Waterford council authorizes staff to seek extra ARPA funds after bar-screen bids exceed budget

Waterford held a special call meeting on Jan. 9 to review ARPA-funded water and wastewater projects and to respond after bids for a bar‑screen screw conveyor came in over the available funding.

Heather Miller, the project presenter, told the council the bids taken on Jan. 9 "were high over the amount of funding available" for the bar‑screen and conveyor replacement and outlined three responses: allow the town to use ARPA funds to purchase the bar screens and contract installation; request a funding transfer from the inflow and infiltration (I&I) project; or rebid the work and re‑examine the project scope.

Miller said the additional cost to cover the bid and the contingency DWI requires would be "approximately a $122,200" relocated from the I&I project to the bar‑screen screw conveyor replacement project. She added the conveyor equipment itself is "approximately $70,000" and that an ultrasonic level sensor needed to prevent continuous operation could add another "$50,000–$60,000," which together account for most of the overage.

Because of that gap, council members directed staff to pursue a two‑pronged approach. The council authorized staff to submit an application for additional ARPA funds and to prepare a funding‑transfer letter from the town's authorized representative as a backup; the chair declared the motion carried on a voice vote. Miller said she has a draft narrative and attachments ready and will submit an application immediately, noting DWI reviewer panels meet twice monthly and the town should expect a response within about two weeks.

On related infrastructure, Miller reported that pre‑construction for a waterline project has occurred, signed contracts will be returned to the contractor and work is expected to begin within the next two weeks under a 90‑day contract. She also summarized a wastewater treatment plant study completed by Keith Gerber that offered three options: repurposing the 0.3 MGD facility as an equalization basin, modifying the existing facility to separate the oxidation ditches, or fully upgrading and integrating the plant while maintaining discharge capacity.

Council members expressed a clear preference for the third option — a full upgrade and integration — as the best long‑term solution. Miller said she will ask Gerber to start cost estimates for Option 3 and push to have preliminary numbers available for the April meeting.

Miller also explained the I&I project review process with DWI: DWI will accept a "phase 1" submission describing CCTV, cleaning, smoke testing and intent to perform point repairs, with any major repairs to be submitted later as phase 2 plans and specifications. Miller said including phase 1 work in the town's engineering contract could allow the subcontractor work to proceed without separate DWI review and speed reimbursement through DWI accounting; she expects updated subcontractor costs by the end of the week.

Council members noted that ARPA funds must be spent by Dec. 31, 2026, and several participants observed that ARPA projects in the town have not yet started construction. Miller said, given current contacts and approvals, projects should be complete by next December if scheduling and approvals proceed as planned.

The council took no vote on the tentative award or resolution for the bar‑screen project at this meeting; Miller said the recommendation of award and any tentative award resolution can be postponed pending the outcome of the funding request or a decision about transfers. The meeting adjourned after the council completed the special‑call agenda.