PBBC approves prequalified bidders and reviews DBW fleet maintenance timetable; geothermal test well and solar ad alternates discussed

The Permanent Public Building Committee on July 21 approved a recommended list of prequalified general contractors and filed sub‑bidders for the DBW (Department of Public Works fleet maintenance) building, reviewed a bidding and site schedule that includes a geothermal test well and multiple bid alternates, and approved professional invoices related to the project.

PBBC staff presented the prequalification list compiled by the review subcommittee (members noted in the meeting included Ken Sargent, Barry Dulong, David Billings and Tyler Coefelez). Committee members approved the list by roll-call vote; the committee chair said the firms include contractors with prior town experience and several familiar subcontractors. The chair asked that the subcommittee membership be included in the record when the approval is filed.

Shane (DPW representative) and Weston & Sampson staff described a current schedule: the drilling of a geothermal test well for the site had been delayed and was rescheduled to begin the week of July 28, with the intention to complete yield testing within the first week of August. The test well is one of up to four production wells being considered; final well count will depend on yield results and whether the geothermal system can serve the new building and the tire-changing bay (which otherwise might use air-source heat pumps). The test-well results will inform final design and will be incorporated into bid documents expected to be available to bidders on Aug. 28.

The project’s bidding timeline presented to the committee: a non-mandatory on-site pre-bid conference (Sept. 8); filed sub-bids due/opening here Sept. 25; general-bid due date in early October (October 9 referenced for distribution to general bidders). The team said ad alternates will include: (1) rooftop solar on the new building; (2) solar on the existing building; (3) adding two Level 3 EV chargers under the existing canopy; and (4) converting the existing building to air-source heat pumps. The design team said the first alternate (solar on the new building) is the priority for acceptance if budget allows.

The PBBC also approved two project invoices during the DBW segment: Weston & Sampson’s June 2025 invoice for $135,557.53 and a Myra Hill (architect/consultant) June 2025 invoice for $40,685. Both invoices were approved by roll-call vote.

Committee members asked about contingency and special-town-meeting timing; staff indicated they do not expect a special-town-meeting appropriation will be necessary because contingency funding has been set, though alternates may be selected or deferred depending on bid results. The committee discussed outreach to encourage a competitive bidding environment and noted several local contractors prequalified for the project.

The chair closed discussion by confirming the project team’s next steps: complete test-well drilling and yield testing, finalize design within two weeks of receiving yield results, release bid documents Aug. 28, hold the pre-bid Sept. 8, and open filed sub-bids Sept. 25. The team also said the bid package will include obvious alternates for renewable energy and EV charging to allow the committee to evaluate adding those elements if bids and contingency permit.