Board hears historic courthouse bid shortfall; contractor selection pushed to Jan. 21

Fluvanna County staff told the board on Jan. 7 that three bids were received for the historic courthouse renovation, with the apparent low bidder at $1,879,000 and higher bids up to roughly $2.5 million. The county has combined county and state grant funds totaling about $2.1 million available and has expended approximately $408,000 to date on prior phases and design work.

County staff said subcontracts for certain specialized work (notably window work) produced price variance; staff is negotiating revised subcontractor pricing with the selected general contractor. "We've received a little over $2,100,000 as a combination of board funds and state funds," the County Administrator said, and explained that selecting a different proposed window subcontractor could add up to about $150,000 in worst-case added costs. Staff estimated an additional $383,000 would be needed to move the project forward given current contingencies, and a 7.5% contingency could raise the potential additional amount to about $530,000.

Board members expressed concern about escalating construction costs, potential delays that risk grant expiration, and the difficulty of value engineering on a historic rehabilitation. Staff said the contract is expected to be presented to the board on Jan. 21, with roof-related work and slates already ordered so that early work can proceed if the contract is approved.

No appropriation was made on Jan. 7; staff requested guidance and will return with final contract documents, subcontractor clarifications and any request for additional appropriation when the contract is placed on the Jan. 21 agenda.