Board authorizes contract for Hoover Ridge maintenance building, sets appropriation
Summary
The Madison County Board authorized the administrator to contract with Loudoun Building Systems for a Hoover Ridge maintenance building and approved a supplemental appropriation to fund the project; board members discussed prior bids and funding sources.
Speaker 5 described the need to replace a red barn that collapsed last winter and outlined procurement options for a new maintenance building at Hoover Ridge. "We went out for bid late last summer. Had 1 bid come back in for 849,000," Speaker 5 said, and later reported a cooperative procurement quote from Loudoun Building Systems for "407,000 for a 60 by 70 foot with a 15 foot eave" plus a $30,000 allowance for groundwork. The presenter said the county found a cooperative procurement mechanism through Louisa County that allowed use of Loudoun Building Systems.
Speaker 3 noted a discrepancy in the board packet between the narrative and the numeric amount and said the board report had been corrected to reflect $407,000. He recommended authorizing the county administrator and attorney to finalize contract terms and to execute a contract consistent with the proposal dated Dec. 4 (as referenced in the meeting record). "If you authorize ... we would execute that," Speaker 3 said.
On a motion by Speaker 1 to authorize the county administrator to enter into a contract with Loudoun Building Systems dated Dec. 4 (mover recorded in the transcript as Speaker 1; second by Speaker 3), the board approved the authorization by voice vote. The board then approved supplemental appropriation number 19 to establish the project budget lines; in discussion Speaker 5 described using $320,000 in bond proceeds that were not used on the radio system and an additional $26,100 to supplement the appropriation. The meeting record indicates the board set a recommended project total "at 4 25" after the $407,000 quote with a slight contingency; that phrasing in the transcript is ambiguous as presented here.
The board did not read individual roll-call vote tallies in the speaking record; approvals were recorded by voice vote. The motion to authorize contract execution and the supplemental appropriation both passed by voice vote.
Next steps: county staff will finalize the contract with standard terms and the county treasurer will establish the appropriation line. The board did not set a construction start date in the public discussion.
