Whitman-Hanson building committee approves up to $1.59M for culvert replacement, OKs change orders and $4.63M in invoices

The Whitman-Hanson Regional School District school building committee voted unanimously June 23 to approve a not-to-exceed $1,587,163.60 commitment to replace an aging culvert on the new high-school site and to authorize several associated contract and invoice items.

The committee's finance staff reported the project account balance at $27,559,667.06 and noted two recent MSBA reimbursements, including requisition #21 for $2,312,603 and requisition #22 for roughly $2.0 million. "The balance in the account now is $27,559,667.06," a committee staff member said during the meeting.

Kathleen Ocina, a committee member, moved approval of change order number 8 in the amount of $236,273.83; the motion was seconded and carried unanimously. "Kathleen will move to approve change order number 8 in the amount of $236,273.83," Ocina said before the vote.

The committee also approved amendment number 5 to AI3's contract, a $33,180 commitment for additional design services tied to the drainage and culvert work.

The larger discussion centered on a proposed not-to-exceed contract value for PCL 65b r1 — the drainage and culvert replacement — set at $1,587,163.60. Project staff said the work is extensive and time-sensitive because the culvert under the site has significant deterioration. An agency official described the scope: investigators found two side-by-side 48-inch culverts that require replacement, extensive dewatering and other measures to complete the work this summer where feasible.

Committee members pushed for clarity on whether the work would be reimbursed by the Massachusetts School Building Authority. Project staff said the MSBA applies a site-work cap and that while MSBA periodically reviews change orders for additional reimbursement, the cap may limit reimbursement of this particular drainage work.

One committee member expressed concern about the size and timing of change-order sums. "I've had significant concerns over the large sum number here," the member said, raising whether portions of the work were already completed when presented for approval. Project staff responded that much of the listed work had not yet been built and that the not-to-exceed approval was intended to keep the project moving while final lump-sum pricing is confirmed.

The committee moved to approve the not-to-exceed authority for the culvert and drainage work; the motion carried unanimously. Members framed the approval as precautionary: doing the culvert replacement now reduces risk to new fields and paved areas that will be installed above the failing structure.

Separately, the committee approved invoices from project consultants and the contractor: AI3 invoices totaling $68,830.17, Colliers invoice $118,989, and Fontaine Brothers requisition #14 for $4,437,657, for a grand total of $4,625,476.17. The payments were authorized by unanimous vote.

Members also reviewed cash-flow reports and schedule changes. Project staff said the contractor is billing somewhat ahead of earlier projections, causing cash flow to trend above the original plan; staff committed to circulate an updated cash-flow report. The building team said Phase 1 was targeted for substantial completion in mid-December, with move activity planned for February and Phase 2 demolition of the old building expected in May.

The committee asked staff to convene a working group over the summer to plan logistics for the move (dumpsters, teacher coordination, labeling and packing) and agreed to meet again on July 21; staff said short Zoom sessions could be scheduled if urgent pricing clarifications on the culvert are required before that date.

The meeting concluded after members approved the day's motions and adjourned by unanimous vote.