Board of Finance approves $220,000 for Andover elementary school bathroom project

The Andover Board of Finance on April 29 voted 7-0 to authorize up to $220,000 from the town capital account to fund a bathroom renovation at the elementary school, approving oversight procedures, retainage and a payment workflow intended to ensure contractor accountability.

Chair Rob moved to approve the authorization, and Louise seconded; the motion carried unanimously (Bill, Heather, Liz, Kim, Louise, Nick and Rob voted yes). The board framed the $220,000 cap to cover the lowest complete bid, a 2% performance bond, oversight costs and limited contingency while reserving the board’s review for the final payment.

Board members said five quotes were solicited and the procurement committee examined the three middle bids after discounting an outlier and an incomplete submission. ‘‘We got five quotes and at first … you take the highest quote and the lowest quote, you would throw them out,’’ a committee member explained, adding that the selected bidder submitted the most complete package and the lowest price (about $207,000).

Eric, who the board designated to provide project oversight, described standard oversight procedures the town will use: regular site visits, weekly reports that include photographs, and a submittal log so contractors and Fuss & O'Neill can track approvals. ‘‘We will have pictures…we'll be stopping by at the site…we have a weekly report,’’ Eric said, outlining how on-site checks and weekly meetings will be used to monitor progress and billing.

Board members and staff also discussed contract billing and timing. The contract is an AIA-style schedule of values for this eight‑week project; contractors will submit monthly invoices on the 20th, the oversight reviewer has five days to return edits, and the town then has 30 days after approval to make payment. The board stressed that certified payrolls and other documentation must accompany invoices before payment.

A brief legal clarification noted that Connecticut’s prevailing wage requirements apply to alterations exceeding $100,000. ‘‘Yes, anything over a hundred thousand dollars for alteration to a building, then yes, 100%,’’ the board’s presenter said, confirming the threshold and that the team had already accounted for it in evaluating bids.

Speakers also clarified roles: Fuss & O'Neill will provide construction administration (reviewing submittals, RFIs and offering recommendations) but not replace building‑department inspections; the town’s building inspector will perform code inspections. The board said retainage of 5% will be held by law to ensure punch-list items are completed.

With the authorization in place, the board directed staff to proceed with the contract signature, to route invoices through the designated oversight reviewer for approval, and then through town administrative channels for payment. The board said it expects to be briefed again before release of the final payment.

The meeting included a short public-comment period (one attendee) and ended with thanks to Eric for his work; the board adjourned following the vote.