Consultants tell Antioch board public-works bids exceed budget by roughly $700,000; VE cuts narrow gap

Consultants for the village presented bid results for the proposed public works facility and told trustees the low bids exceeded the village's previous 60% estimate by about $600,000 on construction and a further $100,000 on owner-purchased equipment, creating an initial gap of roughly $700,000.

Village consultant Jack Hayes and Mark Winger described a two-part response: a trade-by-trade value-engineering review that identified approximately $456,000 in savings, plus nearly $50,000 in voluntary contractor price concessions. Separately, staff and the department's operations lead, Dennis, adjusted the list of owner-purchased equipment, turning an initial equipment overage of about $100,000 into a savings of about $100,000 (a roughly $200,000 swing). After those steps the low bid on bid day fell from about $14,670,000 to $13,584,000; staff said that figure is roughly $30,000 above the most recent board estimate after counting soft costs and owner-purchased items.

Why it matters: the board must decide which optional items to include before awarding the contract and setting a construction schedule. Consultants and staff described several optional bid alternates that would add capacity or finishes (a structural steel mezzanine with elevator, modular mezzanine alternative, storage bins, fueling island and a generator). The consultants said the structural mezzanine with elevator must be selected at award because it is a structural element subject to building inspections and the Americans with Disabilities Act, whereas items such as modular storage or fueling islands could be added later.

Trustees pushed on trade-offs and timing. Trustee Peterson and others said the mezzanine and generator are critical for the building's role supporting police, fire and other departments, arguing that "we have one chance to build this" and that deferred options risk repeated future costs. Others asked for square-foot comparisons between the modular and structural mezzanine (consultants said square footage would be similar) and pressed staff for a funding plan before final award. Staff told the board that the next step is for consultants and village staff to return with a recommended set of alternates and a financial plan at the next board meeting so the board can take an award vote without additional presentations.

Budget details cited in the presentation: consultants said construction bids were about $600,000 above the 60% estimate; equipment bids were about $100,000 over; VE work produced about $456,000 in identified savings plus roughly $50,000 in contractor concessions; equipment specification changes produced an approximately $200,000 swing; the net result brought the proposed project markedly below the original $700,000 gap but still slightly above the board's prior figure.

Next steps: staff said they will return to the board at the next meeting with a recommendation showing which alternates to include, the funding path for any overage and the recommended contract award. Trustees repeatedly emphasized they want the building to meet operational needs and ADA requirements while avoiding unnecessary decorative or over-specified items.

Quotes (from the record): "It's been a difficult process," the consultant said in presenting the numbers. Trustee Peterson urged the board to "build it right" and said the mezzanine and elevator are important to operations. Dennis, representing operations, told the board he preferred to defer some equipment purchases until staff can operate the building and identify needs.

The board did not vote to award the contract tonight; the discussion closed with direction to return with recommended alternates and funding detail at the next meeting.