Commission hears library project closeout; staff flags change orders, 49 days of liquidated damages

A city presenter summarized the library expansion closeout and the contractor schedule and finances at the Nov. 19 City Commission meeting. "Contractually, they priced this job for 1,106,508," the presenter said, and explained the project’s notice to proceed was June 13, 2023 with a contracted 365 days to complete. He said county permitting and unforeseen tie-ins added time and change orders that moved the adjusted completion to Sept. 1, 2024.

Staff described three main categories of delay and cost: drainage and utility tie-ins that required county approvals, additional finish upgrades requested by the city (tile and low-voltage changes), and unanticipated adjustments to the site (raising a condensing unit above flood level and relocating parking islands). The presenter said the contractor claimed 79 rain days but staff negotiated that number to 22 using NOAA regional rainfall standards. "We had 25 rain days and then another 54 days due to change orders," the presenter said. As of the meeting, staff reported 49 days of liquidated damages on the books; final payment awaits required closeout documents and a certificate of occupancy.

Commissioners praised staff oversight and asked whether remaining contingency must be returned to voters; staff replied that bond-purpose changes approved by voters allow remaining balance to be reallocated to stormwater with a later authorization. The commission directed staff to continue discussions with the contractor about back charges and possible negotiated closeout terms and to bring any proposed settlement back to the commission for approval.