By Jason Crane
The Aurora City Council is considering a land lease at the Aurora Municipal Airport and the Northeast corner of Sullivan Road and Route 25 in Aurora for the installation of solar panels for a community solar program.
Consent was given at the Committee of the Whole (COW) meeting, Tuesday, Aug. 1 to three Resolutions authorizing the execution of an option and land lease of real property at the Aurora Municipal Airport and one Resolution authorizing the execution of an option and land lease of real property on the northeast corner of Sullivan Road and Route 25 in Aurora’s Ward 1.
City government of Aurora documents show the purpose of the four agenda items, four leases in total, is to approve the lease of City-owned property to install solar panels.
In 2019, the City Council approved a “Resolution authorizing the execution of an agreement with Progressive Energy Group, for the provision of energy agent consulting services.
Progressive monitors the energy market on behalf of the City and provides recommendations and information related to the market.
The City has been looking for opportunities to utilize solar.
February of 2023, Progressive Energy Group (PEG) released a request for a quote (RFQ) on behalf of the City regarding the installation of solar panels for a community solar program.
The RFQ was specific to the following sites: City of Aurora Airport sites 1, 2, and City-owned property on the northeast corner of Sullivan and Route 25.
The bid process was competitive with six qualified bidders submitting.
The bid specifies the lessee is responsible for all due diligence, including the approval of the Federal Aviation Administration (FAA), ComEd infrastructure requirements, site specific soil and terrain surveys and securing Illinois Solar Funds.
PEG reviewed all of the bids on behalf of the City government and presented the options to City staff members. The lease agreement before the Council represents the qualified selected bidder.
City government of Aurora documents show the approval of the lease should have a positive impact on the community and provide lower cost options for electricity.
There weren’t any individuals who used their voices for up to three minutes each: The meeting can be viewed on the city government of Aurora’s YouTube page by clicking here.
- Information is available about a Resolution to approve the Final Plat for the Department of Public Works Subdivision, at 2185 Liberty Street. The new lot is to be utilized for the City of Aurora’s Public Works Facility.
City government of Aurora documents show the Petitioner, the City of Aurora, is requesting approval of a Final Plat for the Department of Public Works Subdivision, which includes consolidating the two existing lots into a one lot subdivision, which is approximately 26 acres in size.
The property is zoned M-1, Manufacturing District – Limited. The Comprehensive Plan designates a majority of the property as Industrial, with the area that fronts on E. New York St. designated as Office / Research / Light Industrial.
The property is approximately 26 acres and is the site of the City’s Public Works Facility. The property fronts on Liberty Street to the north and East New York Street to the south.
In addition to the new lot, the subdivision will include the dedication of City easements, a watermain easement, a stormwater management easement, and a fire lane easement to allow for emergency access to the property directly to the west on East New York Street.
City staff members have reviewed the Final Plat resolution petition and have sent comments back to the Petitioner on those submittals. The Petitioner has made the requested revisions to these documents and they now meet the applicable codes and ordinances.
The City Council gave consent to the following agenda item likely to be placed on the Tuesday, Aug. 8 full City Council agenda:
- Consent was given to a Resolution approving a Final Plan on 2A of The Second Resubdivision of Fox Valley East, Region I, Unit No. 1 with a modification to the building code amendments at 3975 Fox Valley Center Drive.
City government of Aurora documents show the Petitioner, Integrated Development II, is requesting approval of a Final Plan Revision to update the building elevation.
The property consists of 7.79 acres lying at the northeast corner of the Fox Valley Mall. It is a surface parking lot, part of which serves the Fox Valley Mall and part of which served the now demolished Sears building.
In March 2021, the Petitioner received approval of a Conditional Use Planned Development rezoning the property to underlying R-5A Midrise Multiple Family Dwelling District by Ordinance O22-017.
At the same time, a Preliminary Plan was approved for a senior housing development. Then in July 2022, the City Council approved the Final Plan for a senior housing development.
The Petitioner is requesting approval of a Final Plan Revision. The details of the request includes updating a portion of the building elevations to create a two-story lobby to complement the upscale feel of the facility.
To do this, the Petitioner is modifying the floor plans by shifting a few of the residential units on the second floor to allow for the two-story lobby.
This modification will alter the main elevation by adding additional glazing to highlight the lobby entry. In addition, the two adjacent residential units by the lobby on the second floor will be modified to have larger windows to maximize natural light and to have Juliet balconies in lieu of full balconies.
In addition, the rear elevation of the building will be altered, changing the windows layout with a slight modification to the materials however, the revised elevation will remain above the 60% masonry requirement.
The roof terrace for the independent living will now become an unoccupied green roof as there will be no way to access the roof due to the change in the commons ceiling height.
The Petitioner is also requesting to change from a standard size brick, being 4”W x 8”L x 2 1/4”H, to utility size brick, being 4’W x 12”L x 4”H. The utility size brick is still a 4” wide masonry product which is required by the building code.
Lastly, the petitioner is also requesting a modification to the City’s building code amendments.
The detail of the request is to allow for checker plate metal egress stairs in lieu of steel pan, concrete pour type. This is allowed under the International Building Code (IBC).
Staff members have reviewed the Final Plan Revision Resolution petition and have determined that it meets the applicable codes and ordinances except for the above requests.
Policies and guidelines:
The staff members’ evaluation and recommendation are based on the following Physical Development Policies:
10.0 To provide for the orderly, balanced and efficient growth and redevelopment of the City through the positive integration of land use patterns, functions, and circulation systems. To protect and enhance those assets and values that establishes the desirable quality and general livability of the City. To promote the City’s position as a regional center.
11.1(3) To encourage new development contiguous to existing development.
11.1(5) To guide and promote development to areas where public utilities, public roads and municipal services are either available or planned.
12.1(3) To encourage residential development in close proximity to places of work, shopping and recreation.
13.1(4) To provide for the location of high density residential, commercial, and industrial centers close to or along transportation routes designed to accommodate the movement of people and goods to and from such centers.
13.1(7) To promote mass transit stations and intensive land uses, including high-density residential complexes, to locate in relative proximity to one another so as to stimulate transit use.
Staff members recommend approval of the Resolution approving a Final Plan on 2A of The Second Resubdivision of Fox Valley East, Region I, Unit No. 1 with a modification to the building code amendments at 3975 Fox Valley Center Drive.
- Consent was given to a Resolution authorizing Stanard and Associates as the provider for services of pre-employment psychological assessments through December 31, 2023.
City government of Aurora documents show the purpose is to obtain approval for payment to Stanard and Associates for services rendered in 2023 for pre-employment psychological assessments.
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 sixteen years.
City government of Aurora documents state Stanard and Associates continue to be an exceptional partner with the City. The City government is approaching the $50,000 threshold for bill payments and they anticipate further use of Stanard’s services this year.
- Consent was given to a Resolution authorizing the execution of a service agreement between the City of Aurora, and Family Services Association of Elgin Illinois in support of the Aurora Police Department Crisis Intervention Unit.
City government of Aurora documents show the purpose is to obtain the City Council’s approval of a proposed resolution that would authorize the director of the Purchasing Department to enter into a service agreement with the Family Services Association of Elgin (FSA) for contracted social worker services needed as part of the Aurora Police Department Crisis Intervention Unit.
The Aurora Police Department understands that many police interactions with citizens in crisis include a substantial mental health component which must be addressed for the safety of the police officer and the citizen. The Aurora Police Department also knows that incidents often occur where a citizen in crisis may display behaviors otherwise considered criminal in nature, but for which an enforcement intervention is not the proper strategy. For these and other reasons, the Aurora Police Department endeavored to adopt a police/social worker co-response model wherein highly trained police officers are paired with highly trained mental healthcare providers to provide crisis intervention in a safe and meaningful way.
The Aurora Police Department has been working in partnership with the FSA for several years, and has constructed a Crisis Intervention Unit which focuses on in-progress and post-incident care for the citizens of Aurora who find themselves in a mental health crisis and also often interact with police. This model provides safety for the citizen, the social worker, and the officer, while utilizing approaches to mental health interventions aimed at the care of the citizen-patient versus traditional police enforcement tactics.
The Aurora Police Department intends enter into a service agreement with the FSA to continue the partnership in crisis intervention in the City of Aurora with an eye toward outreach and expansion of services.
The Aurora Police Department has obtained partial funding for this program through a Department of Justice Grant which was previously reviewed and accepted by the City Council (Resolution R23-184) and also through operational funding approved in a 2023 budget request.
Funding for this service agreement will be paid out of accounts 101-3536-421.50-50 and 255-3536-421.50-05
The FSA and Aurora Police Department partnership in this co-response model has been a success. Continued funding through this service agreement is necessary to continue this relationship and to begin working toward the enhancement and expansion of this program.
- Consent was given to a Resolution authorizing change orders and additional contingency for the remodeling of the City of Aurora Council Chambers, Conference Rooms 5A and 5B and the addition of a press room and communications control center using the City of Aurora Job Order Contracting Program for an amount of $272,586.48.
City government of Aurora documents show Resolution R22-129 authorized remodeling to Council Chambers and the 5th floor of City Hall to improve transparency for city residents by providing better methods of producing video recordings of public meetings and audio-visual communication.
This resolution authorizes changes necessary to complete the renovations of Council Chambers and additions to the Communications Media Center.
The 5th floor renovations were completed, and a ribbon cutting was held on June 13, 2023. The renovated conference rooms, the Aurora Media Center and Communications Division offices have been very successful since broadcasting began.
Resolution R22-129 provided for a contingency of $176,803.00 for the original $1,768,086.23 budget.
In the desire to begin the project construction and move forward from the design phase, staff members understood that there would be additional costs incurred as issues were uncovered or completion of milestone reviews led to design alterations.
During the construction phase, staff members have collaborated closely with F.H. Paschen, and worked through supply-chain issues, additional audio video requirements as well as additional ADA requirements. These requirements have led to additional costs that are summarized below.
Additional 5th Floor Costs
Interview room
- Additional cameras and audio system necessary to complete the desired effects of the interview room
- Table and chairs for the interviewing platform.
Furniture Cost Overages
- Chairs for Council and staff members
- Audience chairs
- Assembly labor
Additional 2nd Floor costs
- ADA Chair Lift
- Carpentry work for new dais
- Ceiling work including necessary fire sprinklers
Mobile Production Solution
- Mobile solution will provide the Communications department with the ability to capture video footage anywhere in Aurora and broadcast live – while connecting back to the 5th floor media center.
Funding for these contingencies will be available in the accounts below. A budget amendment will be necessary to move funding into the Capital Improvements Fund and to bring forward budget funds from 2021 for the project.
A budget amendment will be submitted to account 340-4411-417.38-05 (C139) to pay for these changer orders.
The completion of this project will enhance the physical and virtual accessibility of City Council and committee meetings. In addition, this will enable the City government to efficiently broadcast public meetings live on its social media, website, and public access channel simultaneously to increase transparency and civic engagement.
- Consent was given to a Resolution authorizing the City to accept a grant award of $895,890.00 from Illinois Law Enforcement Training and Standards Board to reimburse the City of Aurora for its purchase of body worn and squad cameras.
City government of Aurora documents show the purpose is to obtain City Council approval of a grant to reimburse the City of Aurora for its purchase of Body worn and Squad cameras.
January 1, 2023, the Illinois Training and Standards Board (ILETSB) announced a funding opportunity wherein Illinois law enforcement agencies who had purchased body worn and/or squad cameras could see reimbursement.
The Aurora Police Department found that it was eligible for this award, made application to ILETSB, and was subsequently awarded $895,890.00 as part of this reimbursement opportunity.
This grant intends to reimburse the City of Aurora for cameras purchased between July 1, 2021 and June 30, 2023. Reimbursable costs were limited to $895 per body worn camera, and $5,725 for each in-car camera.
Only camera costs were reimbursable under this funding opportunity. Leases, bundled accessories, and services were excluded.
Between July 1, 2021 and June 30, 2023, the Aurora Police Department spent $1,732,260.00 on body worn and in-car cameras. These cameras were purchased with American Rescue Plan Act (ARPA) funding, and the intent is to use this grant award funding in a manner that is consistent with the rules associated with revenue income related to ARPA funds.
This resolution must be approved and signed to properly execute the agreement and to begin implementing the project.
- Consent was given to a Resolution authorizing the acceptance of a Federal Emergency Management Agency (FEMA) grant in the amount of $287,659.09 towards the purchase of new fire hoses for the Aurora Fire Department.
City government of Aurora documents show the purpose is to receive approval to accept a Federal Emergency Management Agency (FEMA) Assistance to Firefighters Grant (AFG) award for new fire hoses.
The AFD has traditionally purchased hose for engines when they have been put in service. The AFD has not opened an engine since 1999. The hose for new engines has been moved from the old engines. When hose has been purchased it has only been to replace hose that has failed testing or shows signs of external damage. The grant is specific to hose over 20 years old. There by replacing any hose that is original to the stations or purchased prior to 2003.
A hose is one of the most important tools that the firefighters use at any fire. The AFD has 3 separate sizes 1-3/4”, 2-1/2” and 4”. These hoses allow us to extinguish fires and bring water from the hydrants into the engines.
The grant revenue will be added to 101-3033-331.15-21.
Purchasing new hoses for the AFD will help ensure that fire personnel have reliable hose that meets the latest standards. By accepting the grant, the City will save up to $287,659.09 towards the purchase of new fire hose and be able to replace the older hose in a more timely manner.
- Consent was given to a Resolution authorizing the continued services of civilian fingerprint analysts Julie Smith and Gina Minetti as contractual consultants for the purpose of fingerprint analysis and identification for the Aurora Police Department.
City government of Aurora documents show the purpose is to request authorization from the Aurora City Council to re-hire certified fingerprint analysts Julie Smith and Gina Minetti for the purpose of conducting fingerprint analysis and identification as part of the Department’s continuing program to maintain a complete in-house fingerprint capability for the Aurora Police Department
Formerly, for all crimes occurring in Aurora (DuPage County excluded), the Aurora Police Department had submitted fingerprint evidence to the Illinois State Police’s Joliet Crime Lab (JCL) for analysis and identification. Due to overstretched resources and heavy caseloads at the JCL, it was taking several months for them to process and return fingerprint evidence from crime scenes submitted for Automated Fingerprint Identification System (AFIS) comparison.
As City officials waited for AFIS submissions to come back, the citizens of Aurora suffered needless victimization at the hands of criminals, often times felons, who remained unidentified and free to continue their criminal pursuits while fingerprint evidence that could link them to previous crimes was waiting for processing by the JCL. This continued victimization has monetary costs as well as psychological costs that negatively impact the quality of Aurora citizens.
Fingerprint evidence is still amongst the strongest of all types of evidence, it is possible to get charges authorized against an offender based on fingerprint evidence alone. In order to better serve the public by combating crime and removing criminals from the streets of Aurora at the earliest possible opportunity, the Department developed its own complete in-house fingerprint capability to include lifting fingerprints, submitting them through AFIS, making identifications, and being able to testify in court to those identifications. Being able to make these quick identifications has resulted in career criminals being identified and removed from the streets before they can victimize citizens repeatedly.
Research into what was needed to establish an in-house AFIS capability showed that two analysts were needed, as to establish absolute reliability in identifications, one certified analyst must verify the identification of another. Misidentifications would serve to undermine the credibility of the programs before the courts and could also incur liability for the City. After analyzing various options to obtain the services of two analysts, the Police Department determined that hiring already trained and certified people to perform fingerprint analysis and identification on a contractual basis was the quickest and most cost-effective way to establish an in-house AFIS capability. Other options that were ruled out were hiring full or part-time analysts or committing Police Department personnel to the lengthy training and certification process that would be needed to perform this task.
On 12/22/2009, the City Council approved the purchase of AFIS equipment from the NEC Corporation of America for this purpose and updated the equipment in February 2018. On 03/23/2010, the City Council adopted Resolution R10-109 authorizing the hiring of two certified fingerprint analysts as contractual consultants to conduct fingerprint analysis and identification. Fingerprint analysts, Julie Smith and Gina Minetti, were contracted and cleared to perform this work for the department beginning 11/30/2010.
Smith and Minetti began performing fingerprint analysis for the Department in December of 2010 and have continued their analysis since that time. They have been assigned approximately 1950 cases, examined approximately 7100 fingerprint lifts, and were able to make over 1750 identifications of people. They have proved themselves to be highly competent and dependable workers. They have met all requirements of their job descriptions and the expectations of the Department. In some cases, they had an identification within hours, instead of the months it may have taken the crime lab to make an identification.
Based on the proven work performance and success rates already established by Julie Smith and Gina Minetti, the Department would like to have their contracts renewed for the calendar years 2024 and 2025. Those contracts have been structured based on the volume of work available for them and the rate at which they were able to process it during the time they worked. That analysis showed that they will need to work at least 6 hours a piece each week, up to 10 hours a piece a week. Their rate of pay will be $100.00 per hour, subject to an annual maximum of $60,000.00 each. They are only contacted when there is work for them to do, so the City will not incur any costs if there is none.
The anticipated 2024 budget shall provide for this project in account 101-3536-421.32-20.
If this is not approved, the Aurora Police Department will have a significant time lag in the potential identification of offenders. Fingerprint lifts would have to be sent to the State Police Crime lab and sit stagnate for up to 1 month or more while they await processing with many other requests from other law enforcement agencies.
- Consent was given to a Resolution establishing the maximum number of Class B: On-Site Consumption liquor licenses (unofficially related to the application from El Huichol de Don Memo NVS No 2, Inc. at 815 N. Lake Street in Ward 6.
City government of Aurora documents show the purpose is to increase the number of Class B: On-Site Consumption liquor licenses. An established business, El Huichol de Don Memo NVS No 2, Inc., at 815 N Lake St. would like to expand their beverage offerings by adding alcohol for on-site consumption to their menu. El Huichol has submitted a liquor license application for your review.
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.
El Huichol has submitted a liquor license application to offer alcohol for sale for on-site consumption in their existing restaurant. If approved, this liquor license will allow the sale of alcohol during business hours. El Huichol offers a full menu of seafood entrée and side dishes.
As the applicant business is within 500 feet of residential properties, a distance reduction hearing was held on May 5, 2023. The Administrative Hearing Officer found that the distance reduction would not detrimentally affect the residential properties within 500 feet of the business.
- Consent was given to a Resolution approving a revenue sharing agreement between the City of Aurora Fire Prevention Bureau and Inspection Reports Online (IROL).
City government of Aurora documents show the purpose of this resolution is to authorize a revenue sharing agreement between the City of Aurora Fire Prevention Bureau (AFPB) and Inspection Reports Online (IROL).
The AFPB began using the web-based inspection reporting system IROL in 2015 to manage life safety inspections and testing. The program communicates, manages, and tracks all inspection, testing and maintenance (ITM) documents required for the department to maintain National Fire Protection Association (NFPA) standards.
IROL offers the ability for municipalities to participate in a revenue sharing program at no additional cost to the city. IROL has a base submission fee of $19.99 per report that is paid by the service provider. The agreement proposes a share of $5 per submitted report for the AFPB, which will increase the total submission fee to $27.99 per report, which includes all administrative fees.
AFPB will receive payment from IROL on a quarterly basis in the amount associated with total number of submissions per quarter at the $5 per submitted report.
- 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 Ill. in the amount of $64,037.12
City government of Aurora documents show 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 E-mail.
The VMware maintenance will be purchased using Sourcewell 081419-CDW Tech Catalog – Software (081419-CDW) through CDW-G. The Sourcewell Contract 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. Sourcewell Contract 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 the purchase of two 5,000 Gallon ASTM Double Walled Tanks, from Tiles in Style DBA Taza Supplies, South Holland, Ill., for the price of $61,786.00.
City government of Aurora documents show the purpose is to obtain City Council approval to accept bids for two 5,000 ASTM Double Walled Tanks from Tiles in Style DBA Taza Supplies.
These two double walled tanks hold Calcium Chloride which is vital for winter operations. They were installed in 2004 and have exceeded their shelf life. Life span for these tanks is estimated 8-10 years. There are cracks on the outside which were observed in 2022 and repaired as a temporary fix.
The City solicited request for proposal for two 5,000 Gallon ASTM Double Walled Tanks (Bid 23-53) and received bids from four vendors. After checking references and receiving favorable responses, the following vendor has been selected, Tiles in Style DBA Taza Supplies.
The Division of Streets will be using vendor Tiles in Style DBA Taza Supplies, South Holland, Ill., and have monies for these expenditures in the following account 340-4060-431-65.05. The total amount spent for this project is $61,786.00.
This local preference ordinance did not factor into the decision due to zero local bidders.
The tanks used now could fail, limiting winter operations. Streets would not have an alternative proactive approach to snow operations. While trying to maintain a high level of service, these tanks are one of the essential parts of snow operations. If tanks were to fail further, there would be environmental impacts due to chemical leeching into rivers, streams, and sewers.
- Consent was given to a Resolution authorizing the director of the Purchasing Department to enter into an agreement with Volunteer Supply Industries, Ltd., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in an amount not to exceed $367,190.00 for the purchase of lighting materials for various locations throughout the City.
City government of Aurora documents show the purpose is to obtain approval to authorize the director of the Purchasing Department to enter into an agreement with Volunteer Supply Industries, Inc., 105 E Galena Blvd, Suite 806, Aurora, IL 60505 in an amount not to exceed $367,190.00 for the purchase of lighting materials for various locations throughout the City.
Annually, the City purchases and installs various light fixtures and associated components to upgrade or supplement existing fixtures throughout the City. To purchase the equipment, the City obtains competitively bid pricing from suppliers which are then installed by the City’s Electrical Division.
Based on an estimated quantity of materials needed, a request for sealed bids was published and two bids were read aloud on May 31, 2023. Of the two bids received, Volunteer Supply Industries, Ltd. was determined to be the lowest responsible bidder in the amount of $367,190.00.
The bid was structured to indicate that the City may not purchase the full amount of any of the specified fixtures, but to establish the unit prices for the items that may be needed. Accordingly, the City only intends to open the initial purchase order in the amount of $184,160.00.
The funds required for this purchase will be paid from account 340-4020-418.65-07 (which has a current balance of $228,259.25). Should additional funding above and beyond the initial Purchase Order amount of $184,160.00 be required, a budget transfer will be required. In that event, the overall amount of $367,190.00 as authorized in this resolution will not be exceeded.
The bid was subject to the local bidder ordinance, but that did not impact the bids as the local vendor was the low bidder.
- Consent was given to a Resolution to award the Clark Street and White Eagle Lift Station improvements in Wards 2 and 8 to Performance Construction & Engineering, LLC in the bid amount of $1,473,989.00.
City government of Aurora documents show the purpose is to replace the pumps, valves, meters, controls, lighting, telemetry and various appurtenances at the Clark Street and White Eagle Lift Stations.
Sanitary sewers utilize gravity flow to convey wastewater to wastewater treatment plants. Factors such as ground surface topography, soil conditions, constructability, and cost effectiveness sometimes lead to the construction of a lift station in which flows are pumped through force mains to a higher elevation where they can then gravity flow to the wastewater treatment plant.
In 2019, Trotter and Associates, Inc performed a condition assessment of the Clark Street Lift Station which was constructed in the mid-1990’s and the White Eagle Lift Station which was constructed in the late 1980’s. The lift stations were both determined to be in fair condition with the recommendation to rehabilitate both stations in the next 5 years. Of particular note are both stations are near the end of their service life for pump controls and electrical as well as in need of pump and pump piping upgrades.
In 2022 and 2023, Fehr Graham designed plans and specifications for both lift stations to address the lift station needs outlined in the condition assessment.
Two bids were received, opened, and read aloud on June 28, 2023. The lowest responsible bid in the amount of $1,473,989.00 was submitted by Performance Construction & Engineering, Inc. The lift station improvements ($1,473,989.00) will be funded with account 510-4063-511.73-14 (IB019) $700,000.00 and 510-4063-511.73-14 (IB018) $773,989.00 which has sufficient funds to cover the project.
This project was subject to the Local Preference Ordinance, however no local contractors submitted.
Lane closures can be expected throughout the duration of the project on Palmer Drive. Temporary road closures may be periodically needed and will be kept to a minimum. Impacts to traffic and residents will be kept to a minimum.
- Consent was given to a Resolution authorizing the director of the Purchasing Department to execute a contract with Nighthawk Video, Sycamore, Ill., in the amount of $923,867.69 to fabricate and furnish five new video monitors and to complete additional purchases in an amount not to exceed $75,000 for any additional material purchases required to complete the installation at RiverEdge Park in Ward 1.
City government of Aurora documents show the 2023 budget includes various upgrades and modifications to RiverEdge Park, a premiere outdoor music and event venue on Illinois Route 25 in Ward 1. One of the budgeted items for the park this year is to furnish new and replacement video monitors at various locations throughout the park.
RiverEdge Park, which is owned by the city of Aurora government and managed by the Aurora Civic Center Authority (ACCA) is home to numerous events throughout the year. To ensure that it continues to be a premiere destination, the City has been working with ACCA to identify and implement upgrades and improvements to the park. One of the identified improvements is to enhance the experience for visitors by providing better visuals through improved and additional video monitors. The existing monitors at the park on the concession stand and A/V tower are original to when the park was initially constructed. Technology has changed significantly since then and these old monitors need replacement. Two new screens will also be installed on each side of the stage. A third new screen will be installed south of the lawn seating area and a fourth new screen will be purchased and installed on a moveable platform for use in what will soon be the new lawn seating area in the southern portion of the park near the pedestrian bridge landing (this monitor will come from a separate vendor, as mobile video monitors are a different technology).
ACCA did extensive research and then met with three vendors within the industry to review their products, while also reaching out to a fourth vendor that is registered in a cooperative purchasing program. At the conclusion of the research, ACCA is recommending purchasing the system proposed by Nighthawk A/V out of Sycamore, IL.
When making a considerable investment into new audio/visual equipment, many factors should be considered, including price. To that end, the staff members at ACCA have spent a considerable amount of time researching video monitors, meeting with vendors, learning about each proposed system and obtaining pricing. Through this due diligence, they are confident they are making the best recommendation for the equipment that will serve the park best for the foreseeable future. The submittal from Nighthawk included screens with the best resolution, plus being from Sycamore they are close enough to provide technical support when needed. The lowest submitted price is for a product that would require ACCA to purchase spare panels, as color matching them in the future if needed would not be possible. Further, the lowest cost vendor has a significant lead time for delivery and also parts in the future due to the fact that they are manufactured overseas. The cost of these spare components is not included in the submitted price. The third vendor was a higher price than the Nighthawk system and doesn’t provide the proper resolution.
The initial proposal from Nighthawk was a three-year warranty, however, upon request they are extending the warranty to five years to match what was proposed by other vendors. Lastly, upon receipt of an executed contract, they are willing to provide loaner screens for use throughout the remainder of the year while they fabricate the screens.
In addition to the bid amount of $923,867.69, staff members are recommending an allowance of $75,000 should the director of the Purchasing Department need to authorize any additional purchases as required to complete the physical installation of the new screens, total authorized amount of $998,867.69, which is available in account 354-4440-451-73-43 (A062). In the event that additional materials are required, those purchases will be made in accordance with the appropriate City procurement procedures. As previously stated, significant research was completed by ACCA for this equipment purchase. While staff members are always in support of sealed bids for procurement of goods and services, City officials do not recommend that in this case. It is within the rights of the Council to waive sealed bidding when it is in the best interest of the City. This is not a case where a direct comparison can be made between products based solely on price, however, the pricing from Nighthawk was competitive and was only slightly higher than the lowest quote received. City officials are confident that the pricing is justified due to the quality of the screens, the availability of service due to their proximity, readily available replacement parts, future upgrades and also the offers to provide temporary screens while the new screens are being produced and the increase in warranty from three to five years.
This purchase will have minimal impact to the public and City staff members. Once the screens arrive, ACCA staff members will install them. In addition to this purchase, two new structural mounts will be needed for the stage. That work will be competitively bid and awarded under a different contract.
- Consent was given to a Resolution authorizing acceptance of the low bid from J. Gill & Company for repairs and maintenance of the Aurora Police Department Headquarters Parking Deck in the amount of $374,335.00, plus a contingency amount of $37,433.50.
City government of Aurora documents show the Aurora Police Department Headquarters, at 1200 E Indian Trail Rd Aurora, facility first opened in 2010. It is a complex containing a 154,000 square foot headquarters building, a 41,000 square foot training and support building, and a 557-space, 203,069 square foot, two-level parking deck constructed of pre-cast concrete.
In 2022, while conducting routine site inspections, the City’s Facilities Maintenance Division discovered signs of deterioration at multiple locations of the parking structure, which prompted the City retained Walker Consultants, of Hoffman Estates, Ill., to perform a full structure assessment, provide a report of it’s findings, along with recommended corrective measures.
Following review of, and based on the findings and recommendations in the Walker Consultants condition assessment report, the City advertised Bid 23-20 (Aurora Police Station Parking Structure 2023 Maintenance Repairs for the City of Aurora) in April 2023.
All bids received were publicly opened and read aloud on May 17, 2023, which included proposals from four vendors: Golf Acquisition Group, LLC, of Hammond, IN, J. Gill and Company, of Tinley Park, IL, JLJ Contracting, Inc., of Broadview, IL, and National Restoration Systems, Inc., of Rolling Meadows, Ill..
Of the four bids submitted, J. Gill and Company submitted the lowest responsible bid in the amount of $374,335.00, which includes the base bid of $359,985.00 plus an Alternate #1 bid of $14,350.00. A ten percent (10%) contingency of $37,433.50 is requested for this project.
This bid was subject to the Local Preference Ordinance, however none of the vendors were local.
Funding for this project is approved in the 2023 City Budget and allocated in account: 340-4411-417.38-05 ($450,000.00).
J. Gill and Company is not indebted to the City.
During repairs to the APD Parking Structure, sections of the structure will be closed off to perform work with minimal disruption to staff member parking or police operations. All safety measures will be strictly enforced to prevent staff member exposure to hazards while work is in progress.
- Consent was given to a Resolution to award a contract to Geneva Construction Co. in the amount of $1,665,556.10 for the 2023 Contract #2 – City Wide Sidewalk, Patching, Striping and Bike Path Overlay Projects.
City government of Aurora documents show the purpose is to award a Construction Contract for various maintenance projects throughout the City.
The City maintains over 530 centerline miles of streets that include sidewalks, pavement markings and bike paths. Staff members have identified 29,488 square feet of deteriorated sidewalks, 8,135 square yards of deteriorated pavement and over 21 miles of pavement markings that need to be replaced. This project will also include overlaying bike paths, replacing pavement markings on utility projects, and other miscellaneous maintenance work throughout the City.
This project was advertised June 25, 2023 in the Aurora Beacon News, several vendors viewed the documents from the City’s website and bids were opened and publicly read on July 12, 2023. The lowest responsible bid was submitted by Geneva Construction of Aurora, IL in the amount of $1,565,556.10 which is 1.0% more than the Engineer’s Cost Estimate.
The local preference ordinance applies to this project, and a local Contractor was the lowest responsible bidder.
City government officials recommend awarding the 2023 Contract #2 to Geneva Construction Co. and including an additional $100,000.00 in available funds as contingency for additional sidewalk, roadway, bike path, and striping repairs as they arise, and additional projects that may emerge this fall within the time of the contract. This will allow staff members to implement additional projects this calendar year instead of delaying work to 2024. Therefore, City officials are requesting that the award and purchase order be made in the amount of $1,665,556.10, which is the low bid value of $1,565,556.10 plus an additional $100,000.00.
The 2023 City Budget provides funds for this project in the following accounts:
Municipal Motor Fuel Tax GB097 212-4060-431.73-91 $420,000.00
Long Term Control Plan B031 281-1856-512.73-09 $2,500.00
Ward 3 – Roads 313-4060-431.38-55 $4,700.00
Ward 9 – Pathways/Trails 319-4060-431.73-19 $53,000.00
Street Sealing and Patching 340-4040-431.65-06 $250,000.00
Capital – Right-of-Way Imp E004 340-4060-431.38-61 $702,356.10
Capital – Pathways/Trails GB119 340-4060-431.73-19 $65,500.00
Capital – Neighborhood Imp GB097 340-4060-431.73-91 $130,000.00
Overlay – Landscape Rest 340-4060-814.04-81 $35,000.00
Waterline Rehab IC076 510-4058-511.73-02 $2,500.00
Construction will begin in August and be completed by November. Only minor impacts to local traffic are expected.
- Consent was given to a resolution authorizing the director of the Purchasing Department to adopt unit prices submitted by Core and Main for the purchase of large Sensus water meters.
City government of Aurora documents show the purpose is to provide a means for purchasing large water meters. The meters will be used in new developments and as replacements for worn out meters now in use.
Section 48-16 of the City of Aurora Code of Ordinances states that the City owns and maintains the water meters. For new developments, the permittee pays a fee for the new water meter. When existing meters must be replaced due to normal wear, the customer is not charged for the new meter.
Several years ago the City decided to exclusively use Sensus brand water meters. The decision to use one brand of meter was based on the desire to standardize installation and maintenance. When the Sensus brand water meters were chosen by Aurora, the City also decided to implement the Sensus Flex Net Advanced Metering Infrastructure (AMI) system. The AMI system transmits data from each water meter via radio transmission to Aurora’s Water Billing Division. In 2013 the City of Aurora began a program to change out existing water meters that are one inch in diameter and less.
The Water Meter Maintenance Division is now working on replacing older inaccurate water meters larger than one inch in coordination with the Engineering Division. Core and Main is the sole source provider for Sensus water meters in this region.
The quantity of water meters needed during any given year is based on demand from private developments as well as the need to replace worn out existing meters. Due to the inability to predict exact quantities for the various size meters, it is recommended that an open purchase order be prepared that establishes unit prices for these meters. The unit prices are based on a quote provided from Core and Main and are valid through January 1, 2024. Funds for these purchases and included in the 2023 budget in account number 510-4062-511.65-50 in the amount of 1,750,000 (Water and Sewer Fund).
This resolution is needed in order to continue providing new large water meters for newly constructed buildings as well as the replacement of worn out existing meters.
- Consent was given to a Resolution to Award the contract for the White Eagle Force Main improvements in Ward 8 to H. Linden & Sons Sewer and Water, Inc. in the amount of $453,600.00.
City government of Aurora documents show the purpose is to install an 8-inch force main to add redundance and reliability to the White Eagle Lift Station.
Sanitary sewers utilize gravity flow to convey wastewater to wastewater treatment plants. Factors such as ground surface topography, soil conditions, constructability and cost effectiveness sometimes lead to the construction of a lift station in which flows are pumped through force mains to a higher elevation where they can then gravity flow to the wastewater treatment plant.
In 2022 and 2023, Fehr Graham designed plans and specifications for the new force main.
The new 8-inch force main will serve as the primary force main for the White Eagle Lift Station. Should issues arise in the future on the new force main, the force main flows will be diverted to the existing 6-inch force main. This redundancy is needed as the consequence of failure of the existing force main would result in numerous basement backups. In the current force main configuration, should a force main failure occur, any temporary bypass pumping would utilize at-grade piping. The bypass pumping would require 2 at-grade road crossings and 7 at-grade driveway crossings requiring temporary pipe ramps until the force main was repaired. This project would alleviate the need for at-grade bypass pumping pipe should a force main failure occur.
As of 2019, the White Eagle Lift Station pumps to the existing 6-inch force main approximately 4.5 hours per day.
Two bids were received, opened, and read aloud on July 12, 2023. The lowest responsible bid in the amount of $453,600.00 was submitted by H. Linden & Sons Sewer and Water, Inc. The force main improvements ($453,600.00) will be funded with account 510-4063-511-73.14 (IB018) which has sufficient funds to cover the project.
This project was subject to the local preference ordinance, however no local contractors submitted.
Lane closures can be expected throughout the duration of the project on Palmer Drive and White Eagle Drive. Temporary road closures may be periodically needed and will be kept to a minimum. Impacts to traffic and local residents will be kept to a minimum.
- Consent was given to a Resolution approving the appointment of Vimi Shukla and Jyoti Shirahatti to the Indian American Community Outreach Advisory Board.
City government of Aurora documents show Vimi Shukla is a resident of the 1st Ward and a yoga instructor at Yoga for Life, and Jyoti Shirahatti is a resident of the 10th Ward and a Solution Architect at Imanage Inc.
- Consent was given to a Resolution authorizing and directing the City government’s chief of staff of the Office of the Aldermen to encumber and expend funds allocated to Ward 7 for purposes related to the 35th Annual Scheketa Hart-Burns / Dr. Martin Luther King, Jr. Funfest and Back to School Bash.
City government of Aurora documents show the purpose is to authorize the City government’s chief of staff of the Office of the Aldermen to encumber and make expenditures from the funds allocated to Ward 7 for the limited and specific purposes of ensuring the success of the annual Martin Luther King, Jr. Back Funfest and Back to School Bash.
Prior to her election to the City Council in 1991, the late alderwoman Scheketa Hart-Burns began hosting a back-to-school program for students in underserved communities. She carried this tradition throughout her tenure as the first, and thus far only, Ward 7 alderwoman in the City’s modern history.
At the time of the alderwoman’s death in June, plans for this annual tradition to be held Saturday, Aug. 21, 2023 were already underway, but she had not authorized the disbursement of funds allocated to Ward 7 to pay all of the costs or engaged all of the vendors associated with the event.
Though it is possible that the mayor may appoint, and the City Council may confirm, a successor to the alderwoman prior to this event, planning must continue, contracts must be signed, and bills must be paid during this interregnum. Because no ordinance or other rule addresses the encumbrance or disbursement of ward funds when there is an aldermanic vacancy, it falls to the Rules, Administration, and Procedures Committee to exercise its authority under Sec. 2-123(f)(1)(a) and (c) to provide for a mechanism to address this situation.
As temporary solution, and to address this unique situation, the RAP Committee is asked to authorize the City government’s chief of staff of the Office of the Aldermen to perform these functions specifically related to the Back-to-School event and for no other purpose.
Approval of this Resolution will ensure the success of this traditional event, benefit the school children of Ward 7, and help honor the legacy of the late alderwoman.
- Final approval for items on the consent agenda are set to be made at the August 8 Aurora City Council meeting.
- Information/discussion only – charitable solicitation application for Knights of Columbus Council 4849 Tootsie Roll Drive on September 8th and 9th, 2023.
- Information/discussion only – charitable solicitation application for Three Fires Council, Boy Scouts of America’s Annual Popcorn Sale from August 15 thru November 1, 2023.
- A public hearing regarding the creation of the proposed River Vine Tax Increment Finance District and Approval of the Related Redevelopment Plan and Project is set to be at the August 8, full City Council meeting.
City government of Aurora documents show the purpose is to conduct a Public Hearing to be held on August 8, 2023, by the City Council for the creation of the River Vine Tax Increment Finance District.
The creation of this TIF District is part of an existing RDA approved with resolution R22-223 on July 26, 2022, between the City of Aurora and a private developer for the highly visible redevelopment on the west bank of the Fox River of the long vacant parking lot at 309 North River Street.
- A public hearing regarding the creation of the proposed Cross Street Tax Increment Finance District and Approval of the Related Redevelopment Plan and Project is set to be at the August 8, full City Council meeting.
City government of Aurora documents show the purpose is to conduct a Public Hearing to be held on August 8, 2023, by the City Council for the creation of the Cross Street Tax Increment Finance District.
The creation of this TIF District is part of an existing RDA approved with resolution R23-076 on March 14, 2023, between the City of Aurora and a private developer for the redevelopment of the long vacant real estate at 110 Cross Street.
- Information/discussion only – A discussion regarding Section 2-125 “Standing and Special Committee Operating Procedures” regarding discretion to cancel meetings.
At the April 4, 2023 Rules, Administration and Procedures Committee meeting, alderman Llamas requested information on the authority and procedure to cancel regularly-scheduled committee meetings.
Alderman Llamas’s question while general, specifically referenced meetings where the only pending matter on the agenda is approval of the minutes of a prior meeting.
Pursuant to Section 2-125 (b) of the City’s Code of Ordinances, titled “Standing And Special Committee Operating Procedures,” a committee chairperson shall have the discretion to cancel regular meetings of the committee to the extent authorized by the Open Meetings Act (OMA). OMA requires that schedules of regular meetings be prepared and posted at the beginning of each calendar or fiscal year. 5 ILCS 120/2.02(a). Additionally, the OMA requires that if a change is made in the schedule, at least 10 days’ notice of the change must be given by publication in a newspaper, posted at the principal office of the body, and supplied to news media. 5 ILCS 120/2.03. The Law Department’s interpretation of this provision is that the 10-day notice requirement only applies to permanent changes to the annual posted schedule, such as a location, date or time change to regular meetings. At this time, the clerk will post notice of cancellation and provide notice to the media as soon as practical in City Hall and on the City’s websites.
In reviewing the Code and the OMA, there does not appear to be any requirement of how many meetings must be conducted by a standing committee. Further, there is no limitation on how many meetings may be cancelled by the chairperson if the committee is in compliance with section 2-125(f) of the City Code and the OMA.
Under Section 2-125(f) a standing or special committee must report to the committee of the whole on matters referred to the committee within 30 days of the matter first appearing on the committee’s agenda.
Since approval of a prior committee meetings’ minutes are not referred to the committee of the whole, they are not subject to the 30-day time.
In addition, with reference to the approval of meeting minutes, Sec. 2.06 (b) of the OMA provides that “[a] public body shall approve the minutes of its open meeting within 30 days after that meeting or at the public body’s second subsequent regular meeting, whichever is later.” Thus, there would not ordinarily be an obligation for a standing committee to meet simply to approve minutes of its preceding meeting. However, it should be noted that all standing committee meetings provide an opportunity for the public to address the committee as well as a chance for staff members to present items on an informational or informal basis. So long as it is understood that a standing committee may not take final action on any item not properly noticed on its agenda, the “requirement of a regular meeting agenda shall not preclude the consideration of items not specifically set forth in the agenda [of a regular, as opposed to a special, meeting]” See. Sec. 2.02(a). Nevertheless, a committee chairperson should not feel obligated to convene a committee meeting simply to approve recent minutes.