Council approves first reading of $25.8 million loan order for McGlynn and Andrews HVAC and roof work

The Medford City Council on April 8 voted 7-0 on first reading to advance a loan order of $25,775,000 for HVAC replacements, roof work and related upgrades at the McGlynn and Andrews elementary schools.

The measure, submitted by the mayor and introduced by city project staff, would supplement an earlier $5 million authorization that paid for pre-purchase of equipment. Peter Cushing, assistant superintendent for the Medford Public Schools, and Brenda Pike, the city’s climate planner, presented the project and cost breakdown to the council.

The project plan calls for replacing boilers and cooling systems with condensing boilers and heat pumps, automated controls, structural and electrical work, weatherization, and roof repairs. The council was told the $5 million pre‑purchase package already authorized supplied roughly $3.3 million in advance equipment purchases. Construction-phase costs for the two schools were estimated at about $22,945,000, with an owner contingency of $687,273 and additional design and project‑management fees (designer ~ $1,300,000; owner’s project manager ~ $484,000). The presenters also identified other contingencies, including roughly $2.3 million in potential ADA‑triggered upgrades that they expect to seek variances on, and more than $2 million in tariff and second‑shift contingencies.

Project staff said the McGlynn roof will receive a fluid‑applied refurbishment estimated at $1.5 million rather than a full $3 million tear‑off and replacement because the warranty and expected life are comparable at substantially lower cost. The team said about $2.2 million in Mass Save incentives are expected but would be reimbursed after equipment is purchased and installed. Solar installation was described as an add‑alternate and is not included in the bond amount unless bids come in lower than expected.

Vice President Collins moved to approve the loan order for first reading; Councilor Tsang seconded. The roll call vote recorded all seven present councilors as yes (Councilors Callahan, Collins, Lozaro, Lemming, Scarpelli, Singh and President Bares). The motion carried on first reading. Staff said the construction manager was brought on early as a construction‑management‑at‑risk to deliver a GMP (guaranteed maximum price) and to help preserve the schedule so work can be completed before students return in August.

Why this matters: school HVAC and roof work affects building safety, accessibility and energy use for thousands of students; the project includes significant contingencies, reimbursable incentives, and ADA work that could raise costs and trigger variance processes.

Councilors discussed financing options, including the mayor’s office and staff looking at free cash or timing of borrowing to smooth the long‑term debt schedule. Councilor Scarpelli asked whether available free cash might be used to reduce borrowing; staff responded that multiple options would be evaluated and timing of debt service was a central concern for the fiscal plan.

Next steps: the loan order advanced on first reading and will return to council for additional readings and a final vote before the bond can be issued. The project team said they will pursue applicable ADA variances and pursue Mass Save rebates after installation.