Harpers Ferry council approves WDA invoice payments, awards $574,773 meter contract pending EPA review

Harpers Ferry Town Council on Oct. 13 approved payment of construction invoices tied to a water project funded in part by the West Virginia Water Development Authority and awarded a separate contract to replace water meters.

The council adopted Resolution No. 11 authorizing payment of invoices totaling $451,691.53 for the WDA-funded water construction project and, after a separate motion, voted 6-0 to award the meter installation contract to Fortiline Water Works for $574,773.43. Council members also authorized the mayor to execute a notice to proceed pending EPA approval.

The payments covered contractor invoices summarized in the resolution, including Terra Works line items, and were presented as necessary costs of the WDA-funded construction. Debbie, the town finance officer, told the council the WDA project paving is complete and that a pay application will be needed. The resolution text presented to council listed the invoice total as $451,691.53.

Council discussion on the meter contract centered on bids and federal approvals. The purchasing team received three bids; Fortiline submitted the low bid of $574,773.43 including all alternates advertised (AMI large-meter reads, drive-by acoustic leak detection and a customer portal). Council members and staff said the bid was below the $625,000 project budget. Storm (Budget & Finance) noted ongoing annual licensing and communications costs of roughly $18,500 per year beginning in 2027, which are not included in the contract price.

Council members emphasized the project is primarily federally funded: $500,000 from the EPA and a $125,000 match from the governor's office, and staff said no town water rate increase will be required for the work as currently scoped. The award and the separate authorization for the mayor to execute a notice to proceed passed unanimously, but both were described as contingent on formal EPA approval and the town's 90-day award window.

Why it matters: The meter upgrade installs automatic/AMI-capable meters and acoustic leak detection, modernizing the town's billing and leak-detection capability and using mainly external grant funds. Council members said the contract should reduce future water-system losses and avoid rate increases for customers.

Council actions recorded

- Motion: Adopt Resolution No. 11 (authorize payment of invoices related to WDA-funded water project, total $451,691.53). Seconded (Jesse). Outcome: approved 6-0. - Motion: Award water meter contract (including alternates) to Fortiline Water Works, $574,773.43. Seconded (Jesse). Outcome: approved 6-0. - Motion: Authorize the mayor to execute the notice to proceed contingent on EPA approval of the award. Outcome: approved 6-0.

Implementation notes: Staff said some soft costs and annual license fees remain outside the bid; the council directed staff to proceed with EPA coordination and to return if the federal approval process changes timing or scope.