Hopkinton council approves Collins Road culvert contract to meet grant and permit deadlines

Hopkinton — The Hopkinton Town Council voted June 24 to award the Collins Road Culvert Replacement Project contract in a special meeting convened to meet grant and permitting deadlines.

Town Manager Brian told the council the repair is funded by a municipal resilience grant that expires Dec. 31, 2026, and that DEM permits allow in‑water work only between July 1 and Oct. 31, creating a narrow window to award the contract, complete engineering sketches and mobilize a contractor.

The council’s action followed staff explanations of schedule and permitting delays. Brian said the town received the grant in 2023 and included the required match in the FY25 capital-improvement program. He said DEM’s permitting process and a shift to a new online portal delayed approvals: “the grant that is funding this, it's a municipal resilience grant. The expiration date is December 31st, 2026,” and staff needed to move quickly to meet both the grant and the DEM window.

Justin, a project representative from Crossman’s who advised on permitting, said the town submitted to DEM in June 2025 and expected about six months for permits but did not hear back until May 2026. “It ended up taking 10 months. We didn't hear back until May of 2026,” he said, describing a backlog and a software transition that paused applications for several weeks.

Councilors also discussed operational impacts during construction. Staff said they have coordinated with school transportation and that an additional bus assignment and route changes are planned to accommodate the road closure. Brian noted contractors must finish engineering sketches and obtain town-engineer approvals before mobilizing; staff estimated mobilization as early as late July or the beginning of August depending on lead times for materials.

Councilors asked about bidder selection and local participation. Brian said staff received three bids after the May 16 solicitation, checked references with assistance from Leanne, and found no ongoing litigation involving the contractors. Council members expressed disappointment that more local firms did not bid; staff explained prevailing-wage requirements and Department of Labor and Training oversight can make these projects less attractive to smaller contractors.

A motion “to award as stated [contract]” was made, seconded and approved by voice vote; recorded affirmative votes included Councilor Roy and Councilor Davis. Councilor Burns was listed as excused earlier in the meeting. The council then moved to adjourn.

Votes at a glance: Motion to award Collins Road Culvert Replacement Project contract — motion passed; yes recorded: Roy, Davis; others: not specified. No amendments were offered on the floor.

Next steps: Staff will finalize contract paperwork, work with the awarded contractor on sketches for town‑engineer approval, coordinate bus-route adjustments with school staff, and begin mobilization as scheduling and permit conditions allow.