Mont Vernon Heritage Commission extends RFP deadline as mixed contractor interest emerges

The Mont Vernon Heritage Commission voted March 12 to extend the proposal period for the Town Hall renovation request for proposals to March 22, giving contractors an additional 10 days to submit bids.

The extension motion, made by Jay Goodell and seconded by Brian Billow, passed by unanimous voice vote after commissioners said several contractors asked for more time. Selectmen representative Mike Fimbel noted the extension must be announced at Town Meeting.

Commissioners said 14 contractors received invitations to a site walk; roughly five confirmed attendance though additional contractors showed up. Chair Becci Schwarz said four written proposals are already in hand and an emailed proposal has not yet been opened. Two contractors requested a second tour and two asked for one-week extensions before submitting bids.

Contractors told work leaders they may not be able to bid the whole package because they lack timber specialists and would need to subcontract some elements; others said they would bid the full project or only selected portions (for example, sills or raising the building). Chair Schwarz and commissioners discussed creating a clear Phase 1 scope to match the proposals received rather than rejecting partial bids outright.

Steve Workman, representing the building subcommittee, said he will serve as Clerk of the Works and would serve as general contractor if the job is split among subcontractors. Workman reported he has already removed and preserved interior wainscoting and proposed roughing in plumbing for a new bathroom while the floor is open to avoid later rework. He also said he may organize resident volunteers to add signatures to the floor as a fundraiser or signatory tradition.

Commissioners raised liability and public-perception questions about volunteer work and unpaid electricians. Tim Berry cautioned that volunteer labor could prompt community concern; Mike Cardoza suggested signed waivers as an option and Fimbel said he would consult with the other Selectmen before approving volunteer arrangements. Cardoza also offered use of his dumpster for construction waste.

Chair Schwarz said the commission has some additional funds in its account but emphasized that whether those funds cover cost overruns depends on how far bids exceed estimates. The commission agreed to wait until the extended deadline to open all proposals and then reconvene to vote on contractor selection and possible phasing.

Votes at a glance: Jay Goodell moved to extend the proposal period to March 22; Brian Billow seconded; the motion passed by unanimous voice vote. The commission later approved the February 12 minutes and adjourned at approximately 8:25 p.m.