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Record of Proceedings

Oswego Committee of the Whole Meeting – April 7, 2026: Public Works Facility Bid Results and Design Update

Village Board & Commissions — Tuesday, April 7, 2026
BodyOswego, Illinois
SessionVillage Board & Commissions
DateTuesday, April 7, 2026
StatusFILED
Video Record
0:00 / 59:21

Transcript — Verbatim
0:00

Here.

0:01

Trustee Hughes.

0:02

Here.

0:02

Trusty Connay.

0:03

Here.

0:04

Trusty McCarthy Lang.

0:05

Here.

0:06

Trusty Novi here.

0:07

Trusty Torres.

0:09

Here.

0:11

All right.

0:11

First up, we're going to open the public forum.

0:13

If there's anyone wishing to address the board in the public, please feel free to come forward now.

0:18

This evening I have no green slips, so first come, first serve.

0:28

Seeing nobody, we will close the public forum and move on to old business.

0:33

And under new business new, excuse me, under old business, we have item E1.

0:38

Kurt Brad.

0:46

I think we're going to have Jack go first.

0:48

I think that's right.

0:51

Okay.

0:53

Or you could run through the picture.

1:00

How late are they?

1:02

Oh goodness.

1:03

I think why don't we start with E2?

1:05

I was just going to say, why don't we do want to do E2?

1:08

Yeah.

1:08

All right.

1:09

Then changing up the order a little bit due to unforeseen circumstances, we're going to go forward with item E2 instead.

1:17

And that is also Kurt and Brad.

1:23

All right, I'm going to ask Jack if he could come up to this is her.

1:27

I take this one.

1:30

Tell them we're all waiting.

1:38

Thank you.

1:41

Sorry about that.

1:42

That's all right.

1:48

If anyone has any jokes, please feel free to tell them now.

2:06

Okay, thank you.

2:08

Welcome.

2:08

Appreciate you adjusting your schedule for tonight.

2:12

So what I've prepared for you tonight is based on a lot of work from the team, both on public works, administration, Williams, and FQC with regard to how things went for bidding.

2:26

And I thought I would take you through a little bit of how we got to where we are tonight and uh revisit a little bit of uh the budget that you approved to make sure that you can track how we're gonna keep track of the total project cost.

2:42

While the construction cost, which I represent is the largest number, there's other numbers that go into the totals, and I want to make sure that everything is transparent, that everybody sees what we're doing, and if you have any questions, we can address them.

2:55

Could you state your name for the record?

2:56

Oh, sorry, Jack Hayes, I'm the president of Frederick Quinn Corporation.

3:00

Thank you very much.

3:01

Thank you.

3:04

So back in September, we were in front of you and presented what was at the time an initial budget based on what is called schematic design.

3:13

And those are about 25% complete documents.

3:17

Um it's really a conceptual idea of what the building is gonna look like, some basic plans, some basic information.

3:24

And um so we came to you with a construction budget of 24.8 million dollars, and we've always been carrying this owner capital funds because there are certain elements of the project that had been budgeted for um for the existing building or the site that we're gonna be incorporated into this project anyways.

3:42

And then we have what is which comes to a net construction cost of 23.6.

3:47

And then there's owner soft costs.

3:50

And we refer to those as soft costs because we refer to construction as hard costs, bricks and mortar versus soft costs like fees, uh utilities, uh furnishings, uh technology, uh testing, soil borings, those kind of things that don't go into the actual construction part of the project, and are typically monies that the owner procures directly, like a testing company or the Williams architects, who's your architectural engineering firm.

4:21

So our budget total project budget came to 26.4 million, which is the direction we received from the board to proceed as long as we stayed within that.

4:32

Now that number did include some knowledge of the soil conditions at the site, which we didn't have when we did the original conceptual budget back in I think it was May.

4:48

And there was a canopy for the fueling island that was was a desired, and then there were some hopeful alternates like assault dome and a few other things that we had carried outside of that number, depending on how the numbers came in.

5:03

So with that direction, we went to work on with Williams on the design development of the project, more detailed design, really getting into the weeds of exactly how we're going to execute work inside the existing building.

5:17

And we then went through the exercise of re-budgeting and doing more detailed estimating of exactly what we were going to do.

5:28

And through those conversations, there were some decisions to reduce the size of the wash bay on the garage because it operationally Kurt or Brad, if you guys want to jump in, it just kind of seemed like that was a little bit overdone.

5:45

And so instead of we just basically reduced the length, right?

Discussion Breakdown — Share of Meeting
Engineering And Infrastructure█████████████████████████████████████████████72%
Budget Equity Analysis█████████14%
Procedural████7%
Community Engagement██3%
Public Safety█2%
Water And Wastewater Management█2%
Summary of Proceedings

Oswego Committee of the Whole Meeting – April 7, 2026: Public Works Facility Bid Results and Design Update

The Oswego Village Board Committee of the Whole met on April 7, 2026, at 6:00 PM to review the final design and contractor recommendations for the new Public Works facility. The meeting focused on the successful bidding process, budget status, and a detailed discussion on whether to enclose the breezeway connecting the existing and new buildings.

Discussion Items

E2 – New Public Works Facility Contractor and Alternate Recommendations

  • Jack Hayes (President of Frederick Quinn Corporation, FQC) presented the bidding results. The project received 128 bids across 30 trade packages, with strong competition. After scope review meetings, six to seven low bidders were found to have errors, and the next responsive bidders were selected. All bid tallies were published online for transparency.
  • The construction budget was $24.6 million; base bids came in approximately $850,000 under budget. After adjusting owner soft costs (increased for soil testing and architectural fees), total project savings were nearly $800,000 under the approved $26.4 million budget.
  • Recommended alternates (total $620,000) included:
    • Salt dome (came in $60,000 under budget)
    • Upgraded perimeter fence (TREX composite instead of PVC; more durable, lower maintenance)
    • Epoxy floor finish in existing fleet maintenance area
    • Floor sealer in existing garage shops
    • Painting interior of new vehicle storage building and existing garage shops (combined savings of $11,000)
  • An owner-purchased liquid distribution system (lube/oil) for fleet maintenance was also recommended, using available funds.
  • Trustee Hughes praised the under-budget result and the high number of bids. Trustee Jen asked about alternates 3 and 4 (insurance requirement reduction) – those were informational only and not adopted; the village will keep its standards. She also asked about single bidders for doors and gas pumps; Hayes explained that due to public bidding requirements (insurance, bonding), such specialized packages often attract only one bidder. Trustee Jen also inquired about fence security (no spikes) and gate control (prox cards).
  • Trustee McCarthy-Lang thanked Hayes for accommodating budget requests and asked about the increase in owner soft costs; Hayes attributed it to additional soil testing and updated architectural/engineering fees.

E1 – New Public Works Final Design and Floor Plan Presentation

  • Kim Nigro (Williams Architects) presented exterior and interior renderings. The design includes a new administration building, vehicle storage garage, and renovated existing building. Key features: a warm wood ceiling cloud in the lobby for acoustics, a training room with felt panels and linear lights, and a textured concrete swish (village logo) on the south facade.
  • The breezeway between the new and existing buildings is currently designed as an open covered patio with picnic tables and a fence for staff privacy. Multiple trustees expressed interest in enclosing it to protect employees from weather (cold, rain) and promote connectivity.
  • Trustee Jen strongly advocated for an enclosed connection, citing employee comfort during inclement weather and long-term regret if not built now. She requested a cost estimate before final approval.
  • Rochelle (likely a staff member) explained that previous discussions considered many factors (heating, lighting, drainage, utilities) and the decision was to leave it open to stay within budget. With the project now under budget, she supported getting a cost estimate.
  • Jack Hayes noted that enclosing the walkway is complex due to underground utilities (gas, electrical, sanitary) and drainage (trench drain). He estimated the cost could be in the $50,000–$150,000 range but not precise. The team agreed to provide a smart estimate in two weeks without delaying construction.
  • Trustee Torres suggested heated sidewalks or overhead heaters as possible alternatives. The police chief’s experience with heated concrete at the police station was mentioned as a potential alternate if full enclosure is too costly.
  • Trustee Novi cautioned that if the cost exceeds the surplus, trade-offs with other alternates would need to be considered.
  • All agreed to proceed with the project as planned and revisit the breezeway decision after receiving a cost estimate.

Key Outcomes

  • The Committee received the FQC recommendation and the design presentation without a formal vote (Committee of the Whole). The project will move forward; a guaranteed maximum price (GMP) contract and final decision on the breezeway are expected at the next Village Board meeting on April 21, 2026.
  • Direction given to FQC, Williams Architects, and staff to develop a cost estimate for enclosing the breezeway (including all relevant engineering and utility impacts) and present it at the next meeting. Construction will not be delayed while the estimate is prepared.
  • The project remains under budget by approximately $120,000 after recommended alternates and owner-purchased items.

Meeting Transcript

Here. Trustee Hughes. Here. Trusty Connay. Here. Trusty McCarthy Lang. Here. Trusty Novi here. Trusty Torres. Here. All right. First up, we're going to open the public forum. If there's anyone wishing to address the board in the public, please feel free to come forward now. This evening I have no green slips, so first come, first serve. Seeing nobody, we will close the public forum and move on to old business. And under new business new, excuse me, under old business, we have item E1. Kurt Brad. I think we're going to have Jack go first. I think that's right. Okay. Or you could run through the picture. How late are they? Oh goodness. I think why don't we start with E2? I was just going to say, why don't we do want to do E2? Yeah. All right. Then changing up the order a little bit due to unforeseen circumstances, we're going to go forward with item E2 instead. And that is also Kurt and Brad. All right, I'm going to ask Jack if he could come up to this is her. I take this one. Tell them we're all waiting. Thank you. Sorry about that. That's all right. If anyone has any jokes, please feel free to tell them now. Okay, thank you. Welcome. Appreciate you adjusting your schedule for tonight. So what I've prepared for you tonight is based on a lot of work from the team, both on public works, administration, Williams, and FQC with regard to how things went for bidding. And I thought I would take you through a little bit of how we got to where we are tonight and uh revisit a little bit of uh the budget that you approved to make sure that you can track how we're gonna keep track of the total project cost. While the construction cost, which I represent is the largest number, there's other numbers that go into the totals, and I want to make sure that everything is transparent, that everybody sees what we're doing, and if you have any questions, we can address them. Could you state your name for the record? Oh, sorry, Jack Hayes, I'm the president of Frederick Quinn Corporation. Thank you very much. Thank you. So back in September, we were in front of you and presented what was at the time an initial budget based on what is called schematic design. And those are about 25% complete documents. Um it's really a conceptual idea of what the building is gonna look like, some basic plans, some basic information. And um so we came to you with a construction budget of 24.8 million dollars, and we've always been carrying this owner capital funds because there are certain elements of the project that had been budgeted for um for the existing building or the site that we're gonna be incorporated into this project anyways.

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