Providence Board of Contract and Supply Meeting – January 27, 2026
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Providence Board of Contract and Supply Meeting – January 27, 2026
The Providence Board of Contract and Supply met on January 27, 2026, with 10 members present and 2 absent (Councilman Gonzales and Tyrell Stevens), establishing a quorum. The meeting covered the opening of bids, approval of advertisements, review of several change orders, and referral of items to the City Council’s Committee on Finance.
Consent Calendar (Items Approved Unanimously)
- Approval of the board chair election (Director Hoffman) – motion made and carried.
- Approval of the minutes from the January 12, 2026 meeting – motion made and carried.
Bid Openings and Extensions
- Several bid deadlines were extended to February 9, 2026: Item 2 (Providence Police Department G12 vehicle), Item 3 (Office of Sustainability EV infrastructure telecommunications), Item 4 (Office of Sustainability climate justice plan update), Item 5 (Water Supply Board accelerated lead service line replacement program). Item 6 (Department of Public Works snow/ice control supplies) received no bids and remains on the agenda. The opened bids were ordered removed to the city clerk’s office.
Discussion Items
- Item 27 – Public Works Complex Change Order #2 ($1.4 million): Director Delgado asked whether the cost increase was due to unforeseeable conditions or scope not captured in the original design. Ben from Public Property explained that the changes were city-requested scope additions (e.g., work on a building not yet purchased at the time of bid, roof work, street brushing). He noted an upcoming change order for a truck wash bay, which had been contemplated as an alternate pending budget availability.
- Item 39 – Armory to Win Drainage Change Order ($4 million): A representative from DBW stated this was a new contract adjustment, with funds allocated as the plan was adopted. The board also discussed the vendor distribution process for on‑call contracts: emergency work goes to the first available vendor on the list; non‑emergency work cycles through the list in order.
- Support for ARPA Professional Services Agreement: A board member expressed strong support for contracting a former city employee who had assisted with compliance work for ARPA projects, noting her significant help in meeting contract deadlines.
Key Outcomes
- Referral of Items 3 and 6 to Finance Committee: Chief Hawkins moved, seconded by Director Delgado, to refer items concerning the Office of Sustainability (EV infrastructure) and the Department of Public Works (snow/ice control) to the City Council’s Committee on Finance. The motion passed 10‑0 with 2 absent.
- Approval of Items 1–45 (with referrals): A motion to approve items 1 through 45, with items 3 and 6 referred, passed on a roll‑call vote: 9 ayes, 1 nay, 2 absent.
- Adjournment: The meeting adjourned following a motion by Director Delgado, seconded by Director Richards.
Note: The transcript contains garbled sections; some names and details may be approximate.
Meeting Transcript
Good afternoon, welcome to the C Providence Board of Project and Suplet Meeting. Tuesday, January twenty-seventh, twenty twenty-six. Courtney Hoffman, present. Kyle Delgada. Present. Councilman Gonzales is absent. Councilman Ryan. Present. Sarah Silveria present. Elaine Richards. Present. Joseph Defina. Present. Present. John R. Dominian. Present. Shamari Husman. Present. Corey Martin. Tyrell Stevens is absent. You have ten present. Two absent. You have a quorum. I'd like to entertain a motion to elect myself chair for some of this morning. Sorry. Motion made by Director Depina, seconded by Director Delgado, all in favor. All those have it, so it should be opening a bit. Construction LLC unit pressed bid and a full source construction unit fit item two providence police department G12 say 1130 go to X super heavy duty itself loading wheel body is being extended until February 9th 2026 okay item three office of sustainability EV infrastructure telecommunications depend this item being extended to February 926 item four office of sustainability climate justice plan update energy and resilience consultant design is being extended to February 9 2026 item five water supply board accelerated level led service line replacement program this item also being extended in February 9 126 okay item six department of public works interest with suppliers of snow ice control there are no bids but this item will remain on the agenda until Berlin on us part of uh sorry size one amended yes that's 600 February nine February ninth and Madam Property unmarked bids no one won't okay this completes the opening of bids I'd like to entertain the motion to remove the bits to the city clerk's office second so first motion motion motion made by director one seconded by director delgada all in favor uh is this all uh director delgado um i'd like to entertain a motion to move to section c advertisements oh second motion made by director seconded by director all in favor uh all opposed the ayes have it i'd like to entertain a motion to approve uh um the items in section c for advertisements second motion made by director richard seconded by director delgado all in favor opposed the ayes have it i'd like to entertain a motion to go to section a for review so motion made by director delgado seconded by director rich all in favor aye all opposed as have it um chief hawkins did you have a motion like to make i'd like to make a motion to refer items three and six to the committee on finance please second that motion um we do the roll call for this madam clerk or yeah okay motion made by uh chief pockets seconded by director delgado um madam parker roll call please cordy hawkins aye delgado aye councilman gonselves is absent councilwoman ryan aye sarah silver aye richards aye joseph dipina aye couchman aye shimari husband john arzumanian aye core martin aye stevens is absent 10 ayes two absent motion carries okay um director don't got these on the items you'd like to review um referring to the chairwoman if she doesn't have some um thank you thank you chairwoman um yes i have a question about item number 27 please um down's construction is the uh public words uh complex change order number two um do we have a rep from public property directly how do you go man um yeah been mobile can be part of thank you ben um this is about a 1.4 million dollar change order uh can you just distinguish which element of the change order was truly unforeseeable condition versus items have been not fully captured maybe in the original or design of school should so none of the changes are truly unreced condition issues are possible more as city or other requested scope changes that couldn't be designed at the time of the original bid that means the construction management to you guys um those are the we said the city by chat street building which is not purchased at the time this was usually uh that for the roof um existing uh street brush and both of us which is now staying at the time of design was sure that we demolished so that was kind of an emergent condition not defined at the time original thank you um is there any other school relative to the project um that you think covers all any additional chain orders upcoming yes so the one large one is to is the addition of a truck rush bay to the new building uh that just wasn't co-designed again we have to kind of weigh the budget the predicted cost for the red design that was left out now there's a good budget to accept that so it brings on the price now we should have both of that eight weeks or so that's been contemplated Upcoming yes, so the one large one is the addition of a truck rush bay to the new building. Uh that just wasn't fully designed again. We have some kind of weighing the budget in the projected cost for the off the red design that was left out now here's it could be budget to accept that so it's brings on being pressed now. We should have folded that the next eight weeks or so that's been contemplated as an alternate since the beginning, but we didn't exit in until we knew we had money. Yes, excellent. Thank you then. Thank you. Uh one other question, Chairwoman. Uh item number 39, the arm call to win drainage. Uh, this is another change order for about four million. Um I'm representing uh DBW answered. So it's a pretty significant increase uh early in the contract. Um can you explain what drove the need for this adjustment and whether the original contract was sufficient based on the needs? Yes, um is for the new contract or the full contract, minus the no one. Yes, I believe at the time that we prepared this uh CF and fully been realized and adopted as we uh attracted our plan. This is when we start to allocate uh funds toward that chairman. Thank you. Um and just a question about like this the vendor distribution how is the work allocated amongst the approval vendors on the blank of contract? Yeah, if there's a known scope, um package that and solicit bids directly from everybody on that um emergency basis. We'll go down the list uh in order based on ability to uh respond and time others to respond. Um urgent uh issue we'll see the first person who can respond.
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