Multiple Change Orders Submitted for Library Building Project
The Jones Library Building Committee met on January 12 to review construction progress and approve outstanding invoices.
The Town of Amherst received seven invoices totaling $920,057.28 in December. The largest was from general contractor Fontaine Brothers for $782,343.
The Fontaine invoice included $35,223 billed for “change order” work outside of the construction contract. Handling of an unanticipated slab in the garden level, revisions to the book drop design, and demolition of two ceilings found to contain asbestos were part of this change order.
This was the third change order approved for the project since construction began. Change orders, which must be paid out of a contingency budget, have totaled $702,817 to date. Roughly $3 million representing 8.5% of construction costs were originally budgeted for contingency.
Owners’ Project Manager Trey Logie of Colliers explained the process of generating change orders.
Colliers receives Potential Change Order (PCO) requests from the contractor. Colliers and the design team then determine if the work is outside of what has been specified in the contract, and, if so, negotiates the cost for the work.
Occasionally a PCO will be rejected because specifications show that the work is defined in the original bid documents. “It’s what contractors do, unfortunately,” Logie acknowledged.
Media reports show that disputes will sometimes arise between the contractor and the project owner that require settlement in court.
Logie notified the building committee that Change Order #4 for $90,000 is expected next month. Six potential change orders have also been submitted and five or six are pending cost estimation by sub-contractors.
Amherst Finance Director Sean Mangano asked if the change orders might threaten the budget.
“Currently, no, but we’re monitoring it,” said Logie. “If there is a time that there is a concern, we’ll make sure to voice that.”
JLBC Chair Austin Sarat requested that in future budget discussions Logie report how much is remaining in contingency.
Public Awaits Report on Financials
During public comment Amherst resident Maria Kopicki asked when a promised report on the project financials would be presented. “What money is getting borrowed, how is it getting borrowed, when is it getting borrowed, how is this being paid for, … when is money expected to come in?” she reiterated.
Mangano replied, “We are working on getting the numbers from the OPM. I am working with Bob [Special Capital Projects Coordinator Robert Peirent] on a town report that would show our financing, how our contracts are set up, what percentage has been spent and all that. Bob and I will likely be able to wrap that up this month,” he said.
Mangano indicated that Sarat and Town Manager Paul Bockelman would decide whether the presentation would be delivered to the Finance Committee or the JLBC.
Project Schedule Updated
At the request of members of the JLBC, OPM Logie produced an updated project schedule that was included in the meeting packet.
The construction phase is shown lasting from July 21, 2025 to January 20, 2027 when a Certificate of Occupancy will be issued. Detailed milestones within the construction phase were not broken out.
Furniture Fixtures and Equipment (FF&E) will be purchased during the construction phase and installed in January and February of 2027. The project closeout period when there will be a final audit of what has been constructed is scheduled to run through April 2027.
