Council approves multiple subcontract awards for new and renovated schools; managers report favorable bid trends

The Town of Middletown council on the meeting approved resolutions authorizing construction managers to award multiple subcontract packages for the new middle/high school project and for renovations at the existing high school/elementary complex.

Why it matters: The council authorized awards for major trade packages — elevators, fire suppression, plumbing, HVAC and site services — for the new middle/high school and approved demolition, fire suppression, plumbing, mechanical and site work packages for the renovation project. Staff reported the bid packages presented to the council came in substantially below pre-bid (60%) construction document estimates, creating a favorable trend that could be placed in the owner’s contingency or used for other project needs.

What the council approved and the bid highlights Colliers Project Leaders and Gilbane Building Company recommended award of the new Middletown Middle/High School subcontract packages to these firms (amounts as presented to council): - Elevators (RTA 14 a): Otis Elevator Company — $217,920 (about $148,424 below the 60% estimate). An alternate (Alternate 9) for a hoistway and elevator at the middle school wing was recommended for award at $178,080. No MBE/WBE participation reported for this package as presented. - Fire suppression (RTA 21 a): Delta Mechanical Contractors — $1,512,900 (about $665,055 below the 60% estimate). Delta reported 10.11% MBE participation in this package. - Plumbing (RTA 22 a): Delta Mechanical Contractors — $3,942,600 (about $1,944,406 below 60% estimate). The package reported 15.53% WBE participation; the overall project minority/women business-enterprise goal is 7.5%. - HVAC (RTA 23 a): Delta Mechanical Contractors — $13,038,300 (about $640,207 below the 60% estimate). - Site services / field office trailers (RTA 99 a): Will Scott — $172,311.

Council then passed a resolution to approve Gilbane Building Company’s recommended awards and to authorize the town administrator to notify Gilbane to proceed. The motion to pass the resolution was moved from the floor and recorded as approved by voice vote (Aye). Exact roll-call tallies were not stated on the record.

Renovation work: Bentley Companies recommendations and council action For the renovation of the existing high school and elementary school complex, Colliers Project Leaders and Bentley Companies recommended awards for multiple packages; the council passed a resolution authorizing Bentley Companies to award the listed subcontract packages (funded from school improvement bond proceeds). Highlighted recommendations included: - Demolition and abatement (RTA 001) to SiteCon Corporation — $814,000 (no allowances carried in base bid; alternates still under evaluation). - Fire suppression for elementary complex (RTA 003) to Environmental Systems Incorporated — $901,500 (about $189,700 below 60% estimate); owner’s allowance of $25,000 included for unforeseen conditions. - Plumbing (RTA 007) to RCL Mechanical — $288,334 (three owners’ allowances included totaling $48,500 for slab cutting, ground-penetrating radar, and unforeseen plumbing conditions). - Doors, frames and hardware (RTA 009) to Columbus Door Company — $187,400. - Site work (RTA 004) to Rycon — $201,402 (about $4,402 above 60% estimate).

In presenting the packages staff said the project is showing a favorable trend of roughly $12 million under previously aggregated estimates; staff emphasized that amount would flow into the owner’s contingency or allowances and be used to manage both the new school and the high-school renovation program as the work proceeds. Councilors asked for consolidated budget trend documentation and confirmation that change-order controls and guaranteed-maximum-price negotiations with construction managers will govern future adjustments.

What was said about schedule and risks Staff and project managers described a multi-phase, multi-year schedule and noted some packages (notably demolition/abatement alternates) are timed to begin in specific summers; one speaker said some demolition will begin earlier while other phases will be staged. Council and staff discussed change-order processes, contingencies and the forthcoming guaranteed maximum price negotiations; staff noted three layers of contingency typically exist (owner, contractor, allowances) and that the council will be apprised before large changes are committed.

Votes and next steps - Resolution to authorize Gilbane Building Company to award the listed subcontracts for the new Middletown Middle/High School: motion passed by voice vote (Aye). Exact roll-call not specified. - Resolution to authorize Bentley Companies to award the listed subcontracts for the renovation of the elementary/high school complex: motion passed by voice vote (Aye). Exact roll-call not specified.

Project staff said they will provide the council with the cost trending log and a consolidated budget update on the next docket, and will continue to track MBE/WBE participation across packages. The construction managers will proceed to negotiate guaranteed maximum prices with the town for the overall projects before work beyond awarded packages is finalized.