Project team proposes moving bid openings until after May 8 to avoid risking SRF milestones

Project procurement leads reviewed how permit timing affects the bid calendar and SRF authorization requirements and proposed a revised schedule to limit exposure if the discharge permit triggers extended review.

Jackie summarized the SRF workflow: permission to advertise, advertise and receive bids, prepare a recommendation to award and then submit a request to SRF for authorization to award. Because the town had already advertised the treatment-plant work to try to meet a June 30 SRF milestone, staff said the group must now balance the risk of opening bids before the permit clears against the risk of running out of time to award and execute contracts.

Key decisions discussed: move filed-sub bid due dates to Tuesday, May 12; set the general-contractor opening for Wednesday, May 27 with a contingency opening on Wednesday, June 3 if a filed-sub trade requires reassigning scope to the GC; schedule the Capital Projects Committee to meet Thursday, June 4 and the selectboard on Friday, June 5 so the team could request SRF authorization if bids and permits align.

Procurement risks and mitigations: participants noted that SRF imposes a 30-business-day award window after GC opening and that awarding without SRF permission is possible but prevents final execution. Staff considered using longer bid-hold periods (45–60 days) as an addendum if bidders will accept it, or asking SRF for a permission or extension if comments arise. ‘‘We don't want to bid twice,’’ a procurement lead said when explaining the downside of opening early and then restarting procurement.

What’s next: GHD and town staff agreed to prepare recommendation-to-award language and to assemble the SRF authorization packages quickly so that, if D South issues permission and no comments delay the permit, SRF can act promptly and the town can award contracts within the statutory windows.