Board approves design contract for Willoughby High football field after debate over contractor oversight

The Waterbury Board of Education voted to approve a professional services agreement, RFP 8744, with BSC Group Inc. to provide design services for Willoughby High Schools football field.

Bob Dowd, speaking for district staff, said Department of Administrative Services funds have been authorized and that the contract requires construction activity to begin before April 29, 2027, allowing the district to mobilize equipment during April break. "The prices came in lower than what we expected, so we're all in good shape," Dowd said, and added that WDC will serve as an additional set of eyes on the work.

The agreement covers synthetic turf, a replacement press box (which collapsed in a winter storm), ADA-compliant bleachers and a new scoreboard; Dowd said Representative Larry Butler advocated for a roughly $3,000,000 allocation to support the project. The design package also includes six alternates, and staff said the design will plan for — but not necessarily fund — an eight-lane, CIAC-compliant track so future construction can be coordinated with the field layout.

WDCrepresentatives described the bid-selection process as including site visits, interviews, a short list and requests for best-and-final offers. "We narrow it down and then have contractors present; we ask for a best and final so we can see who sharpens their pencils," a WDC representative said, explaining why the winning proposal was only about $1,200 lower than the next bid.

Commissioner Van Stone pressed for clearer contract language on oversight and change orders. He said the contract does not describe the chief operating officers role and asked how the district would rely on WDC when leadership changes. Van Stone also criticized the contracts performance remedies as insufficient. "We're gonna have a $750 fine per day" for contractor delays, he said, adding that the amount "seems awfully low" given the potential impact on the sports season.

Staff explained that WDC will first evaluate progress and bring milestone recommendations to the chief operating officer for sign-off and then to the school business office for payment; a progress-payment example discussed in the meeting was $25,000. Board members asked for a clearer definition of "satisfactory performance" in the contract and said they wanted a stronger description of who approves change orders and how disputes over scope will be resolved.

The motion to approve the BSC Group agreement was moved by the Chair and seconded by Commissioner Orso. The board approved the motion by voice vote. Next steps described in the meeting include solicitation of contractor bids, a selection committee that will include two district representatives alongside WDC and purchasing staff, and WDC-managed project oversight during design and construction.

The approval concludes the boards design-phase commitment; final contractor selection and construction scheduling will come later, and board members asked staff to return with clearer contract language and definitions for performance sign-off before substantial progress payments are released.