By Jason Crane
The Aurora City Council offered praise Tuesday, Nov. 1 for the work of the City’s Economic Development Commission for the Re-Start Retention Grant program to address business losses as a result of the COVID-19 pandemic at the Committee of the Whole meeting.
The Commission is recommending the approval of awards to a total of 58 businesses out of 69 throughout Aurora who applied. Final approval for items on the Committee of the Whole consent agenda are set to be made at the November 8 Aurora City Council meeting.
The Council’s consent will authorize the City of Aurora government’s chief financial officer/City treasurer to disburse payments to eligible businesses recommended for award as part of the City’s Re-Start Retention Grant program to address business losses as a result of the COVID-19 pandemic.
City government of Aurora documents show the impact of the COVID 19 Pandemic continues to be felt by Aurora small businesses. Federal relief programs have not addressed all of the financial needs of Aurora businesses and in some cases such programs have placed a reporting burden that has reduced the level of application or eligibility for many businesses.
The Re-Start Retention Grant program was created by the city of Aurora government to distribute funding to businesses in a responsible and expedient manner.
This program is designed to support Aurora businesses to re-start or stay open in the face of continuing adverse financial conditions arising from the COVID-19 pandemic and reimburse a portion of business losses suffered as a direct result of the public health crisis and assist as they adjust to the resulting business demands. These conditions include, but are not limited to, the repayment of deferred rent, reopening costs, higher labor costs and supply chain issues that impact their daily bottom line.
Businesses are dealing with labor shortages and the higher costs of labor as well as increasing costs in supplies and equipment. This situation compounds the prior issues of deferred rent or loans outstanding resulting from the pandemic.
The major components of the program included funding, requirements and guidelines. Funds for the program comes from two sources this year. The first source is $230,000 in remaining funds from the CERF program and the second is $270,000 from the American Rescue Plan Act, totaling $500,000.
Payments to qualified businesses will be distributed as a one-time grant.
The creation and administration of this program has been responsive to the needs of Aurora businesses by providing a straight-forward and quickly disbursed grant program.
Since the Council approved this program, until the application deadline, the City worked very hard with Aurora’s Communications Department and partner agencies to market the program. All communications have been in both English and Spanish.
The main reasons that businesses were not deemed to be eligible were:
1) The business was not in Aurora, or was a home-based business.
2) The business was not in good standing with the City or State.
3) The business was in an excluded industry type.
Downtown director of Aurora’s Economic Development Commission, Elle Withall, said, “In less than four months we have marketed, administered, and facilitated more than $408,053.40 in grant funding to nearly 60 qualified businesses.”
She shared some metrics of the program, “Fifty-seven percent of the applicants were minority-owned.
“Forty-eight percent were woman-owned.
“Seventy-six percent of business owners and employees live right here in Aurora. This shows that this program is not only helping the people that work in Aurora, but is also helping the people that live right here in Aurora.”
Mayor Richard Irvin said, “Every single alderman participated in this and identified businesses in their own wards that they thought were needing of assistance.”
Mayor Irvin praised Withall, “Elle, I want to make it clear, you personally went to all of these businesses, even though they weren’t aware that this grant program helped.”
• Two individuals used their voices for up to three minutes:
Aurora resident Matthew Orr expressed his suppport for the resolutions appointing members to the Aurora Lesbian, Gay, Bisexual, Transgender, and Queer (LGBTQ), Advisory Board.
Aurora resident Adam Pauley expressed his appreciation and support for the resolutions appointing members to the LGBTQ Advisory Board. Pauley is one of the Board appointees.
The City Council gave consent to the following agenda items likely to be placed on the full City Council agenda Tuesday, Nov. 8:
• Consent was given to three Resolutions appointing a total of nine members to the recently-created Aurora LGBTQ Advisory Board.
The Lesbian, Gay, Bisexual, Transgender and Queer (LGBTQ) Advisory Board was established by mayor Richard Irvin to elevate the voices and work to address the needs to the LGBTQ community and further the goal of citywide equity and inclusion.
This nine member advisory board will be housed under the Mayor’s Office of Community Affairs (MOCA) and operated by a member of that department.
Candidates for a three-year term are: Zachary Bishop, Ward 9; Paulene Spika, Ward 2; and Frederick Yanos, Ward 1.
Candidates for a two-year term are: Adam Pauley, Ward 4; Michael Vargas, Ward 3; and Briana Moss, Ward 6.
Candidates for a one-year term are: Ivan Quinones, Ward 5; Brittney Borowicz-Keller, Ward 10; and Sean Li, a non-resident.
• Consent was given to a Resolution approving the appointment of Zoe Williams to the Aurora Youth Council. Williams is a student at Metea Valley High School and resident of the 10th Ward.
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.
• Consent was given to a Resolution authorizing the execution of labor agreement between the City of Aurora and Fire Local 99 from January 1, 2022 to December 31, 2025.
The purpose is to obtain authorization to execute a labor agreement between the City of Aurora and Fire Local 99.
City government of Aurora documents show the Fire Local 99 contract expired on December 31, 2020. A one-year rollover agreement was executed in 2021. Negotiations began in September 2022 between the City of Aurora and Fire Local 99.
The Union ratified the contract on October 13, 2022. Highlights of negotiated terms include two increases for the employee contribution to the health insurance premium, 17.5% in 2024 and 18.5% in 2025, an increase from 16.5%. For each year of the contract the wage increase is 3.5%, similar to what other bargaining units will receive for those years.
The ARPA funds give the City an opportunity to provide a one-time enhancement. The City agreed to emergency action pay of $4,000 for all Fire Privates and Fire Lieutenants and an additional $1,000 for Fire Paramedics hired between March 9, 2020 and December 31, 2021. Emergency action pay is an ARPA-designated use limited to public safety employees and provided for in the emergency legislation and will not be paid for from general funds.
• Consent was given to a Resolution authorizing a one-year extension of an agreement with Vision M.A.I., LLC for the governmental affairs consulting services of Bukola Bello.
City government of Aurora documents show Vision M.A.I., Bukola Bello, has been representing the City of Aurora since mid-2020. Initially the City government’s goal with growing the lobby team was to expand outreach efforts in Springfield and grow relationships with the various Caucus’. The circumstances of 2020 upended the initial plan, and Bukola began to work with the City administration on several legislative issues and was a key player in navigating the changing landscape in Springfield during and following the COVID-19 pandemic.
The challenges presented in 2022 and headed into 2023 remain significant. Bukola and her team, in partnership with Scott Marquardt and his team continue to provide timely and vital support to the City through lobbying efforts, facilitating meetings with key stakeholders and attending meetings on Aurora’s behalf.
Below are some highlights of accomplishments over the past year.
• Facilitated meetings with key stakeholders on House Bill 5452, the Drone Legislation proposed by the Aurora Police Department (APD).
• Secured sponsors for HB 5452 in the Senate and the House.
• Secured a seat for Aurora on the Lead Service Line Replacement Act Committee.
• Facilitated a tour of APD for representative Maura Hirschauer to see firsthand the Body Worn Camera (BWC) program in action.
• Facilitated outreach for Aurora’s Legislative Breakfast.
• Supported efforts regarding Aurora’s public safety legislation and suggested trailer bill language.
• Worked through budget information related to the State Budget.
• Arranged meetings with legislators and State agencies on matters important to Aurora including the Illinois Department of Public Health and Department of Commerce and Economic Opportunity.
• Assisted City staff members with State Agency contact and response.
• Coordinated City Council Members visits with State Legislators while in Springfield.
• Created a new legislative report based on feedback from Council Members based on bills of interest for Aurora.
The City Council approved changes to Bukola’s agreement in March of 2022. City government staff members are requesting to renew the revised agreement for the 2023 year.
There are no significant changes to the 2023 agreement. Funds have been budgeted at a rate of $6,150/month in account #101-1002-413-32.20.
• Consent was given to a Resolution authorizing an agreement with Roger C. Marquardt & Co. for the government affairs consulting services of Scott Marquardt.
The purpose of this item is to request the City Council’s approval to hire an additional lobbyist to represent the City of Aurora.
City government of Aurora documents show Aurora has been represented by Vision M.A.I. since 2020. City government staff members are requesting an extension of that agreement as well. In March of 2022, the City also began working with Roger C. Marquardt & Co., Scott Marquardt on a limited basis. Given the current volume of work related to City representation in Springfield, staff members have determined Aurora would continue to benefit from an additional representative.
The challenges presented in 2022 and headed into 2023 remain significant. Below are some highlights of accomplishments over the past year.
• Walked through the State budget with City staff members to determine areas of concern and access funds budgeted for Aurora.
• Supported the lobby team with outreach for Aurora’s Legislative Breakfast.
• Supported efforts regarding Aurora’s public safety legislation and suggested trailer bill language.
• Arranged meetings with legislators and State agencies on matters important to Aurora.
• Assisted City staff members with State and not for profit agency contact and response.
• Coordinated City Council members visits with State Legislators while in Springfield.
• Work with county boards on Aurora-specific matters.
• Sends weekly report on Springfield happenings to City Council members and staff members.
Aurora has utilized a city-specific government relations contractor since 2006. In 2020, City officials added a second contractor, who has worked well the past two years. Heading in to 2023, staff members are requesting to formalize the agreement and add Scott Marquardt to the team for the remainder of 2022 and all of 2023.
Funds have been budgeted at a rate of $6,150/month in account #101-1002-413-32.20.
• Consent was given to a Resolution authorizing the director of the Purchasing department to execute the engineering services agreement supplement #2 in the amount of $22,733.59 with HR Green, Inc for the Paramount Riverwalk Promenade Project phase II engineering.
City government of Aurora documents show this Resolution will authorize the Phase II Engineering Services Agreement Supplement #2 to finish the Bid Documents for repairs to the Riverwalk Promenade next to the Paramount Theatre Buildings from Downer Place to Galena Boulevard.
The Paramount Riverwalk Promenade is a concrete and brick walkway that overhangs the Fox River and connects sidewalks from Downer Place to Galena Boulevard. The walkway is supported by concrete encased steel cantilevered beams from the adjacent Paramount buildings. The original construction of the main structural components date back to 1915. Other additions and renovations to the Promenade were done in 1977 and 1994.
In 2016, the city began a program to inspect Pedestrian (Ped) Bridges and the Paramount Promenade. The Promenade was determined to be in fair to poor condition with spalled and deteriorating concrete, exposed rebar and extensive deterioration to some structural elements. Due to the condition and load limits identified in the report, the city has posted that no motorized vehicles are allowed on the Promenade. This restriction has limited the city’s ability to fully utilize the Promenade. In 2017, the city retained HR Green to complete an in-depth technical review of the Promenade and determine repair options to address deterioration, appearance, drainage and return the walkway to full use. In March 2019, the city approved an agreement with HR Green to prepare detailed plans and specifications in the amount of $52,801.28 (R19-071). Supplement #1 was approved later in the amount of $15,870.78 (R20-032).
The majority of the Promenade frontage is owned by the Paramount. City staff members have been working with Aurora Civic Center Authority (ACCA) staff members to move this project forward. ACCA and the City of Aurora requested financial assistance for the Promenade project and a project at the North Island Center (NIC) Plaza through a potential State Capital Bill. The State Capital Bill was approved and appropriated $725,000 to ACCA for the Paramount Riverwalk Promenade improvements and $225,000 to the City for the NIC Plaza improvements. The IGA with ACCA will set the basis for administration of the projects as they move forward. ACCA is working with Illinois Department of Commerce & Economic Opportunity (DCEO) on the funding paperwork. The Promenade repairs project will likely be constructed in 2023.
ACCA is working with HR Green directly on another inspection of the Promenade. This supplement #2 will update the repair/rehabilitation plans for additional deterioration based on the most recent inspection data. This scope also includes supplemental efforts to add intermittent pedestals along the steel railing, possibly utilizing faux stone paneling, adjust brick paver layouts as needed to accommodate the addition of the pedestals, finalize light pole support details and complete the plans and specifications. Per the IGA, ACCA will contract for the construction. ACCA will also reimburse the City for these design engineering costs, including this Supplement #2.
The 2022 City Budget provides $500,000 for these services in account no. 340-4460-431.73-80, (Capital Improvements Fund), CIP # G016.
• 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 Edwin Hancock Engineering Co. in the not to exceed amount of $79,584.00, and the appropriation of $444,272.00 of MFT Funds for the Montgomery Road Resurfacing Project.
The purpose is to execute the joint funding agreement for State-led construction work 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 Edwin Hancock Engineering Co. and to appropriate Motor Fuel Tax (MFT) Funds by Illinois Department of Transportation (IDOT) Resolution.
City government of Aurora documents show the City applied for federal funding in the March 2020 Kane-Kendall Council of Mayors (KKCOM) Call for Projects and secured funding for 11 different projects. This project was selected to be in KKCOM’s 5-year program.
The project will resurface Montgomery Road from Frontenac St to IL Route 59 with spot ADA sidewalk ramp and curb repairs. The funding ratio for these projects is 75/25 (75% federal / 25% local) for Construction and Construction Engineering, up to a maximum amount of $648,000 for this project. Resurfacing projects like this help reduce the burden of funding the City’s yearly resurfacing program with local and MFT funding sources.
The City has been performing Phase 1 and Phase 2 Engineering in-house with aid from a consultant on drafting. 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 October 3, 2022. The project is targeting a January 20, 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 Montgomery Road Resurfacing Phase 3 Engineering services on August 12, 2022. Sixteen firms submitted their qualifications. City staff members reviewed the qualifications submitted and determined that Edwin Hancock Engineering Co. (Hancock) was the most qualified with the top 3 firm’s scores. Hancock and the proposed Resident Engineer have successfully completed Phase 3 Construction Engineering Services for many federally funded projects, including numerous resurfacing projects like this and a past project for Aurora. The Phase 3 Engineering Agreement (BLR 05530) from Hancock in the amount of $79,584.00 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 is approximately $953,000.00. The City’s portion of the construction cost would be approximately $364,688.00. The City will have to front fund the Construction Engineering (CE) cost and up to 75% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $79,584.00. The City’s portion of the CE cost would be approximately $19,896.00. The approximate total cost of C&CE (City’s Share) would be $384,584.00.
Both drafts of the agreement are under review by IDOT. IDOT has issued guidance that these forms must be locally executed and submitted by December 7, 2022 in order to stay on schedule for the January 2023 state letting. If the forms are amended by IDOT, the mayor and city clerk will execute the most current forms.
IDOT requires a Resolution to appropriate the MFT Funds prior to their expenditure for approved projects. The Resolution for Improvement – BLR 09110 appropriating MFT Funds is in the amount of $444,272.00. The resolution amount is higher than the anticipated City’s share in order to cover front funding the Construction Engineering cost.
The 2023 City Budget is anticipated to provide for sufficient funds in Account 203-4460-431.79-99 (GB145, Montgomery Rd – Frontenac to IL 59.).
Roadway traffic will be reduced to one lane at various times during construction.
• Consent was given to a Resolution authorizing the execution of a Joint Funding Agreement with the State of Illinois, the execution of a Phase 3 Construction Engineering Services Agreement with Thomas Engineering Group in the not to exceed amount of $102,814.00, and the appropriation of $430,814.00 of MFT Funds for the Liberty Street Resurfacing Project.
The purpose is to execute the joint funding agreement for State-led construction work by reserving sufficient funds to cover the local agency share of the project cost by resolution, to approve the Phase 3 Construction Engineering Services Agreement with Thomas Engineering Group and to appropriate Motor Fuel Tax (MFT) Funds by Illinois Department of Transportation (IDOT) Resolution.
City government of Aurora documents show the City applied for federal funding in the March 2020 Kane-Kendall Council of Mayors (KKCOM) Call for Projects and secured funding for 11 different projects. This project was selected to be in KKCOM’s 5-year program.
The project will resurface Liberty Street from Commons Drive to IL Route 59 with spot ADA sidewalk ramp and curb repairs. The funding ratio for these projects is 75/25 (75% federal / 25% local) for Construction and Construction Engineering, up to a maximum amount of $750,000 for this project. Resurfacing projects like this help reduce the burden of funding the City’s yearly resurfacing program with local and MFT funding sources.
The City has been performing Phase 1 and Phase 2 Engineering in-house with aid from a consultant on drafting. 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 October 3, 2022. The project is targeting a January 20, 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 Liberty Street Resurfacing Phase 3 Engineering services on August 12, 2022. Seventeen (17) firms submitted their qualifications. City staff members reviewed the qualifications submitted and determined that Thomas Engineering Group (TEG) was the most qualified with the top 3 firm’s scores. Thomas and the proposed Resident Engineer have successfully completed Phase 3 Construction Engineering Services for many federally funded projects, including numerous resurfacing projects like this and a past project for Aurora. The Phase 3 Engineering Agreement (BLR 05530) from Thomas Engineering Group in the amount of $102,814.00 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 is approximately $1,003,000.00. The City’s portion of the construction cost would be approximately $328,000.00. The City will have to front fund the Construction Engineering (CE) cost and up to 75% of this cost will be reimbursed by IDOT, at a later date. The estimated total cost of CE is $102,814.00. The City’s portion of the CE cost would be approximately $27,814.00. The approximate total cost of C&CE (City’s Share) would be $355,814.00.
Both drafts of the agreement are under review by IDOT. IDOT has issued guidance that these forms must be locally executed and submitted by December 7, 2022 in order to stay on schedule for the January 2023 state letting. If the forms are amended by IDOT, the mayor and city clerk will execute the most current forms.
IDOT requires a Resolution to appropriate the MFT Funds prior to their expenditure for approved projects. The Resolution for Improvement – BLR 09110 appropriating MFT Funds is in the amount of $430,814.00. The resolution amount is higher than the anticipated City’s share in order to cover front funding the Construction Engineering cost.
The 2023 City Budget is anticipated to provide for sufficient funds in Account 203-4460-431.79-99 (GB146, Liberty St – Commons to IL 59).
Roadway traffic will be reduced to one lane in each direction at various times during construction.
• Consent was given to a Resolution authorizing the appropriation and expenditure of MFT funds for snow removal operations in 2023 in an amount up to $2,759,600.00.
The purpose is to execute the Illinois Department of Transportation (IDOT) resolution necessary to appropriate Motor Fuel Tax (MFT) funds for the purchase of sodium chloride (rock salt) and liquid calcium chloride (pre-wetting agent) for 2023 (MFT Section No. 23-00000-00-GM).
City government of Aurora documents show the salt and calcium chloride to be used for snow removal will be purchased through the State’s Central Management Services Office and the DuPage County Procurement Services Division; both entities secured multiple bids through a publicly advertised sealed process, establishing competitive unit prices.
Prior to any expenditure of MFT funds, the State must review the proposed expenditure and authorize the use of MFT funds. The $2,759,600.00 is an estimate for what will be needed in 2023; however, the actual expenditure is dependent upon the severity of the winter and the number of events that require the use of these chemicals. Any unused funds from this expenditure will be returned to the City’s unobligated MFT balance at the end of 2023.
The 2023 budget is anticipated to include $2,759,600.00 for snow removal materials. This includes $1,339,000.00 for sodium chloride (rock salt) and $20,600.00 for liquid calcium chloride (pre-wetting agent), which is in line with past years. The 2023 request also includes a $1,400,000.00 decision package for additional salt to fill the new salt storage dome at the Public Works Combined Maintenance Facility.
These expenditures will be within account 203-4460-431.65-32 (Salt) and 203-4460-431.65-33 (Calcium Chloride).
Approval of this resolution will provide the City with the necessary materials to perform proper snow and ice control on city streets during the 2023 calendar year.
• Consent was given to a Resolution authorizing the supplement appropriation and expenditure of MFT funds for snow removal operations in 2022 in an amount up to $180,000.00.
The purpose is to execute the Illinois Department of Transportation (IDOT) resolution necessary to appropriate additional Motor Fuel Tax (MFT) funds for the purchase of sodium chloride (rock salt) for 2022 (MFT Section No. 22-00000-00-GM).
City government of Aurora documents show the salt and calcium chloride to be used for snow removal will be purchased through the State’s Central Management Services Office and the DuPage County Procurement Services Division; both entities secured multiple bids through a publicly advertised sealed process, establishing competitive unit prices.
Annually, the City estimates the amount of snow removal chemicals that will be required. The 2022 budget includes $1,320,000 for snow removal ($1,300,000 for sodium chloride (rock salt) and $20,000 for liquid calcium chloride (pre-wetting agent)) which were authorized as R21-309. Due to the amount of materials used to date, an additional $180,000 of MFT funds will be requested to allow flexibility for additional expenditures. In order to replenish the City’s salt reserves in advance of the winter season, it is anticipated that additional funds above and beyond the 2022 budget of $1,300,000 for salt will be required and that a budget amendment will be processed. Any unused funds will be returned to the City’s unobligated MFT balance.
These expenditures are budgeted for in 2022 within account 203-4460-431-65.32 (salt) and 203-4460-431-65.33 (Calcium Chloride).
Approval of this resolution will provide the City with the necessary materials to perform proper snow and ice control on city streets during the 2022 calendar year.
• Consent was given to a Resolution to accept agreement number 823029 between the State of Illinois, Illinois Criminal Justice Information Authority (ICJIA) & the City of Aurora for a Youth Violence Prevention Program Grant for the Youth Services Division.
City government of Aurora documents show the Youth Violence Prevention Program Grant will be used to cover the cost of providing after-school/summer enrichment & soccer programs. This will help increase quality programs, academic enrichment, field trips, guest speakers, and a mobile soccer program for low income neighborhoods.
The Youth Services Division, in partnership with Cities in Schools Aurora, Aurora school districts, and the Fox Valley Park District have collaborated to provide quality after-school programs for Aurora students, focusing on at-risk youth. The programs provided assist all families, regardless of income level, in receiving quality programming for the academic, social, & emotional growth of all youth in Aurora.
The Youth Services Division continues to work with community partners to engage youth along with their families and provide programs that fits their needs. Since 2010, the City of Aurora has been a partner with Cities in Schools Aurora, school districts, and the Fox Valley Park District to provide after-school and summer programs for all youth in Aurora. This grant will assist with enhancement of those programs. Any expenses to spend the grant funds will follow the City’s purchasing processes and costs over $50,000 will be brought back to committee for review/approval. The following expense accounts will be used for this grant: for equipment purchases, account 101-1370-440.65-01. For supplies purchases, 101-1370-440.61-80. And for contracted services, account 101-1370-440.32-20. The revenue account for this grant will be 101-1370-337.30-40.
• Consent was given to a Resolution authorizing the purchase of a subscription for legislative management and FOIA management software from Granicus, Inc., Denver, CO, for three years for a total award of $242,365.26.
City government of Aurora documents show Granicus has provided services to the City 2013. This resolution is for a renewal of those services.
In 2013, the City government began using the Granicus Legistar solution to perform agenda management as well as audio streaming for all City Council and Committee meetings. Soon thereafter, the Granicus Boards and Commissions solution was added. In 2020, the City purchased a Freedom of Information Act (FOIA) management solution from GovQA of Woodridge. In 2021, Granicus acquired GovQA.
Under this renewal, all three Granicus solutions utilized by the City will be brought under one coterminous agreement.
Legistar and the Boards and Commissions solutions have been used successfully for many years by City staff members and Council. The FOIA management solution has also proven successful. All three products have intuitive portals for residents to utilize in interactions with the City.
Costs:
Year 1 (2022-2023): $63,658.89
Year 2 (2023-2024): $86,331.58
Year 3 (2024-2025): $92,374.79
Funds for these annual fees are available in account number 101-1280-419.45-02.
As of October 24, 2022, the final contract terms are being negotiated by the Law Department.
Not renewing the Legistar, Boards and Commissions and FOIA Management solutions will result in the inability to effectively conduct public meetings and respond to FOIA requests.
• Consent was given to a Resolution authorizing the engagement of Sikich LLP to conduct the audit of all funds and accounts of the City for the fiscal years ending December 31, 2022, 2023, 2024, 2025, and 2026.
The purpose is to facilitate the City Council’s approval of a proposed resolution that would provide for the engagement of Sikich LLP to conduct the audit of the city’s annual financial statements for the fiscal years ending December 31, 2022, 2023, 2024, 2025, and 2026.
City government of Aurora documents show that under State law, municipalities in Illinois are required to have an audit of their annual financial statements. Sikich LLP has audited the City’s financial statements since the late 1980’s. The City has been highly satisfied with Sikich’s examination of the City’s financial records. The firm’s assistance with the preparation of the City’s Annual Comprehensive Financial Report has been excellent as evidenced by the Government Finance Officer Association awarding Aurora the Certificate of Achievement for Excellence in Financial Reporting every year since.
The previous contract with Sikich for auditing services was for four years, covering the audits for the years 2018 through 2021.
Sikich has submitted a proposal to provide auditing services to the city for the fiscal years ending December 31, 2022, 2023, 2024, 2025, and 2026. The proposed services would meet the city’s needs.
Sikich has offered a fee for all auditing services for 2022 of $108,292 which is 3% higher than the 2021 fee. The fee increase for all services is 3% for the first three years and 4% for the remaining two years. Given the current rate of inflation and the increasing complexity of the City’s many requirements under the rules put forth by the Government Accounting Standards Board (GASB), this fee is very competitive. The City also benefits from having the firm in the Aurora area for governmental accounting. Sikich’s expertise in the areas of pension, TIF and long-term debt accounting and assistance with the implementation of new accounting pronouncements are invaluable to the Finance Department staff members. The firm has always been responsive and available when issues arise outside of the audit, and the City is able to obtain their input on complex accounting and taxation issues so that they are resolved correctly from their inception.
City officials considered the Request for Proposal (RFP) process but ultimately decided that this has not been an efficient or effective process for selecting an auditor. Sikich is one of the few firms that has the capability and adequate staff members to handle an audit of the City’s size and complexity of operations. With a typical RFP process there will be proposal responses from unqualified firms that would need to be evaluated as well as the potential for firms to submit a quote that is artificially lower than is required to properly perform the necessary work. Given the City’s longstanding relationship with Sikich and their existing knowledge of the City’s operations, renewal of the audit contract is the best option.
The audit fees are included in the city budget in the various funds where applicable.
Sikich does not have any past-due accounts or balances with the City.
• Consent was given to a Resolution authorizing the annual maintenance renewal for VMware Server software (VMware) used by the City of Aurora through CDW Government, Inc., Vernon Hills IL in the amount of $55,104.58.
City government of Aurora documents show that VMware is an industry standard virtualization software product that makes it possible to partition a single physical server into multiple virtual servers that run simultaneously thereby maximizing computing power on physical servers. This helps reduce capital expenses for additional physical servers. IT maintains a VMware environment at the Aurora PD datacenter which has 34 virtual servers, including many of the City’s largest systems, including: Computer Aided Dispatch and Records Management (CAD/RMS), Geographic Information Systems (GIS), SharePoint and eMail.
The VMware maintenance will be purchased using National IPA Contract #2018011-01 through CDW-G. The National IPA aggregates purchasing volume of participating agencies in order to receive larger volume discounts from suppliers. All master agreements are publicly solicited, awarded, and held by a Principal Procurement Agency. National IPA serves as a government cooperative purchasing organization for agencies nationwide and their agreements are made available to eligible agencies including City and Local Governments.
The funding for this purchase is earmarked in the IT Department account 101-1280-419.38-11.
Annual maintenance is required for VMWare to allow IT staff members to install security patches, receive support from VMware technicians and remain on supported versions of the VMware software.
• Consent was given to a Resolution authorizing purchase of ArcGIS 3D Analyst software from Environmental Systems Research Institute, Inc. (ESRI) of Redlands, California in the amount of $2,500.00 as an additional product of Arc Geographic Information System (ArcGIS).
City government of Aurora documents show the ArcGIS 3D Analyst extension adds a range of tools for spatial modeling and analysis by integrating raster and vector data. The Engineering Department has recently invested in a Topcon high-accuracy total station and GPS. When paired with the 3D Analyst extension City officials can take the survey data they collect in the field and solve complex problems by modeling terrains, creating surface contours, performing hydrologic analysis, and modeling distance and cost.
The City of Aurora has standardized on ESRI software for Geographical Information System (GIS) mapping. This software is utilized by GIS staff members, as well as several departments throughout the organization. It also interfaces with and provides mapping information for the Sensus’ water meter reading system, Development Services’ land files and TrakIT, Public Works JULIE tickets, and the City’s 911 Computer Aided Dispatch (CAD) system.
The current annual maintenance of the ESRI ArcGIS System is $49.780.82. With this purchase of the ArcGIS 3D Analyst extension, this puts the annual expenditure with ESRI over $50,000.
ESRI is the only authorized reseller on Arc Server and has been quoted from the Illinois State Contract #CMT1018633 valid through December 27,2023.
The funds are allocated in and will be paid from account number 101-1280-419.38-11.
Without this solution, the Engineering Department will continue have to analyze survey data collected in the field manually instead of using the ArcGIS solution to solve complex problems by modeling terrains, creating surface contours, performing hydrologic analysis, and modeling distance and cost.
• Consent was given to a Resolution approving the purchase of bulk rock salt in the amount of $69.59 per ton from Morton Salt Inc., Chicago, for the Division of Street Maintenance under the State of Illinois Joint Purchasing Agreement Bid for the 2022-2023 winter season.
City government of Aurora documents show the bulk rock salt is used to melt snow & ice from City streets, making them safe for vehicular traffic. The City government will be dividing the road salt purchase again this year between DuPage County Department of Transportation and the state of Illinois Joint Purchasing Agreement. By dividing road salt orders between two government agencies soliciting bids, City officials hope to have two different suppliers. This will provide alternate source of salt deliveries should one of the two providers be unable to make timely deliveries.
The City anticipates purchasing from Morton Salt Inc. Approximately 7,500 tons (50% of the City’s annual order) of bulk rock salt for the 2022-2023 winter season.
Local preference does not apply since the City government is participating in a Joint Bid through the State of Illinois.
$525,000.00 has been budgeted for this expense in the 2022 using account 203-4460-431.65-32 and the department does not anticipate going over budget with this approval.
• Consent was given to a Resolution authorizing a contract with Fehr Graham in the amount of $195,000 for the 2023 and 2024 citywide overlay manhole inspections.
City government of Aurora documents show the purpose is to execute a contract to allow Fehr Graham to provide engineering services for inspecting and providing repair recommendations for approximately 1,800 sanitary and storm manholes that are within the limits of the City’s Overlay Programs for 2023 and 2024. Personnel from Fehr Graham have successfully provided similar services in past.
Request for Qualifications are not subject to the Local Preference policy.
The City published a request for qualifications that was advertised on August 28, 2022 and two firms submitted statements of qualifications. Fehr Graham was selected as the most qualified firm by a 3 person review panel. After being notified of their selection, Fehr Graham prepared the proposal. This proposal includes a baseline scope of services with a not-to-exceed fee of $195,000. $50,000 within 2022 and $145,000 within 2023. Account 510-4063-511-73-14 has a current 2022 balance of $6,258,400.00 and a proposed 2023 balance of $4,933,400.00.
There may be lane closures during the duration of the contract where manhole inspections are being performed.
• Consent was given to a Resolution authorizing the director of the Purchasing Department to execute an amendment to the agreement with HR Green for engineering services related to the Broadway Avenue Improvement Project in the amount of $295,330.48.
City government of Aurora documents show by processing the amendments to the existing Broadway Avenue contract with HR Green, the City can continue moving forward with the design of the Broadway Streetscape project and two-way conversion of East Galena Boulevard and East New York Street between Lake Street and Broadway Avenue.
Since 2016, the City has been working with HR Green on various street improvements on Broadway Avenue between East New York Street and East Benton Street. The work included geometric improvements consisting of lane widening, parking modifications, turn lane additions and the necessary signal modifications to facilitate the conversion of East Galena and East New York from one-way to two-way. The project has now also expanded to include water main replacement, sewer separation and most significantly the inclusion of streetscape improvements due to the recently awarded “Main Street Grant”. The Main Street Grant will fund $3 million dollars of the approximately $7 million-dollar project.
In conjunction with HR Green, the City already completed preliminary plans and submitted to IDOT for permitting. Due to the time that has passed, many revisions are needed for those plans to conform to standards that have changed since the original submittal. Further, the scope of the project has now evolved to include streetscape improvements due to the grant.
By commencing work on these improvements this year, the City will hopefully have the required IDOT permit by sometime in the summer of 2023 such that construction can occur in 2023 and 2024.
This project is included in the 2023 budget that is moving through the approval process. A budget transfer will be submitted to account 354-4460-431.73.23 (GC75) to begin the engineering in 2022 in the amount of $100,000. This will be sufficient for the remainder of 2022 and additional funds will be allocated in 2023 if the Broadway project is included in the final budget that is approved by Council.
Initially, this engineering agreement amendment will not have any adverse impact on the public. In the future, when construction commences, Broadway will be reduced to one lane in each direction for approximately 18 months and various intersections and sideroads in the downtown will be impacted and delays are expected. As the design continues, staff members will look for opportunities to phase the work, if possible, to minimize the duration of the traffic impacts.
• No action was needed on information presented for general discussion of Chapter 25 “Licenses, Permits and Miscellaneous Business Regulations” in the Aurora Code of Ordinances.
City government of Aurora documents show at the September 6, 2022 meeting, City staff members brought forth a discussion item of Chapter 25, Article XI “Tattoo Establishments” at the request of the Rules, Administration and Procedures (RAP) Committee to determine if changes to that section were warranted. The RAP Committee indicated they would like to see modifications, which are in the process and will be presented at an upcoming meeting.
In addition to the changes to Article XI, the City Council has also requested a review of Article 25-XII “Mobile Food Unit Vendors”, and a request from community members to review Article 25-VIII “Raffles”.
Rather than bringing these items through piecemeal, staff members plan to take a look at the overall Chapter 25 for outdated terminology or processes with the goal of creating consistency in the overall licensing process.
The RAP Committee has provided direction on Article XI. The changes proposed to Article VIII “Raffles” will propose changes specific to compliance with State Law and also contemplates the opportunity for additional organizations to host and hold raffles.
Streamlining the licensing process will have a positive impact on the individuals and organizations requesting a license and clarify the enforcement of said licenses.
No action is requested at this time.
• Final approval for items on the Committee of the Whole consent agenda are set to be made at the November 8 Aurora City Council meeting.