Hinsdale board rejects over-budget pavilion bids and authorizes staff negotiations

The Hinsdale Village Board voted to reject the bids received for the Burlington Park Pavilion project and authorized staff to negotiate with the single responsive bidder and other interested parties in an effort to bring the project within the budgeted amount of $350,000.

Staff told trustees the formal bid process produced one nonresponsive proposal and one responsive proposal that exceeded the village's budget. Trustees raised concerns about the scale of the overrun; in discussion, board members said the lowest responsive bid was roughly 24% above the budgeted amount and questioned whether value engineering could preserve the pavilion's intended quality while closing that gap.

Several trustees urged caution about sacrificing design or durability to meet the budget. One trustee said the board needed to consider whether a pared-back structure would still meet expectations and whether rejecting bids now to continue discussions offered better long-term outcomes than rebidding under the same constraints.

Staff described a parallel strategy: directly meeting with the responsive bidder and other contractors, asking architects to identify elements that could be value-engineered or performed in-house (for example landscaping or site work), and exploring a modest fundraising campaign modeled on past anniversary drives. The staff timeline called for meetings with contractors the week after the meeting and a report back to the board at an upcoming meeting with options and recommendations.

Kathleen (staff) summarized the recommended procedural path: "My recommendation is to waive the first reading, reject the bids, and authorize staff to negotiate with the single responsive bidder and/or other potential interested parties to reach agreement on an updated proposal not to exceed the budgeted amount of the project." The board approved that motion by roll call.

What happens next: staff will pursue meetings with LZ Design Building Group and other prospective contractors, seek potential value-engineering measures (materials and scope), and return to the board with findings and a recommended course (negotiate an award within budget, rebid with a longer timeline, or pursue supplemental fundraising). Trustees noted that even with a negotiated path, a July 4 groundbreaking remains aspirational and a ceremonial event could be held while construction proceeds later in the year.

The board's action preserves the village's project goals while creating flexibility to address the cost gap and report back with detailed options and potential impacts on timeline, scope and donor agreements.