By Jason Crane

The Aurora City Council honored a young civic leader on election day, Tuesday, Nov. 5, at the Aurora City Council, Committee of the Whole meeting.

Shom Joshi, a senior at Waubonsie Valley High School in Aurora, is honored by mayor of Aurora, Richard Irvin, right, and Ward 8 alderwoman Patty Smith. City of Aurora government Facebook video screenshot

Although he is too young to vote, Shom Joshi, 17, is making his voice heard by amplifying the voices of young people in the democratic process.

A senior at Waubonsie Valley High School and a resident of Ward 8, Shom is the executive director of Project TEAL, a national student-led, non-partisan organization committed to providing young people with the knowledge and tools to become engaged citizens in the democratic process.

“Our goal is to promote civic engagement among youth and to get young people excited about politics,” said Shom. “We educate youth across the country and support legislative policies that help support the problems that young people go through.”

Project TEAL, which stands for Tolerance, Education, Action, and Learning, works with local school districts to implement civics education curricula, testifies before education boards, and works with local legislators to enact education reform.

“If we ever want to achieve any kind of sustainable change, the first step is providing young people with the necessary resources and tools to engage in meaningful and impactful civic advocacy,” said Shom.

Shom was joined by his parents as he received the Award of Excellence for his leadership of Project TEAL and for setting a standard for youth activism and community engagement.

Learn more about Project TEAL at https://www.projectteal.org/

•A video of the presentation can be viewed on the city government of Aurora’s YouTube page after the 6-minute mark by clicking here.

•The Aurora City Council is considering a Resolution to authorize a consulting statement of work for generative artificial intelligence (GenAI) policy, strategy, and roadmap from International Data Corporation (IDC) Research, Inc., Needham, MA, for a one-year term not to exceed $136,570.00.

City government of Aurora documents show the purpose of this project is to deliver a three-phase approach aimed at empowering the city of Aurora in its GenAI journey. The first phase will establish a GenAI policy that aligns with the City’s existing technology and responsibility frameworks, while addressing the unique challenges posed by GenAI. The second phase will develop a GenAI strategy that is harmonized with the City’s overarching goals and technical strategies, providing clear direction for GenAI initiatives. Finally, the third phase will outline a short-term roadmap, identifying key initiatives essential to the successful implementation of the GenAI strategy.

The city of Aurora government is seeking to advance its efforts to improve constituent services through the leverage of artificial intelligence.

Recognizing the transformative potential of GenAI, the City aims to develop a GenAI policy, strategy, and roadmap. These initiatives will serve as a framework to ensure the responsible, ethical, and effective integration of GenAI technologies into municipal operations, ultimately enhancing service delivery, community engagement, and operational efficiency. Striving to be the smartest city in America and recognized worldwide as a leader in innovation and technology, Aurora is committed to embracing cutting-edge solutions.

The city of Aurora IT Department and IDC invited participants to join the City’s engaging AI Workshop held on 6/20/2024 at the Aurora Police Department, Community Room. The event began with opening remarks from Alex Alexandrou, chief management officer, who welcomed everyone and highlighted the importance of the workshop for policy development and Aurora’s future.

The session included representatives from all city departments, including the mayor’s and aldermen’s office.

Additionally, representatives from Aurora University, the Indiana state government, the DuPage County government, and strategic partners Marketplace.city and IDC were present.

City officials delved into the essentials and applications of Artificial Intelligence, especially Generative AI (GenAI). The session began with introductions and a brief overview of goals, followed by a comprehensive presentation to level set understanding of AI and GenAI. City officials explored what GenAI is, how it differs from traditional AI, and familiarized participants with key terms and vocabulary used in this field. High-level examples illustrated the potential of GenAI, and City officials examined various GenAI tools and their distinct capabilities.

City officials then transitioned to a Q&A session to address any immediate queries. Next, City officials engaged in small group breakouts where participants used GenAI tools to complete assigned tasks, experimenting with different prompts and sharing their findings with the larger group. This exercise aimed to showcase the power of GenAI, emphasize the importance of prompts, and highlight its current limitations.

The workshop continued with a group discussion on the implications of GenAI on job roles, departmental culture, and workflows, culminating in an exploration of concerns and potential impacts. After a short break, participants reconvened to address challenges and considerations for using GenAI safely and ethically. Participants then brainstormed in small groups on how GenAI could be integrated into their job functions and departments, followed by a large group discussion on the impact on work processes and necessary safeguards.

Finally, City officials wrapped up with recommendations and next steps to leverage GenAI effectively in operations. Active participation helped us harness the full potential of GenAI for the betterment of the community.

The purchase is being made under Contract #: GS-35F-218CA, a Multiple Award Schedule (MAS) contract with the General Services Administration (GSA) awarded to IDC Research, Inc. This contract includes Information Technology Professional Services and Electronic Commerce and Subscription Services. The contract period runs from March 6, 2020, to March 5, 2025, with an option to extend until March 5, 2035.

A budget amendment will be submitted to ensure funds are available in 101-1280-419.32-80 for this purchase.

Not engaging in an AI Policy, Strategy, and Roadmap Development could severely impact the City of Aurora. Without a clear plan, the City government risks falling behind in technological advancements, leading to inefficiencies and missed opportunities for AI-driven innovations.

This could increase the City government’s vulnerability to cyber threats, reduce public trust, and leave us unprepared for future challenges. The City government might struggle to keep pace with private sector advancements, resulting in higher costs and an inability to meet the evolving needs of the community.

The City Council gave consent to the following agenda item likely to be placed on the full City Council agenda Tuesday, Nov. 12:

  • Consent was given to a Resolution Authorizing Stanard and Associates as the Provider for Services of Pre-Employment Psychological Assessments through December 31, 2024.

The purpose is to obtain approval for payment to Stanard and Associates for services rendered in 2024 for pre-employment psychological assessments.

City government of Aurora documents show Stanard and Associates is a premier company specializing in psychological assessment for public safety employees. All public safety employees, including police and fire personnel, are required to pass a psychological assessment to move forward in the hiring process. The City has utilized Stanard and Associates to administer pre-employment psychological assessments for public safety employees for more than seventeen years.

Stanard and Associates continues to be an exceptional partner with the City. The City government is approaching the $50,000 threshold for bill payments and anticipate further use of Stanard’s services this year.

  • Consent was given to a Resolution approving the purchase of bulk rock salt in the amounts of $68.02 & $68.54. per ton from Morton Salt Inc. Chicago. And Compass Minerals America Inc., Oakland Park, KS for the Division of Street Maintenance under the State of Illinois Joint Purchasing Agreement Bid for the 2024-2025 winter season.).

City government of Aurora documents show the purpose is to obtain City Council approval for the purchase of bulk rock salt in the amounts of $68.02 & $68.54 per ton from Morton Salt Inc. and Compass Minerals America Inc. under the State of Illinois Joint Purchasing Agreement Bid for the 2024-2025 winter season.

The bulk rock salt is used during snow operations to melt snow and ice from City streets. Street Dept. will divide salt purchases between the DuPage County DOT and the State of Illinois Joint Purchasing Agreements. By dividing road salt orders between the two agencies it gives Streets the possibility for multiple suppliers and different pricing for the winter season.

The City anticipates purchasing from Morton Salt Inc. approximately 4,500 tons and Compass Minerals America Inc. 3,000 tons (50% of the City’s annual order) of bulk rock salt for the 2024-2025 winter season.

Local preference does not apply since the City is participating in a Joint Bid through the State of Illinois.

$550,000.00 has been budgeted for this expense in the 2024 using account 203-4060-431.65-32. Street Dept. does not anticipate going over budget with this approval.

Road salt assists in the improvement of driving conditions for vehicular traffic when winter weather conditions become substandard. A City Council denial for purchases would result in an increase of vehicular accidents and the lack of response time for emergency vehicles.

Street Dept requests the approval by City Council for the purchase of bulk rock salt in the amounts of $68.02 and $68.54 per ton from Morton Salt Inc. Chicago, IL. And Compass Minerals America Inc., Oakland Park, KS, for the Division of Street Maintenance under the State of Illinois bid.

  • Consent was given to a Resolution authorizing the expenditures to Gametime in excess of $50,000 for renovations of Bishop Bonner Park.

The purpose is to authorize expenditures relating to the renovations of Bishop Bonner Park at 158 N Loucks in Ward 7.

City government of Aurora documents show the City purchased the property at 158 N Loucks in Ward 7 back in 1999 and used the lot to install a neighborhood mini park. The current park configuration includes playground equipment for ages 5-12. And two spring toys, the surfacing of the playground is composed of playground mulch. The playground equipment is over 20 years old. In 2023 the City received a grant from Cunningham Recreation for new playground equipment consisting of playground equipment ages 2-5, equipment for ages 5-12 as well as an arch swing that was purchased in 2023.

Part of the proposed renovations include removal of the current equipment with installation of the two new playgrounds as well as the arch swing cost for installation ($41,475.00).

In addition to the installation of the new equipment, the renovations also include pouring a new concrete curb to reconfigure the playground use zone as well conversion from playground mulch to poured-in-place (PIP) rubber surfacing cost for surfacing ($49,987.00). The conversion to the PIP surfacing will not only make the playground ADA accessible, but also reduce the cost for annual maintenance and addition of playground mulch. The total of the proposed renovations is $91,462.00.

Budgeting for park improvements was funded through a previously approved multi year decision package. Funding for these projects is available in the following accounts:101-4440-451.38-05 and 340-4440-451.73-43.

All bids received for this project are from OMNIA co-operative contract.

Approval of this resolution would allow for renovations to take place, and denial of resolution would continue to limit ADA accessibility as well as prohibit much needed renovations to the playground at this neighborhood park.

  • Consent was given to a Resolution establishing the maximum number of Class B: On-Site Consumption Banquet Hall liquor licenses (unofficially related to the application from MCV Holdings LLC d/b/a The Vault 106 at 106 W Indian Trail). [Ward 6].

The purpose is to increase the number of Class B: On-Site Consumption Banquet Hall liquor licenses. A business that has been in operation for a short time as an event space, MCV Holdings, LLC d/b/a The Vault 106, at 106 W Indian Tr, has submitted a liquor license application.

City government of Aurora documents show this request is presented in accordance with the 2011 amendment to the City’s Liquor Ordinance, specifically Section 6-9(a), which charges the City Council with the authority to determine the number of licenses available in each classification.

MCV Holdings LLC d/b/a The Vault 106 has submitted a liquor license application to offer alcohol for sale in conjunction with banquet events for on-site consumption. The owner has completed some upgrades to the building which previously housed the VFW, including some additional kitchen equipment.

If approved, this resolution will increase the number of allowable liquor licenses to allow for the issuance of the license by the Liquor Commissioner. City staff members have been working with the business owner to ensure that all requirements for a liquor license, as set forth in Chapter 6 of the City’s Code of Ordinances, are met.

The proposed resolution presents an opportunity to further the City of Aurora’s economic development and to bring additional business and people to the City of Aurora.

  • Consent was given to a Resolution authorizing the director of the Purchasing Department to provide funding to Leopardo Construction of Hoffman Estates, IL in the amount of $11,488,361 for the complete Guaranteed Maximum Price (GMP) scope, not including soft costs, with a 5% contingency for construction of new Fire Station #9.

The purpose is to authorize the allocation of funds to Leopardo Construction in order for them to execute the contracts for bid package 1 and the remaining bid packages for the construction of new Fire Station #9. Executing the building of this station will provide reduced response times, therefore providing greater protection of life and property to the citizens of Aurora. In addition, the move into new Fire Station #9 will eliminate the increasing cost of maintaining and repairing the outdated current Fire Station #9.

City government of Aurora documents show in 2021, the Aurora Fire Department hired a consultant to conduct a Fire Station location analysis to establish optimal locations for a planned additional fire station and relocation of two (2) stations, required to effectively meet fire and EMS service demand due to the continued growth and development of the city. The study determined it would be in the best interest of the public and the Fire Department to construct a new Station #13 and relocate Stations #9 and #4. Following council approval, a capital improvement plan (CIP) for the relocations and new buildings was submitted and approved. Staff members released a request for proposals (RFP) on May 15, 2022, for architectural services and began looking for property. The acquisition of property for Station #9 was approved on September 12, 2023. Leopardo Construction was approved as the construction manager for the Station #9 project on August 27, 2024.

In 2023 the City of Aurora began work with FGM Architects and Cordogan and Clark to develop plans for three new Fire Stations. As the programming and schematic design was nearing completion, a construction management firm was required to begin work on the sites. In March 2023, the City advertised the work and received statements of qualifications from nine firms. Staff members reviewed these proposals and interviewed the top three.

After the interviews and internal discussion, staff members determined it would be best to select one firm to be the Construction Manager and Leopardo Construction Inc. was selected to manage these projects.

For Fire Stations #9 and #13, Leopardo Construction has been working with FGM Architects and has calculated a Guaranteed Maximum Price (GMP) for the stations. Fire Station #9 is anticipated to cost $11,488,361. This includes the construction manager fees approved with R24-284 on August 27, 2024, preconstruction services, allowances for: weather conditions, soils, material testing, bonds, and a 3% contingency. This does not include soft costs such as design, FFE, IT, security equipment/items, Comed and Nicor services or the City’s request for an additional 5% contingency ($546,752.40).

Leopardo Construction has published and received bid package #1 which contained 22 bid items for each station and received a total of (199) bids between Fire Station #9 and #13. This is not yet including Bid Package #2, that will be bid in early 2025. Leopardo Construction is following the City’s Local Preference Ordinance and reaching out to MWBE vendors for participation. City officials will receive a recap of each bid package that shows MWBE participation, local Aurora vendors awarded and those local vendors who were awarded because of the Local Preference Ordinance.

This resolution will allow Leopardo Construction to begin to execute the contracts that have been selected via the bidding process. This would allow for groundbreaking of the new Fire Station #9 to occur sometime between November 27 and December 11.

Funding is provided in account #355-3033-422-72.35 using project code C013.

Completion of Fire Station #9 will allow the Fire Department to continue to offer outstanding fire protection to the citizens and visitors within the City of Aurora. By relocating this fire station to this location, fire and EMS response times will improve.

  • Consent was given to a Resolution authorizing the director of the Purchasing Department to provide funding to Leopardo Construction of Hoffman Estates, IL in the amount of $12,813,326 for the complete Guaranteed Maximum Price (GMP) scope, not including soft costs, with a 5% contingency for construction of new Fire Station #13.

The purpose is to authorize the allocation of funds to Leopardo Construction in order for them to execute the contracts for bid package 1 and the remaining bid packages for the construction of new Fire Station #13. This station will house the new Truck 14, Medic 13, as well as the addition of a new Engine13 in the future. Executing the building of this station will provide reduced response times, therefore providing greater protection of life and property to the citizens of Aurora, especially in the Northeast portion of the city.

City government of Aurora documents show in 2021, the Aurora Fire Department hired a consultant to conduct a Fire Station location analysis to establish optimal locations for a planned additional fire station and relocation of two (2) stations, required to effectively meet fire and EMS service demand due to the continued growth and development of the city. The study determined it would be in the best interest of the public and the Fire Department to construct a new Station #13 and relocate Stations #9 and #4. Following council approval, a capital improvement plan (CIP) for the relocations and new buildings was submitted and approved. Staff members released a request for proposals (RFP) on May 15, 2022, for architectural services. The property for Fire Station #13, was acquired by the city in April of 2015. Leopardo Construction was approved as the construction manager for the Fire Station #13 project on August 27, 2024.

In 2023, the City of Aurora began work with FGM Architects and Cordogan and Clark to develop plans for three new Fire Stations. As the programming and schematic design was nearing completion, a construction management firm was required to begin work on the sites. In March 2023, the city advertised the work and received statements of qualifications from nine firms. Staff members reviewed these proposals and interviewed the top three.

After the interviews and internal discussion, staff members determined it would be best to select one firm to be the Construction Manager and Leopardo Construction Inc. was selected to manage these projects.

For Fire Stations #9 and #13, Leopardo Construction has been working with FGM Architects and has calculated a Guaranteed Maximum Price (GMP) for the stations. Fire Station #13 is anticipated to cost $12,813,326. This includes the construction manager fees approved with R24-284 on August 27, 2024, preconstruction services, allowances for: weather conditions, soils, material testing, bonds, and a 3% contingency. This does not include soft costs such as design, FFE, IT, security equipment/items, Comed and Nicor services or the City’s request for an additional 5% contingency ($609,810.00).

Leopardo Construction has published and received bid package #1 which contained 22 bid items for each station and received a total of (199) bids between Fire Station #9 and #13. This is not yet including Bid Package #2, that will be bid in early 2025. Leopardo Construction is following the City’s Local Preference Ordinance and reaching out to MWBE vendors for participation. City officials will receive a recap of each bid package that shows MWBE participation, local Aurora vendors awarded and those local vendors who were awarded because of the Local Preference Ordinance.

This resolution will allow Leopardo Construction to begin to execute the contracts that have been selected via the bidding process. This would allow for groundbreaking of the new Fire Station #13 to occur as soon as possible after award, approximately November 13, 2024.

Funding will be provided in account 355-3033-422.72-35 using project code C012.

Completion of Fire Station #13 will allow the Fire Department to continue to offer outstanding fire protection to the citizens and visitors within the City of Aurora. By relocating this fire station to this location, fire and EMS response times will improve.

  • Consent was given to a Resolution authorizing the department heads of the City to enter into agreements with public agencies for access to certain data thereof.

The purpose is to authorize the execution of agreements with other governmental entities providing for access to the other entity’s data.

City government of Aurora documents show from time-to-time it is necessary for a City Department to obtain information from another governmental entity in order to perform its duties on behalf of the City. Just as the City has required its partners to demonstrate the presence of robust cybersecurity matters prior to allowing access to the data it maintains, other governmental entities are asking the City do the same prior to granting staff members access to their data.

Recently, the Secretary of State’s Office has requested that the City, rather than its Law Department, authorize the execution of an agreement that would allow prosecutors and support staff member access to the Secretary of State’s driving and vehicle registration data of defendants charged under local ordinances. Since department heads current possess very limited authority beyond purchasing to bind the City, the City Council must 1) approve each of these agreements on a case-by-case basis or 2) delegate limited additional authority to Department Heads to execute them on the City’s behalf.

The proposed resolution follows the second path – and affords limited authority to Department Heads, and only to Department Heads, to execute these agreements on behalf of the City after 1) review and approval by the Law Department, and 2) review by the Chief Information Security Officer. The CISO’s review shall include verification that the City has the technical capabilities to fully comply with the obligations placed on it by the proposed agreement and confirmation that any reciprocal data sharing obligation placed on the City by the agreement are governed by the City’s own policies and that the counter party has the technical capacity to fully comply with the obligations thereof.

The limited authority granted to Department Heads under this section shall extend only to agreements with public agencies.

Approval of this resolution will facilitate the City’s access to data shared by public entities and ensure that the City has the technical capabilities to fully comply with its obligations under these agreements.

  • Consent was given to a Resolution authorizing the execution of a partnership agreement with The Conservation Foundation as a necessary component of the proposed application to the United States Environmental Protection Agency (USEPA) Community Change Grant Program due November 21st, 2024.

City government of Aurora documents show the Conservation Foundation meets both the definition of the required Community-Based Organization and has a longstanding history of coordination with the City of Aurora. Their familiarity with the community in addition to their experience with the allowable activities under this grant program have led the internal working group to determine The Conservation Fund to be a strong fit as the required partner role in the application to the EPA’s Community Change Grant Program due November 21st, 2024.

The City of Aurora is seeking funds through the EPA’s Community Change Grant Program focused on community engagement and quality of life improvements for residents within designated disadvantaged census tracts. Program activities should directly respond one or more of EPA’s Climate Action Strategies including:

Green Infrastructure and Nature-Based Solutions

Mobility and Transportation

Energy-Efficient, Healthy, and Resilient Housing and Building

Microgrid Installations

Community Resiliency Hubs

Brownfield Redevelopment

Waste Reduction and Management

Workforce Development Programs

As a required component of this application, the City is committed to partnering with a Community-Based Organization (CBO) meaning an organization that is a 501 (c)(3) status incorporated under Illinois Law who supports the community and has a geographic presence with the community served.

Based on several internal meetings with staff members, the experience of The Conservation Foundation in green infrastructure, preservation, community engagement in addition to local familiarity and overlap of expertise in proposed project activities has led to a recommendation of The Conservation Foundation as the proposed CBO for this application. Additionally, The Conservation Foundation’s Conservation@Home certificate program and the Art on The Fox initiative were determined to align with the program goals and received initial positive feedback in discussions with the EPA.

While additional project partners are allowable and are being explored following submission of the application, The Conservation Foundation was determined to be a good fit for the required role of the CBO prior to application submission.

This project would greatly benefit the community should funding be awarded. Project activities are intended to support increased community engagement, support a reduced carbon footprint, improve air quality, increase access to more sustainable waste management, reduce water consumption, improve stormwater quality, encourage youth innovation, and more. The Conservation Foundation’s expertise and experience is anticipated to greatly enhance this application as well as future implementation efforts. This project aligns with a number of Capital Improvement Projects, the City of Aurora Sustainability Plan, and the Kane County Climate Action Implementation Plan (CAIP).

This agreement will not have any financial implications or costs to the City. Pending successful award of funding, a final grant agreement outlining any financial implications will be subsequently presented for Council consideration. No matching funds are required or proposed as a part of this application.

The impact of this agreement solidifies the City’s ability to apply for this program with a maximum award of $20,000,000 possible. No other impacts other than staff member time to compile the application are anticipated, which is not anticipated to impact capacity significantly. Pending award, any impacts to the public, staffing, finances, etc. will be considered during Council review of a subsequently issued grant agreement.

  • Final approval for items on the Committee of the Whole consent agenda are set to be made at the November 12 Aurora City Council meeting.
  • Placed on Unfinished Business is a Resolution amending the agreement between the City and Aurora Downtown for the provision of special services and the payment of the proceeds of special service area taxes collected in the area constituting Special Service Area One.

This is a proposed amendment to the 2020 agreement between the City of Aurora and Aurora Downtown.

City government of Aurora documents show Ordinance No. 4579, adopted December 7, 1976, reestablished as Special Service Area Number 1-A by Ordinance No. 079-4853, adopted November 27, 1979, established Aurora Special Service Area Number One. Aurora Downtown is a duly organized Illinois general not-for-profit corporation established for the purpose of improving, redeveloping, aiding and assisting persons and business enterprises in an area described in the City of Aurora Redevelopment Ordinance Numbered 4471 adopted July 25, 1975, and thereafter amended from time to time, commonly known as Aurora Downtown.

Starting in 2019, the City of Aurora engaged Aurora Downtown to establish a set of formal roles and responsibilities for both the city and Aurora Downtown. That agreement was approved by the City Council on September 22, 2020 (R20-223).

The purpose of this amendment is to create a path for Aurora Downtown to join the merged group of organizations including Invest Aurora, the Aurora Regional Chamber of Commerce and the Quad County African American Chamber of Commerce. The current agreement lists and 365-day termination notice, the proposed amendment implements a 90-day notice. The Aurora Downtown Board vote to approve the amended terms on Thursday, October 17, 2024.

Acceptance of this proposed amendment will have a positive impact on the ability to better support and serve the businesses and organizations in SSA-1.

  • Placed on Unfinished Business is a Resolution authorizing the execution of a Phase 3 Construction Engineering Services contract with HR Green, Inc. in the not to exceed amount of $1,924,344.00 for the Farnsworth- Bilter-Church Roadway Widening, Resurfacing, and Intersection Improvements.

The purpose is to approve entering into a Phase 3 contract for Construction Engineering services with HR. Green, Inc.

City government of Aurora documents show this project has been planned for many years as the ultimate build-out of Farnsworth Ave and Bilter Road for the sections covered in this contract. The project is on Farnsworth Ave from I-88 interchange to the lane drop approximately 700 feet south of Butterfield Rd, Bilter Rd from Church Road intersection to the west leg of Premium Outlets Blvd and Church Rd from approximately 220 feet north of the Bilter Rd intersection to approximately 800 feet south of the Bilter Intersection in the City of Aurora, Kane County, IL. The gross and net length is 9,134 ft (1.73 miles).

The work consists of roadway widening and resurfacing of approximately 1.73 miles. Farnsworth Ave is widening from a 4-lane section to a 6-lane section consistent with the cross section found north of Butterfield Road. Bilter Road is generally widening from a 2-lane cross section to a 4-lane cross section and Church Road is widening from a 2-lane cross section to a 3-lane cross section. The work will generally include the removal and replacement of existing pavement, installation of new watermain, storm sewer, sidewalk, ADA ramps, bike path, lighting and traffic signals along with work including signing, intersection radii widening, pavement marking, landscaping, and all other collateral work necessary to complete the project in accordance with the plans.

HR Green was instrumental in aiding the City of Aurora during the Phase I and Phase II portion of this project and were selected as part of a QBS process to continue their services in Phase III.

Due to the complex nature of the project construction and documentation requirements for such a large construction project, the City needs to hire a consultant for the Phase 3 Construction Engineering Services. The City will be utilizing the Consultant selected as part of a qualifications based selection.

The City published a Qualification Based Selection (QBS) for a Master Task Order for Phase 3 Engineering Services on August 5, 2024. Fourteen (14) firms submitted their qualifications. Staff members reviewed the qualifications submitted and determined that HR Green, LLC was the most qualified with the top 3 firm’s scores. HR Green’s team has successfully completed Phase 3 Construction Engineering Services for many federally funded projects including recent East New York Street, Indian Trail Reconstruction, ATC Pedestrian Bridge, and Eola Road within the City of Aurora. The Phase 3 Engineering Agreement (BLR 05530) from HR Green in the amount of $1,924,344.00 will provide full time construction and material inspection for this project.

However the project will be slightly altered from the original scope. City staff members will work with the design engineer to reduce the scope of the construction project which will in turn reduce the amount of money that will be paid to the construction engineering consultant.

This followed the Request for Qualifications process and is not subject to the local preference policy

As this contract is professional services it is not legally allowed to be competitively bid. The 2023 cost estimate anticipated this would be a $9,000,000.00 construction project. In early 2024 this estimate was revised to $13,500,000.00. After the plans were finalized the construction cost was estimated to be $17,500,000 based on increased construction and material costs. The final bid construction cost came in at approximately $19,500,000. Typically, the construction engineering cost is estimated anywhere from 7-15% of the construction cost. This contract is for approximately 10% of the construction costs and therefore within acceptable tolerances for these services. City officials estimates based on the reduced scope will reduce the construction cost by approximately 7 million dollars. These limits are anticpated to be the east leg of the Farnsworth Ave and Bilter Road intersection while the northern limits are expected to be limited to just north of the Thorntons gas station.

Since this contract is an hourly not to exceed contract it is based on the number of hours the Phase III consultant spends on the contract and City officials anticipate this to be less based on the reduced scope requiring less hours to complete the construction.

This will be paid for through GO bonds and Capital Improvement Funds.

Current accounts where money is held for 2024 are:

356-4060-431.73-99- $6,600,000

340-4060-431.73-99- $480,000

This contract will use the account 340-4060-431.73-99 until exhausted and then utilize account 356-4060-431-73-99.

There are detailed staging plans included in the roadway construction plans. At times the road will be reduced from 2 lanes in each direction to 1 lane in each direction. Access to all businesses will be maintained at all times.

  • Placed on Unfinished Business is a Resolution to award a contract to R.W. Dunteman Co. in the bid amount of $19,523,900.00 for the Farnsworth, Bilter and Church Roadway Improvements Project.

The purpose is to award a Construction Contract for a roadway widening, reconstruction, resurfacing, utility improvement, and intersection improvement project.

City government of Aurora documents show this project has been planned for many years as the ultimate build-out of Farnsworth Ave and Bilter Road for the sections covered in this contract. The project is on Farnsworth Ave from I-88 interchange to the lane drop approximately 700 feet south of Butterfield Rd, Bilter Rd from Church Road intersection to the west leg of Premium Outlets Blvd and Church Rd from approximately 220 feet north of the Bilter Rd intersection to approximately 800 feet south of the Bilter Intersection in the City of Aurora, Kane County, IL. The gross and net length is 9,134 ft (1.73 miles)

This project was advertised in the Aurora Beacon on September 8th, 2024 and several vendors viewed the plan documents on the City Website. Bids were opened and read publicly on September 25th at 11 AM through a zoom meeting. The lowest responsible bid was submitted by R.W. Dunteman Co of Addison, Ill. in the amount of $19,523,900.00 which is approximately 10% higher than the Engineer’s Cost Estimate. While the 10% is not significantly higher than the engineers estimate, staff members have recommended that City officials work to reduce the scope of this project to make it easier for the contractor to hit specific deadlines included in the project. City officials recommend that the contract be awarded based on the competitively bid entire package and then staff members, the design engineer, and the construction engineer will work together to determine the most logical termination points for the project.

City officials anticipate these limits will be at the east leg of the Farnsworth Ave and Bilter Road intersection and the northern limits will be just north of Thorntons gas station. This will reduce the cost of the project approximately $7 million dollars.

There was a local vendor provision for this project and there was a qualified bid within 5%, however the difference exceeded $100,000 which is the not to exceed amount. So the local vendor provision was not applied for this bid.

The work consists of roadway widening and resurfacing of approximately 1.73 miles. Farnsworth Ave is widening from a 4-lane section to a 6-lane section consistent with the cross section found north of Butterfield Road. Bilter Road is generally widening from a 2-lane cross section to a 4-lane cross section and Church Road is widening from a 2-lane cross section to a 3-lane cross section. The work will generally include the removal and replacement of existing pavement, installation of new watermain, storm sewer, sidewalk, ADA ramps, bike path, lighting and traffic signals along with work including signing, intersection radii widening, pavement marking, landscaping, and all other collateral work necessary to complete the project in accordance with the plans as modified by staff members, design, and construction engineers.

City officials recommend awarding the Farnsworth Bilter Church Road Improvements to R.W. Dunteman Co for the unit prices submitted.

The improvements will be paid for through GO bonds, Developer Contributions and interest earnings from GO Bond proceeds.

Current accounts where money is held for 2024 are:

356-4060-431.73-99- $6,600,000

340-4060-431.73-99- $480,000

The project will utilize account 340-4060-431.73-99 until exhausted and then utilize account 356-4060-431.73-99.

Construction will begin in winter 2024 pending weather, property acquisition and utility relocation both of which are ongoing. There are detailed staging plans included in the roadway construction plans. At times the road will be reduced from 2 lanes in each direction to 1 lane in each direction. Access to all businesses will be maintained at all times.

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