Public works shows new online construction project and contract-status reports; monthly updates to track 6% contingency use

Public works staff demonstrated to the Jefferson County Council a new suite of online project information tools intended to give the public and council monthly visibility into construction projects and contract contingencies.

Staff walked through three main items on the public works projects web page: an annually updated construction project map (showing projects expected to start or finish in 2025 and 2026), a bi-monthly Gantt scheduling chart for project stages, and a monthly construction contract status report tied to council-approved awards that included a 6% contingency allowance.

The contract status report itemizes the approved funds, original contract amount (the contract award), anticipated overruns/underruns and approved change orders. Jason Jonas, public works staff, said the report will be updated around the 15th of each month and will show how much of an awarded 6% contingency has been used. "As soon as we have contract changes that we approve that eat up that 6%, you'll start seeing this be 1.1 or 2.8 or whatever," Jonas said, explaining the anticipated contract change column and the available contract funds column.

Jonas said the report links to a two-page project information sheet for each project that includes a map, utility relocation responsibilities and estimated right-of-way and utility costs. He said the goal is to reduce paperwork for the council—change orders will appear only if the contingency is close to being expended, and staff commit to returning to council for approval before exceeding the contingency.

Council members asked whether available contract funds will decrease as change orders are approved; Jonas confirmed they will, and that line 6 on the spreadsheet will increase as change orders are recorded and line 8 (available contract funds) will decrease accordingly. Jonas said the reports include project percent complete and remaining working days so councilmembers can follow schedule and expenditure progress.

Why it matters: The new online reports are intended to give councilmembers and residents timely information on project schedules, utility relocation costs, and whether awarded contingencies are being consumed—reducing after-the-fact change-order approvals and increasing transparency.

Ending: Jonas said the materials will be published monthly on the county website and staff will not send a separate monthly email; councilmembers can visit the projects page for up-to-date contract and project information.