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Village looks to rebid cemetery paving as cost jumps; donor offers $37,000
Summary
Board members discussed a proposal to expand a cemetery repaving project from a previously accepted $103,000 low bid to an estimated $160,000 scope; the Wagner Foundation pledged $37,000 and the village discussed covering the remaining shortfall and whether to rebid the additional work to comply with procurement rules.
Board members reported construction activity at the village cemetery and debated a changed scope that would pave a loop up past the Civil War monument. The low bid previously accepted for the original scope was $103,000; a contractor (Reeves) now estimates the expanded loop at $160,000.
The Wagner Foundation has pledged $37,000 for materials; combined with existing cemetery account balances and a proposed $10,000 transfer from a capital reserve, the board estimated a remaining shortfall of roughly $2,000–$20,000 depending on final accounting. Members discussed fund sources, including using interest from the perpetual care fund and a capital improvement reserve transfer.
Several board members raised procurement and legal concerns: the proposed extension increases the contract by well over 10% of the original award, which could require a new competitive bid for the additional portion. Options discussed included issuing a public bid notice for only the extension, doing the additional section next year to avoid driving heavy equipment over newly paved surfaces, or publishing the notice immediately (minimum public notice period can be as short as five days, though many municipalities use longer windows).
The board agreed to have staff contact Reeves and Fred (grounds) to clarify schedule and capacity, and to prepare a public notice for rebidding the extension if the board opts to proceed. The board emphasized that no additional paving should begin until scheduling and procurement issues are resolved.
What happens next: Staff will check past meeting minutes and bid documentation to confirm what was awarded, clarify available cemetery funds and donated amounts, and, if the board directs, publish a bid notice for the extension and coordinate with Reeves and the Wagner Foundation.
