Board accepts sole $780,000 bid from Allstate Construction for athletic and ag facilities, subject to insurance approval

Madison County Scribe Board on a special-call meeting accepted the sole bid of $780,000 from Allstate Construction Inc. to repair athletic fields, agricultural buildings and related site work damaged in the recent storm, contingent on insurance approval.

The board voted to approve the award after Facilities presenter Mister Rutherford summarized the bid process and scope. Rutherford said the project, advertised for 28 days, produced five mandatory pre-bid attendees and one final bidder. "We ended up getting a 1 bid, and that 1 bid was $780,000," Rutherford said.

Board members were told the single bid covers a broad scope: baseball and softball facilities, an ag (agricultural) field house, weight room, greenhouses and related site work. Rutherford walked the board through optional reductions and allowances that could lower cost, including a $60,000 greenhouse replacement allowance and an unforeseen contingency of about $12,000. He also warned of proprietary equipment and long lead times: "The pole lighting on that softball and baseball, they're proprietary poles by Musco...Musco cost is about $85,000," Rutherford said, adding the vendor gave a four‑week lead time for poles once the board issues a notice of intent.

Rutherford emphasized timing risks if the board rebids: "If you don't take this option, you cannot you won't play at home on any of those fields this year," he said, characterizing rebidding as likely to delay construction and reduce the chance of vendor participation.

Rutherford also reviewed insurance and FEMA reimbursement context, explaining staff had compared the district's SOVs (scope-of-values) and estimated the district may be approximately $100,000 short of full replacement valuation for insured items. He recommended moving forward with the sole bid while working to trim allowances to lower out-of-pocket exposure.

Motion and vote

Board member Miss Knight moved to accept the bid from Allstate Construction Inc., with the contingency that the award is subject to insurance approval; Miss Hagan seconded. The board approved the motion unanimously (5–0).

What happens next

Staff said they will send a notice of intent to the bidder to lock lead-time commitments (Rutherford said Musco will not commit a delivery date until the district issues a notice of intent) and will continue negotiations to pare discretionary allowances and pursue insurance/FEMA approvals. Rutherford said he will return with updated schedules and any tightened line‑item costs.

Budget and procurement notes

Rutherford told the board that statutory performance and payment bonds and procurement policy requirements affect bidders and pricing. He said staff can work the scope to reduce bidder risk and lower margins where possible. The board did not adopt a reallocation of funds at the meeting; members asked staff to pursue insurance approvals and to report back with tightened costs and firm dates for lighting and netting vendors.

Ending

The board’s award was limited to the single bid received and conditioned on insurer approval; staff will return with further schedule and cost updates and with a contract for execution only after required approvals are obtained.