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Board told contractor completed demolitions and tree removals at Ernest Drive; procurement and invoice confusion left unresolved
Summary
Procurement staff said they had not received final invoices or purchase orders for demolition and tree-removal work at Ernest Drive and East Street even though Technique Construction representatives told the board the work has been completed.
Felicia Adams, senior procurement chief officer, told the board she had not received the final quote or invoice for demolition and tree removal work at Ernest Drive and East Street and that the procurement office had not issued purchase orders before the contractor began work.
"I didn't receive anything related to that. Yeah. I hadn't seen the quote or anything," Adams said. Board members and staff described multiple submissions and proposals from Technique Construction (also referred to as TCC) with differing figures: proposals and invoices reviewed during discussion referenced amounts of about $37,000 (or $37,000/ $39,000 in differing documents) for tree removal and approximately $47,291 for demolition. Technique Construction representatives present said the work had been completed.
A representative for the contractor confirmed completion: "The houses are gone and all trees have been removed except a couple of stumps. All the work has been done," the representative told the board. Board members and staff noted the project was carried out in phases and that documents in packets included varied versions of tree-removal pricing (the packet showed a $37,000 figure while a later document referenced $39,000).
City staff said a final walkthrough of East Street produced a punch list; some items are assigned to public works to handle at no additional vendor cost, while other proposed renovations (chain-link fence installation, backyard deck, pressure washing, additional lighting) would require either in-house work by public works or outsourced quotes. Deputy Director Whiteley was asked to identify which items public works can complete and which require outside bids.
Board members asked staff to obtain the contractor's invoices and complete purchase orders before final payment. The board directed staff to return with verified invoices, a single reconciled statement of amounts owed for Ernest Drive and East Street, and a determination of whether public works will complete certain punch-list items. Staff said East Street final approvals should be ready by the board's next meeting and that the project must be ready by March 1.
There was no formal ratification vote at the meeting; the board "put a pin in this" pending receipt of contractor invoices, procurement documentation, and public works follow-up.
