Permanent Building Committee awards $163,998 drainage contract and hears Fairbank Community Center completion update

The Permanent Building Committee voted Sept. 3 to reject an incomplete low bid and award a $163,998 contract to Woodall Construction Co. for drainage improvements related to the Fairbank Community Center site.

The decision followed an update from OPM Christopher Eberly, who told the committee the project is essentially complete but still has several punch-list and warranty items. Eberly listed three open PCO items involving front‑lawn grass, modifications to signage, and acoustics; said the town and contractor have agreed on modifications to the gymnasium exterior “barn” door mechanism; and reported an investigation into HVAC unit error messages.

Why it matters: drainage work is not included in the current remaining construction balance and is needed to prepare the site for final landscaping and access improvements. Eberly said $330,000 remains in the construction budget, excluding drainage contracting, and that the town’s portion of the agreed barn‑door modification will be $20,758. The town is holding $42,000 in retainage related to the acoustics issue while BH+A prepares correction documents for pricing, Eberly said.

Committee members flagged additional items. Co‑Chair Craig Blake pointed out three defects on the new basketball court — a gouge, a divot and blistering paint — and asked Eberly to alert Colantonio, Inc. about potential warranty coverage. Member Jennifer Pincus asked that the Landscape Architect address an observed crab‑grass problem with the contractor. BH+A Architect Thomas Scarlata said he will visit the site on Wednesday to review outstanding work.

On procurement, Scarlata reported that drainage bids were opened under M.G.L. c.30B and that the apparent low bidder, Northeast Weathered Services, LLC, had submitted an incomplete bid and was therefore non‑responsive. "Therefor it was on motion by Ms. Jones seconded by Mr. Blake to reject the bid of Northeast Weathered Services, LLC as non-responsive and to award the drainage improvement contract to Woodall Construction Co., Inc. in the amount of $163,998 inclusive of the add alternate for accessible parking spaces in the West parking lot," the minutes state. Scarlata said he will notify Woodall and prepare the contract for signature so site preparations and on‑site work can begin.

The committee also discussed other tracked issues, including roof leaks that Vertex and Colantonio are addressing after notification from the Facilities Director. The meeting was adjourned at 8:20 p.m.; the next meeting is scheduled for Oct. 1 at 7 p.m.