Commissioners weigh change order waiving liquidated damages for AstroTurf ballfields amid weather delays

County staff and commissioners debated whether to approve a contractor change order that would remove or limit a $25,100 liquidated-damages clause if weather delays prevent an April completion of a new AstroTurf installation at county ballfields.

Rob (county staff/project liaison) explained that the contractor’s project manager said the team is prepared and that turf materials are scheduled to arrive late March, but that severe winter weather could delay installation. He said the contractor asked the county to modify the contract to make weather-related delays ineligible for liquidated damages. “They’re asking for a change now,” Rob said, referring to the contractor’s proposed amendment.

Commissioners and staff discussed alternatives and risks. One commissioner noted that the contract’s liquidated-damages provision applies only to a contractor’s fault and that weather is not a contractor fault; staff said the contractor’s proposed change asks the county to accept that weather-related downtime should not trigger the charge. County staff asked for written contingency plans and a clearer timeline from the contractor and its project manager before accepting the change order.

Jason Cleaver and the contractor’s project manager were described in the meeting as supportive of proceeding with tournaments even if some work is delayed; staff emphasized they want the contractor to stay on site and recover lost days once weather clears.

Why it matters: the county risks either losing scheduled tournament revenue if turf is not ready or exposing itself to higher costs if it relaxes liquidated-damage protections without firm contingency plans.

Provenance: the change-order discussion spanned the project update portion of the meeting and concluded with staff instructed to obtain more detailed scheduling and contingency assurances from the contractor and project manager.