Finance committee approves school project payments, questions PPBA procurement practices

Providence — The Providence City Finance Committee on April 30 approved three contract actions to complete existing capital projects at city schools and public facilities, while pressing staff and the Providence Public Building Authority for clearer procurement procedures.

The committee approved: (1) a $98,010 change order for Meriden Construction to finish work on an auditorium and backstage systems, (2) a $378,500.25 payment to Studio J for construction‑administration services at Pleasant View Elementary School and Classical High School, and (3) a $35,558.75 maintenance invoice tied to occupancy of a PPBA‑owned building.

Why it matters: The approvals release money needed to complete school renovations and close out contracts, but committee members said some PPBA transactions had been handled outside the city’s normal procurement and recordkeeping practices. The committee asked for a clearer written protocol and for working meetings with the city solicitor and PPBA counsel.

Meriden change order

The Meriden Construction change order was presented as the final work for the auditorium portion of a multi‑phase renovation. Public Property staff described items covered by the $98,010 figure: installation of a safety railing for a side door and landing, additional air conditioning for the sound/control booth, wiring and conduit for a backstage room, replacement of a steam radiator damaged during earlier work and repaired under an insurance claim, a motorized lift for backstage lighting, and additional fire‑alarm repairs. Public Property staff said prior insurance payments went directly to vendors and did not flow through the city’s accounts.

Committee members asked whether the change order completes phase two of the project and whether additional training or operations support had been provided; staff said the item should finish phase two and that staff and school administrators had conducted at least two trainings on the new AV and lighting systems. Councilor Taylor moved approval and Councilor Andrew Dahl seconded; the committee approved the resolution by voice vote.

Studio J construction‑administration payment

The committee also approved $378,500.25 to Studio J for construction‑administration (CA) services on the Classical and Pleasant View projects. City staff explained that the original design‑build contract with Gilbane and Studio J produced approved documents but that subcontractor bids came in roughly $10 million over budget. The city then switched to a general‑contract delivery method; in that model a separate architect must provide CA services and certify substantial completion. Because firms were reluctant to become architect‑of‑record on drawings they had not produced, the city negotiated CA services with Studio J, the original architect of record.

Staff said Studio J had been paid an initial amount in 2023, and the $378,500.25 is the remaining balance for CA work that includes responses to requests for information, shop‑drawing and submittal review, site observations, payment‑application reviews and certification of substantial completion. The contract was approved by a committee motion and a voice vote.

PPBA maintenance invoice and procurement concerns

A longer, more contested discussion centered on a $35,558.75 invoice associated with a period when a tenant occupied a PPBA‑owned building. The deputy director of finance told the committee that the invoice is payable from Providence Public Building Authority bond funds and not from the city general fund. The deputy director said the PPBA executed the underlying lease and paid the vendor directly, and that recent administrative changes aim to bring PPBA procedures into closer alignment with city procurement rules.

"This is not being paid out of city general funds. This is being paid out of PPVA [PPBA] bond funds," the deputy director said. Committee chair Helen Anthony said she was "personally very, very uncomfortable" with past practice in which PPBA transactions occurred outside the city’s usual review and recordkeeping channels. Committee members asked for a meeting with the city solicitor and the PPBA legal counsel to clarify authorities.

Nicole Pollock, recently named PPBA chair, and vice chair Matthew McClary were introduced during the discussion; committee members said they would work with the new PPBA leadership on codifying procurement and bidding procedures and establishing accounting streams so bond projects are visible in the city’s financial systems.

The committee approved the PPBA invoice by voice vote with the caveat that the committee will be briefed on new PPBA procedures and any outstanding PPBA records the city must reconcile.

What was decided and next steps

The Finance Committee approved the three contract actions by voice votes. Committee members directed staff to provide copies of the PPBA lease and related exhibits, to schedule a meeting with the city solicitor and PPBA counsel, and to present proposed PPBA procurement protocols to the committee when available. Staff said they will present the capital improvement program in updated format reflecting accounting changes.

Committee members emphasized that approvals were narrowly framed to pay for completed or contractually required work, while administrative follow-up will determine whether past practices require further audit or corrective action.