Staff recommends awarding $321,009 bid for Newberg City Hall roof; FEMA reimbursement expected

City project manager Jeanette Hilton told the Newberg City Council on March 16 that a 2024 interior flood at City Hall exposed inadequate roof insulation and open barometric shafts and that staff recommends awarding the base bid to repair the roof.

“We are recommending to award that bid,” Hilton said, identifying a responsive base bid of $321,008.75 and telling council the work will address insulation (targeting approximately R‑30) and two of three open barometric shafts identified in her report. She said FEMA funding will reimburse the city for the amount and replenish the account.

Hilton said the building (constructed in 1914) has about 83 single‑pane windows that will require phased work; FEMA funds will help cover part of the first phases, but some later phases may not be reimbursed. She said the city used a roofing‑architect oversight firm and that the project includes a 300‑page manual enumerating contractor obligations to reduce risk of scope change or substandard work.

Councilors asked whether an unusually low bid poses risk and what would happen if a low bidder later sought additional funds. Hilton and the city manager said the bid process is closed, the oversight architect has reviewed the bidder’s past work, and staff expect to manage contingencies within a modest margin (likely under 10%) and track progress closely. One councilor suggested procurement policy reforms; another asked to review the construction “buildup” and specifications before the April 20 consent action.

Hilton said she will bring a formal resolution (RCA) on April 20 with contract details and contingency planning for council review.