Capital Projects, RFPs & Bids

Revised June 24, 2020

First Selectman Column
July 2020, The Suffield Observer (abbreviated)

After recent difficult months, I am delighted to share great news! The Town Hall project will break ground in July, at a total cost of $5.108M. This is a remarkable $1.3M savings versus the $6.4M estimated in February 2020 and within the $5.130M approved by voters in 2015. Due to the comprehensive pre-construction due diligence undertaken over the last few years, the renovation and one-story addition will not proceed in the usual “Band-Aid” fashion. While this approach runs counter to many of the Town’s previous projects, I am confident it will ultimately yield a better outcome. Project timetable reflects a December 25, 2020 completion date. 

Highlights

• Of three options presented by the construction manager in February 2020, the option selected represents the one all stakeholders recommended – not the “Band-Aid,” nor the “Taj Mahal” options.
• Current pricing is not an estimate but rather a result of the competitive bid process, which I fervently insisted upon to provide a clear understanding of actual costs prior to potentially asking taxpayers for more money.
• Due diligence included multiple studies and reports addressing and fixing root building problems-- not simply covering unresolved issues. Studies included moisture investigation, hazardous materials inspection, indoor quality survey and an asbestos report.
• Upon completion, all Town employees will be located in Town-owned buildings resulting in annual savings of nearly $125,000 inclusive of 230C Mountain Road rent, carrying/maintenance costs, and regained real and personal property tax. Admittedly, I’d prefer all Town employees in the same building, but relent in this regard given the expense to do so.  

Lessons Learned

Given the Town’s recent experience with Kent Memorial Library, this project includes the following safeguards.

• Over $900,000 in healthy contingencies to protect against reasonably unforeseen circumstances.
• Closely monitored budget and contingency via regularly scheduled meetings among First Selectman, Facilities Manager, Finance Director, and Gilbane Project Manager.
• Additional oversight of construction process by Permanent Building Commission.
• Critical assessment of contract to ensure adequate protection of the Town’s interests. At its June 10^th regular meeting, the Board of Selectmen tabled acceptance of the Guaranteed Maximum Price until a special meeting on June 23^rd to allow construction counsel additional review.

Arriving at this juncture has been no small feat. I appreciate the patience and support of our residents and thank the many who collaborated successfully to move this project forward including the Permanent Building Commission, Boards of Selectmen and Finance; all Town employees and especially Public Works, Building Department; our construction partners at QA+M architects, Gilbane Building Company and edm architects. 

In collaboration with Suffield Public Schools, the Town issued an RFP for a Municipal Facilities Master Plan in November 2020 with Tecton Architects ultimately selected to complete the work. The Plan seeks to establish a priority, schedule, and budget for most effective use; modernization, replacement, or expansion that will create a framework for the Town’s Capital Plan for the next ten years.

The Board of Selectmen formed the Pedestrian and Traffic Safety and Infrastructure Committee on December 16, 2020 with the following charge:

 "To evaluate and make recommendations to the Board of Selecmen addressing pedestrian and traffic safety and infrastructure needs town-wide in a comprehensive way that will allow the Town to plan for expenditures and other actions."

Pedestrian and Traffic Safety and Infrastructure Committee