for retail use especially considering the recent activity at the Stolp/Downer intersection with Charlie’s Creamery, Craft Urban, QT3 and Katherine’s Place on the other three corners. With the interest of a successful Aurora based retailer in moving into both spaces, staff members determined this was an ideal time to rehabilitate these offices for retail use.
Downtown Aurora is uniquely positioned to attract a new wave of retailers who are smaller, more unique and offer experiences that cannot be found in other downtowns and traditional shopping places. The national retail landscape has shifted as priorities have been reshaped and new expectations created. Against this backdrop, the city government has worked closely with PreMil and its founder Nestor (Gio) Rodriguez to create a special shopping place that fills this need.
The city government will contribute funding to transform these spaces from office to retail and PreMil will contribute funding to tailor the space to PreMil’s customer base, for working capital and to fund increased inventory needs.
PreMil is a street wear-focused brand and retail location. The brand had been worn by platinum-recording artists, NFL and NBA players, and influencers throughout the country. The Company has attracted tens of thousands of visitors to Aurora who have come to shop their apparel, sneakers, and other items and to connect to the brand’s empowering messaging be it conveyed in popular pop-up community markets, curated events or entrepreneurial workshops.
The two suites operating under the PreMil flag will offer two distinct albeit related experiences. The store east of the Subway sandwich shop will showcase their popular apparel and footwear including their own in-house label and a curated selection of multi-brand fashion products in a more modern version of their current store at 46 West New York.
The storefront to the west (“The Garage by PreMil”) will be primarily a retail print shop with elite branding capabilities for promotional products, apparel, accessories and more. It will feature the most coveted specialized sneakers along with a wide assortment of skateboards and related equipment. It will be an experiential space that in addition to its B2B businesses will attract artists and entrepreneurs not only as customers and brand ambassadors but also to experience firsthand how a value-based brand can grow, prosper, and cross pollinate with their own businesses. The plan for the Garage by PreMil was curated with Gio with guidance form Harriett Parker, manager of the small business development center at Waubonsee Community College.
The city government and PreMil obtained three bids to cost out the conversion of the two 5 East Downer Place spaces from older office space to current retail standards. Based on the lowest competitive bid, the total budget is approximately $275,000 which includes a 10% contingency. The City is paying to prepare the space for PreMil to” white box” condition (as it would need to for any similar retail tenant) and PreMil is financing its own cost for tenant improvements and working capital.
These costs were divided based on estimated landlord/tenant responsibilities at $200,000 for the City (landlord) and $100,000 (tenant).
The City is seeking approval to utilize $51,955 in 2022 Finish Lines grant funding and $68,045 from the 2023 planned Finish Line allocation or a total of $120,000. The City will also use $30,000 from funds remaining from the closing of TIF funds for an interim total of $150,000. The final $50,000 that makes up the City’s total $200,000 commitments will come from PreMil’s own initial borrowing.
PreMil will be financing $150,000 from the EDA revolving loan program that is administered by Invest Aurora of which the City will reimburse $50,000 through free rent in the initial two years of the lease. The remaining $100,000 will go toward PreMil’s tenant improvement responsibility.
The City’s cost of conversion of approximately $70 per square is comparable to experience with other spaces needing substantial upgrade. These costs include allocations for demolition, electrical, plumbing, painting, replacement of storefronts, replacement of dropped ceilings and other costs that would have to be expended to attract a similar bona fide retail user. Tenant costs include installation of garage doors and the creation of interior tenant spaces.
The lease itself will be for 5 years with an option to renew based on mutual agreement. The rent is at a market rent of $12 per square foot. The rent is abated in year 1 and 2 to give the City an opportunity to reimburse PreMil for their advancing $50,000 in City construction obligations. Year 3 will be free rent; Year 4 is fixed at half rent and Year 5 full rent of $,2800 per month. Tenant will pay their own utility costs.
• No action was necessary for an Ordinance amending Chapter 14, Emergency Management Agency.
City government of Aurora documents show the purpose of this amendment is to update the chapter to be consistent with current state laws.
The city government has an ordinance, established in 1959 and last updated in 2004. The current ordinance does not reflect current state legislation (20 ILCS 3305) which outlines emergency management programs and agency establishment and responsibilities throughout the State.
The purpose of the emergency management agency is to provide for the preparation and carrying out of plans for the protection of persons and property within Aurora in the event of the emergency or disaster. The program and operations of the emergency management agency is not consistent with the established Chapter 14 and this chapter is found to be outdated compared to state legislation.
Aurora’s Emergency Management Agency is required to follow a specific program outline as mandated by the State, but the established ordinance does not provide clear provisions and understanding for the role, actions, and authority of the emergency management agency.
This proposed amendment will correct references make clarifications and amend sections regarding the emergency management agency and program.
Without the appropriate amendments to this ordinance, the emergency management agency will remain restricted in its abilities and capabilities because no provisions have been identified resulting on the city relying heavily on a county agency to provide support. The amendment will provide for greater planning and preparedness, better response operations, and increased resiliency and recovery for the community because it will afford a foundation for an established and functioning agency within Aurora.
• Final approval for items on the Committee of the Whole consent agenda are set to be made at the November 22 Aurora City Council meeting.