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Committee weighs options after single over-budget City Hall window bid; staff eyes in‑house fixes
Summary
Staff told the Harvard committee a single window-replacement bid exceeded the $80,000 budget; members discussed splitting the work, using capital-improvement funds or doing partial in-house repairs (insulating and drywalling gable windows) to reduce cost and asked staff to confirm what demolition and demo work is included in the contractor’s estimate.
Harvard staff told the Administration Committee on June 18 that only one contractor submitted a bid to replace City Hall windows and that the proposal exceeded the $80,000 amount budgeted for the project. Because the committee lacked a quorum, members discussed options but did not take formal action.
Staff noted the bid covers the large front windows and two triangular gable windows on the north and south. To reduce expense, staff suggested splitting the contract or performing some work in-house — notably insulating and drywalling the triangular windows and trimming to match existing interior finish. "He could always put something on the front as well, like some kind of siding," one staff member said, describing lower-cost cosmetic options.
Committee members weighed trade-offs: splitting the front windows from the gable work increases contractor cost but may allow the city to postpone part of the project and avoid paying inflated prices later. Staff also suggested the gable work could be completed in slow months by the public works carpenter for materials-only cost, which would likely be less expensive than full window replacement.
Committee members asked staff to verify whether the contractor’s estimate includes demolition or other build-out items before the matter appears on the Tuesday agenda.
No formal procurement decisions were made at the committee level because of the lack of quorum; staff will report clarified scope and any recommended funding sources (including capital-improvement funds) when the item is scheduled for the council.
