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Board approves $605,451 supplemental appropriation for Hoover Ridge site work; staff debated locked asphalt price
Summary
The board approved a $605,451 supplemental appropriation to fund expanded site work at Hoover Ridge’s outdoor recreation center. Staff discussed a contractor’s change-order quote that would lock asphalt pricing but raise the contract by roughly $17,500; the board elected to approve the lower amount on the PRA-backed funding.
The Madison County Board of Supervisors voted to approve a supplemental appropriation of $605,451 to cover an expanded scope of site work at the Hoover Ridge outdoor recreation center.
County staff and the project contractor had proposed adding hard surfacing and sidewalks to the current Phase I.A earthwork and utility scope. The contractor initially proposed a price of $605,451 tied to a VDOT liquid-asphalt index of $5.9750 per ton, a calculation that would adjust if the asphalt index moved. The contractor later offered a locked price that increased the change order to $622,965.60; staff said the higher figure reflected the contractor absorbing volatility risk for asphalt pricing.
Parks and Recreation had voted to transfer $605,451 to the county to cover the lower figure, and staff reported that PRA’s planned transfer did not match the contractor’s later locked total. County auditors, legal counsel and staff discussed funding mechanics: the county’s existing contract for the dirt work is between the county and the contractor, while PRA would transfer funds to the county for the added work.
Given that asphalt prices had not moved substantially earlier in the year, staff described two options: approve the lower $605,451 amount and assume the small price risk, or approve the higher locked figure to eliminate contractor price risk. The board approved the $605,451 supplemental appropriation and authorized staff to proceed with the change order consistent with that appropriation; staff said they would pursue PRA’s formal transfer at its meeting and bring any necessary supplemental back if the locked price became unavoidable.
Staff said the contractor provided a substantial-completion date of Dec. 15 for the site work and warned that asphalt plants typically reduce production as weather cools, which could affect late-year paving windows.
