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Clerical bid error prompts council to amend Beals Road bridge article to $3 million; federal funding expected to cover cost
Summary
Public works director told the council a low bidder made a clerical error. To avoid a potential federal requirement to accept a higher second bidder, staff recommended and the council approved increasing the Beals Road bridge warrant to $3,000,000; town officials said no local tax impact is expected because the project is federally funded.
The Bedford Town Council voted Jan. 22 to move an amended warrant article for the Beals Road bridge replacement to the deliberative session and to increase the not‑to‑exceed authorization to $3,000,000 after an apparent clerical error in the low bid raised the risk that the town could be forced to go with a higher second bidder.
Jeff Foote, director of public works, told the council that bids opened the day before included an apparent arithmetic/entry error in the lowest bid line items. Foote said the New Hampshire Department of Transportation and the Federal Highway Administration are likely to require the town to use the next lowest qualified bidder if the apparent low bidder can’t be confirmed. He said the town will seek to work with DOT and FHWA to retain the low bidder if possible but presented the $3,000,000 authorization as a conservative, worst‑case figure to ensure the warrant covers the likely federal reimbursement and procurement outcomes.
Foote emphasized the town would not incur additional local tax cost for the change: the project is funded through federal programs administered by DOT which, Foote said, will refund the town’s outlays aside from design and minor local costs. The staff handout provided in the meeting packet identified how the larger authorization would accommodate the procurement uncertainty and noted the town’s municipal obligation would remain approximately $44,200.
Council action: Councilor Dave Gilbert moved to place the Beals Road bridge replacement article on the deliberative session agenda; Councilor Kathleen Bemis seconded. The council voted to move the article and recorded a recommendation of 7–0 in favor of placing the amended article on the warrant.
Ending: Staff said they will continue negotiations with DOT and federal partners to resolve the procurement issue and will return final contract and cost details to the council. If federal reviewers require the second lowest bidder, the higher bid will be covered through the federal funding mechanism and staff said there should be no additional local tax burden.
