Select Board approves clerk-of-works procurement steps, debates scope and cost of athletic complex phase 2

The Skowhegan Select Board on Aug. 26 approved starting a formal procurement for a clerk of the works to manage the town's Athletic Complex Phase 2, Part 2 work and approved a related environmental assessment, while members debated unpaid consultant hours, uneven bid detail and how to prioritize work inside a planned CDS/HUD grant.

Board members voted unanimously to put clerk-of-works services out to public solicitation with specifications that include timelines, activities and not-to-exceed amounts, directing staff to return with a purchasing form. The board previously voted, by the same margin, to accept a proposal from Wentworth Partners and Associates for continued clerk-of-works services but then asked that the role be opened to competitive bids to ensure clarity on fees and scope.

The discussion grew into a broader review of outstanding change orders and bid alternatives for lighting, foundations and fencing. Select Board members repeatedly pressed for clearer, itemized bids so the town and Recreation staff can finalize the CDS grant application that would unlock as much as $3 million in funding for the project.

What the board approved - A motion to authorize staff to issue an RFP for clerk-of-works services for Athletic Complex Phase 2, Part 2; vote: 5-0. The RFP will require timeline, activity descriptions and not-to-exceed amounts. (Motion: moved; second: recorded.) - Approval of Wentworth Partners and Associates' written proposal for continued clerk-of-works services (no amount specified in the proposal); vote recorded as 5-0. The board directed that a competitive RFP be issued before future invoicing or long-term commitments are finalized. - Approval of a Plymouth Engineering contract not to exceed $10,000 to complete the environmental assessment required for the athletic-complex project and CDS/HUD application; vote: 5-0. The board asked that the town manager be shown as the client on the agreement. - Approval of change order No. 12 to Ranger Construction and an expansion of funds not to exceed $44,012 from the Recreation Department capital-reserve account (ball field complex designation) to install six on-deck batter's boxes required for youth play; vote: 5-0.

Board and staff said the approvals are procedural steps needed to move the grant application and remaining construction forward, but the meeting exposed persistent questions about cost assumptions and which elements of the project are part of the town's currently funded work versus elements that would only proceed after grant funding arrives.

Consultant, project history and payment timing Steve (Wentworth Partners), who has worked on the project for more than a year, told the board he had been performing work without pay in the interim and said that no invoicing for future work would occur until the grant funds are in hand. "I've been working on phase 2 part 2 since last August," he said, describing months of project-management and design oversight. The board pressed for clearer contract language to define what past, present and future work would be billed if the town proceeds with the same consultant or with another vendor selected through the RFP.

Board members described repeated attempts to reconcile the construction bid packets with the alternatives the board now wants to evaluate. Selectman Randy said the project had become "too complicated" and urged a simpler, stepwise approach. Others, including Amber and Corey, said they supported a competitive process to protect taxpayers and to produce fixed, documented costs before approving more spending.

Change order and federal requirement for youth on-deck boxes The $44,012 change order approved on Aug. 26 covers six new on-deck batter's boxes. Staff said those enclosures are now a requirement for federally funded projects for 12-and-under play. Director of Recreation Denise explained the allocation will pay for fencing and installation at each dugout entrance. "These aren't batting cages," she said, describing them as four-sided on-deck enclosures placed between the dugout and the gate that leads onto the field.

Grant application and bid detail Town staff and select board members repeatedly asked for more precise alternate bids, especially for field lighting. The board heard competing estimates for lighting foundations and poles: one set of bids reflected large concrete foundations and traditional lighting poles with total installed prices the board described as "in the hundreds of thousands;" other options being explored included lower-cost pole systems or different pole foundations. Select Board members emphasized they want final grant budget figures to reflect realistic, vetted costs so the CDS/HUD application can show a workable full scope of work.

Plymouth Engineering environmental assessment The board authorized up to $10,000 from the Recreation Department capital-reserve account to pay Plymouth Engineering for an environmental assessment needed to meet HUD/CDS environmental-review requirements. Town staff said the EA is a required step for the grant application and that the town manager should be listed as the contract's client.

Next steps and implementation risk The board voted to put clerk-of-works services out to bid with a requirement that respondents provide timelines, staffing and not-to-exceed pricing. Members asked staff to return with clear bid alternatives for luminaries, pole foundations and fencing so the board can finalize priorities within the CDS grant application. Select Board members described the implementation risk as medium to high because many items depend on the CDS/HUD funding decision, and because the project includes interdependent trades and equipment that could raise costs if work is reordered.

Quotes "I've been working on phase 2 part 2 since last August," Steve said about his involvement. "This is the route we're going: working further in and working our way out," Recreation Director Denise said of the project phasing.

Clarifying details - On-deck batter's boxes: 6 (one per dugout side), change order amount: $44,012; funding source: Recreation Department capital reserve (ball field complex designation). - Plymouth Engineering environmental assessment: not-to-exceed $10,000; funding source: Recreation Department capital reserve (athletic complex designation). - Wentworth Partners and Associates: written proposal accepted; no fixed amount specified. The board voted to solicit competing RFP responses before locking long-term contract terms or approving retroactive billing. - The board instructed staff to include timeline, activity descriptions and not-to-exceed amounts in the RFP.

Community impact and timeline Officials said completing the environmental assessment and obtaining clearer bid alternatives are necessary to finalize the CDS grant application; until the grant is awarded and deposited the town will limit invoicing and large commitments. The board postponed detailed scope decisions and will return when bids and clearer cost breakouts are available.

Speakers [{"name":"Steve","role_title":"Consultant, Wentworth Partners and Associates (Clerk of the Works candidate)","affiliation_type":"business","affiliation_name":"Wentworth Partners","first_reference":{"timecode":"00:39:44","transcript_line_range":[3978,3988]}},{"name":"Denise","role_title":"Recreation Director","affiliation_type":"government","affiliation_name":"Town of Skowhegan","first_reference":{"timecode":"00:16:40","transcript_line_range":[1000,1010]}},{"name":"Gail","role_title":"Treasurer/Tax Collector","affiliation_type":"government","affiliation_name":"Town of Skowhegan","first_reference":{"timecode":"00:11:22","transcript_line_range":[2875,2885]}},{"name":"Jason Finley","role_title":"Public Works Director","affiliation_type":"government","affiliation_name":"Town of Skowhegan","first_reference":{"timecode":"00:45:33","transcript_line_range":[2706,2714]}},{"name":"Donnie","role_title":"Pollution Control Superintendent","affiliation_type":"government","affiliation_name":"Town of Skowhegan","first_reference":{"timecode":"00:12:14","transcript_line_range":[734,745]}},{"name":"Nick","role_title":"Town Manager","affiliation_type":"government","affiliation_name":"Town of Skowhegan","first_reference":{"timecode":"00:02:36","transcript_line_range":[149,160]}},{"name":"Amber","role_title":"Select Board member","affiliation_type":"government","affiliation_name":"Skowhegan Select Board","first_reference":{"timecode":"00:30:46","transcript_line_range":[1847,1855]}},{"name":"Randy","role_title":"Select Board member","affiliation_type":"government","affiliation_name":"Skowhegan Select Board","first_reference":{"timecode":"00:18:56","transcript_line_range":[1136,1146]}},{"name":"Corey","role_title":"Select Board member","affiliation_type":"government","affiliation_name":"Skowhegan Select Board","first_reference":{"timecode":"00:29:08","transcript_line_range":[1690,1700]}},{"name":"Ethan","role_title":"Select Board member","affiliation_type":"government","affiliation_name":"Skowhegan Select Board","first_reference":{"timecode":"00:32:04","transcript_line_range":[1918,1928]}}]

Authorities [{"type":"grant","name":"CDS/HUD grant (Community Development Block or similar federal funding)","citation":"not specified","referenced_by":["athletic-complex-phase-2-part-2"]},{"type":"policy","name":"Federal funding youth-safety requirement (on-deck batter protection for 12-and-under)","citation":"not specified","referenced_by":["athletic-complex-phase-2-part-2"]}]

Actions [{"kind":"other","identifiers":{},"motion":"Approve Wentworth Partners and Associates proposal for continued Clerk of Work services for Athletic Complex Phase 2, Part 2 (no amount specified)","mover":"Amber","second":"Kevin","vote_record":[{"member":"Amber","vote":"yes"},{"member":"Kevin","vote":"yes"},{"member":"Ethan","vote":"yes"},{"member":"Elijah","vote":"yes"},{"member":"Randy","vote":"yes"}],"tally":{"yes":5,"no":0,"abstain":0},"legal_threshold":{"met":true,"notes":"Standard majority"},"outcome":"approved","notes":"Proposal accepted; board directed staff to issue an RFP to competitive-bid the clerk-of-works role before further long-term commitments or invoicing."},{"kind":"contract_award","identifiers":{},"motion":"Authorize Plymouth Engineering contract for environmental assessment for the athletic-complex project; expend up to $10,000 from Recreation Department capital-reserve (athletic complex)","mover":"Ethan","second":"Elijah","vote_record":[{"member":"Amber","vote":"yes"},{"member":"Kevin","vote":"yes"},{"member":"Ethan","vote":"yes"},{"member":"Elijah","vote":"yes"},{"member":"Randy","vote":"yes"}],"tally":{"yes":5,"no":0,"abstain":0},"legal_threshold":{"met":true,"notes":"Standard majority"},"outcome":"approved","notes":"Town manager to be listed as client on contract."},{"kind":"other","identifiers":{},"motion":"Approve change order No. 12 and expand an amount not to exceed $44,012 to Ranger Construction for on-deck batter's boxes; expend from Recreation Department capital reserve (ball field complex)","mover":"Amber","second":"Kevin","vote_record":[{"member":"Amber","vote":"yes"},{"member":"Kevin","vote":"yes"},{"member":"Ethan","vote":"yes"},{"member":"Elijah","vote":"yes"},{"member":"Randy","vote":"yes"}],"tally":{"yes":5,"no":0,"abstain":0},"legal_threshold":{"met":true,"notes":"Standard majority"},"outcome":"approved","notes":"Six on-deck batter's boxes required for youth (12-and-under) federal funding compliance."}]

discussion_decision {"discussion_points":["Long-running debate over whether to proceed with the existing Wentworth proposal or go to competitive RFP for clerk-of-works role","Unclear or inconsistent alternate bids for lighting, poles and foundations; concerns about bedrock and drilling requirements","Town staff and board want clear, itemized alternatives before committing grant budget lines","Plymouth Engineering environmental assessment is procedural requirement for HUD/CDS application"],"directions":["Issue RFP for clerk-of-works services with timeline, activities and not-to-exceed amounts","Town manager to be client on Plymouth Engineering contract and staff to tidy the agreement language"],"decisions":["Approve Wentworth Partners proposal (5-0) but proceed to public RFP before further commitments","Approve Plymouth Engineering EA contract up to $10,000 (5-0)","Approve change order No. 12 to Ranger Construction for $44,012 (5-0)"]}

clarifying_details [{"category":"batting_boxes","detail":"Number of on-deck batter's boxes required for federal-funded youth play","value":6,"units":"count","approximate":false,"source_speaker":"Denise"},{"category":"change_order_amount","detail":"Change order No. 12 for on-deck boxes","value":44012,"units":"USD","approximate":false,"source_speaker":"Steve"},{"category":"environmental_assessment","detail":"Plymouth Engineering contract to complete EA for HUD/CDS application","value":10000,"units":"USD","approximate":false,"source_speaker":"Nick"},{"category":"grant","detail":"CDS/HUD grant target to fund Phase 2 work; no award yet","value":"$3,000,000 (approximate grant total referenced)","units":"USD","approximate":true,"source_speaker":"Steve"}]

proper_names [{"name":"Wentworth Partners and Associates","type":"organization"},{"name":"Plymouth Engineering","type":"organization"},{"name":"Ranger Construction","type":"business"},{"name":"CDS","type":"program"},{"name":"HUD","type":"agency"}]

community_relevance {"geographies":["Skowhegan"],"funding_sources":["CDS/HUD grant","Recreation Department capital reserve"],"impact_groups":["youth sports participants","recreation program users","local taxpayers"]}

meeting_context {"engagement_level":{"speakers_count":12,"duration_minutes":180,"items_count":1},"implementation_risk":"medium","history":[{"date":"2024-08-01","note":"Project discussed and initial phase work completed; phased construction ongoing"}]}

searchable_tags ["athletic complex","Wentworth","Ranger Construction","Plymouth Engineering","baseball","CDS grant","HUD","recreation"]

provenance {"transcript_segments":[{"block_id":"b180","local_start":0,"local_end":150,"evidence_excerpt":"we have on the agenda today to, hopefully, approve a proposal to complete the environmental assessment","tc_start":"00:03:00","tc_end":"00:03:30","reason_code":"topicintro"},{"block_id":"b7054","local_start":0,"local_end":150,"evidence_excerpt":"Any further discussion? All those in favor? Motion carries 5 0. Through table.","tc_start":"01:57:34","tc_end":"02:00:54","reason_code":"topicfinish"}]}

salience {"overall":0.78,"overall_justification":"Large capital project tied to a potential $3M grant, multiple approvals and contentious procurement questions.","impact_scope":"local","impact_scope_justification":"Project affects Skowhegan recreation infrastructure and local youth sports.","attention_level":"high","attention_level_justification":"Multiple change orders, procurement decisions and HUD grant dependencies.","novelty":0.35,"novelty_justification":"Ongoing project but recent procedural decisions (RFP, EA, change order) are newsworthy.","timeliness_urgency":0.80,"timeliness_urgency_justification":"Decisions affect an active grant application and near-term construction sequencing.","legal_significance":0.30,"legal_significance_justification":"Procurement and grant compliance issues; no litigation or ordinance changes cited.","budgetary_significance":0.65,"budgetary_significance_justification":"Multiple reserve-account expenditures and potential multi-hundred-thousand-dollar commitments in lighting/foundation options.","public_safety_risk":0.10,"public_safety_risk_justification":"No immediate public-safety hazard described.","environmental_impact":0.20,"environmental_impact_justification":"An environmental assessment is required under HUD/CDS rules.","affected_population_estimate":1000,"affected_population_estimate_justification":"Regular users of the athletic complex and local youth programs.","affected_population_confidence":0.6,"affected_population_confidence_justification":"Estimate based on facility users and town population.","budget_total_usd":44012.0,"budget_total_usd_justification":"Direct change order approved this meeting; larger estimates for lighting remain unresolved.","decision_deadline":"not specified","decision_deadline_justification":"No statutory deadline cited; timing driven by grant schedule.","policy_stage":"proposal","policy_stage_justification":"Project is in procurement and grant-application stage; parts already constructed.","follow_up_priority":8,"follow_up_priority_justification":"High due to grant dependency and potential large costs.","fact_check_risk":0.25,"fact_check_risk_justification":"Most figures are in meeting record; some vendor estimates discussed informally.","uncertainty":0.60,"uncertainty_justification":"Key costs (lighting/poles) are unresolved and hinge on alternate bids.","source_diversity":0.40,"source_diversity_justification":"Conversations involve consultants, staff and select board members but few independent vendors confirmed.","stakeholder_balance":0.45,"stakeholder_balance_justification":"Town staff and a consultant are prominent; fewer independent bidders involved."}