Wilmot UHS School District review finds construction bids under referendum budget; staff to begin contract awards

Wilmot UHS School District staff presented detailed bid-tab results to the board and said the combined low bids and selected value-engineered alternates leave the construction program under the district's referendum budget by roughly $85,750. Staff told the board they will begin awarding contracts and move into contract meetings and submittal reviews to start work in June.

The presenter walked the board through line-item results across site work, utilities, concrete, masonry, roofing, mechanical/electrical systems and athletic surfaces. He reported the overall bid-day project budget without contingency was $13,855,768 and that after selected deducts and voluntary credits the package shows an $85,750 favorable position compared with earlier estimates. "The budget is all built off this when we kind of review that," the presenter said as he described how the bid tab will feed the Guaranteed Maximum Price and the district's tracking documents.

On site work, staff noted a wide variance between two low bidders for excavation and grading (custom grading at roughly $759,170 versus a higher DK Contractors number). The presenter said both firms were scope-reviewed and that travel, differing landscaping allowances and contractor sizing explained much of the discrepancy; he also said there were no soil borings completed before bid day and that the team is holding an allowance to address potential poor soils discovered during excavation.

The board asked for clearer budget tracking. One member requested a running spreadsheet showing the district's original budgeted amounts, the realized low-bid costs and the current status for each work scope; staff agreed to provide monthly schedule and budget updates, with more frequent updates during months of concentrated work.

On the athletic complex, Sprint Turf submitted the lowest bid but district athletics leaders and staff recommended upgrading to an AstroTurf system after vendor presentations and site visits. The presenter described the upgrade: an approximate $51,000 base difference to move from a lower-grade product to AstroTurf and additional optional upgrades that increase material density and longevity; he said the selected upgrades still leave the overall program under the budgeted estimate. AstroTurf's upgraded systems include an extended manufacturer's warranty (10 years instead of 8) and optional insurance-backed warranties for longer protection; staff emphasized warranties do not cover known high‑traffic areas that require maintenance (for example batter boxes and pitcher lanes).

Other alternates and value-engineering choices also contributed to savings. Staff described large deductions from revising ceiling and lighting scopes in classroom and prototyping areas, switching certain mechanical control valves to alternate manufacturers, and accepting select roofing alternates (the roof-area alternate over the performing arts center was accepted). For items that received no valid bid on bid day—most notably pre-cast dugouts—the presenter reported a subsequent $120,000 price and said the district will pursue alternate dugout options and return with recommendations.

Staff described contingency and allowance planning: the project contingency baseline is about 5%, with specific allowances for items such as stormwater work or potential poor soils. Unused allowances, staff said, will revert to the district. The presenter offered that the Guaranteed Maximum Price (GMP) will list allowances and contingencies in detail.

When asked whether board approval was required to award the contracts, staff replied that there was no reason not to move forward and that formal board approval is typically not required for these contract awards. "Otherwise, like I said, I'm going to move forward with contract," the presenter said. With that guidance, staff said they will begin awarding contracts and scheduling pre-construction meetings.

Next steps: staff will provide the requested monthly budget-and-schedule spreadsheet, proceed with contract awards and begin pre-construction coordination. The presenter said staff will track unused allowances and return to the board with recommendations for optional items such as dugouts if or when funds are available.