Sugar Grove board approves $6 million police station remodel, adds alternates and contingency

The Sugar Grove Village Board voted Aug. 19 to approve construction contracts and selected alternates for a renovation and addition at the village police station, adopting a project budget of about $6.0 million and carrying a roughly 6% construction contingency. The board also authorized selected alternates and a $12,200 furniture allowance and approved structural foundations for new protective planters. The board approved the award after a two-hour presentation from the police chief, the architect and village engineering staff that described the work as a near-complete interior rebuild plus a concrete “storm-shelter” addition, evidence-processing space, upgraded holding areas and a new secure public entry. “There’s really nothing in here that’s over the top by any means. It’s really very functional,” said Brian Cronle of Cording & Clark, the project architect. Why it matters: Village officials said the existing building is more than 30 years old and needs upgrades to meet modern operational, safety and evidence-handling standards. Finance staff told trustees the village can fund the work from capital reserves without issuing debt; trustees endorsed using a portion of the recently closed fiscal-year surplus to reduce internal borrowing. Project details and budget: Staff presented a recommended base contract and a set of priced alternates for signage, exterior siding and a higher-end lobby finish. The overall project value presented to the board included a contingency of $325,000 (about 6% of hard costs) and a fixtures-and-equipment allowance. Staff said soil borings found several feet of unsuitable fill under the addition, requiring excavation and engineered backfill that contributed to higher-than-expected costs. The consulting team told trustees the project is roughly 5–6% over the architect’s earlier estimate but said rebidding was unlikely to reduce costs in the current market. “If you delay these things, they most likely will be more expensive later on,” Chief Pat Rollins said of deferring envelope and infrastructure items such as roofing and soffits. Alternates and board action: After discussion, Trustee Michaels moved — and Trustee Special seconded — a motion to award the bid package including alternates for the monument sign, upgraded gable fascia, urethane garage floor, ballistic film for first-floor windows, improved windows and the upgraded lobby finish, plus planter foundations and a $12,200 increase for furniture and equipment. The roll call vote passed; staff will execute contracts with the recommended lowest responsive bidders and begin construction observation services under a separate agreement. The board also authorized the village president and three staff members to manage contingency uses up to an agreed threshold to keep the project moving. Funding and next steps: Finance director Matt Anastasia told the board the village’s capital fund has sufficient balance to avoid external borrowing; staff recommended transferring a portion of the general-fund surplus to capital to cover the project cash flows. Construction observation and other professional services will begin immediately; several items such as compact filing shelving and certain aesthetic sign options were described as deferrable. The board’s approval closes a long planning process. “We’ve been talking about this for a long, long time,” Rollins said. Construction scheduling will follow procurement, long-lead items will be ordered and staff said they expect on-site work to begin this construction season where possible.