County seeks state review of $274,919 deduction to airport access road; final payment and change order tabled

Commissioners discussed a proposed scope‑of‑work change (Change Order No. 10) on the Coffee County Airport Access Road CDBG project that would reduce the planned asphalt lift from a 7‑inch base course to a 4‑inch lift and would produce a net contract deduction of $274,919.29.

County staff asked whether the reduction would require returning grant funds or whether those dollars could be retained and redirected to further improvements on phase one (for example, street lights, curbs and gutters). Commissioners asked staff to contact Garrett (the project/state contact) and county engineering staff (Ryan) for guidance.

Garrett joined the meeting remotely and said the Department of Commerce (CDBG) requires review and approval for change orders above $50,000. He said the county’s submission requests approval for a quantity reduction and that department staff had sent follow‑up questions; he expected a response later that day or the next day. Garrett advised that if the Department of Commerce approves the scope change, the county would still be able to draw the total grant amount, subject to compliance with matching and program rules. Commissioners decided it would be prudent to delay final payment approval until the state has formally approved the change.

The board authorized the chairman to sign and transmit a request letter asking the Department of Commerce to review and approve the scope‑of‑work change; that letter was approved by motion (voice vote 5‑0). Meanwhile, commissioners tabled the change order and related payment authorization pending the state’s response.

Next steps: staff will notify the contractor and the Department of Commerce of the board’s action, await formal approval from the department and return to the board to authorize payment if and when the state accepts the change.