Library Expansion Stalled Over Bids, Project Manager

Construction of the Wyckoff Public Library's expansion may not begin this spring as planned although the Board of Trustees are working toward bringing the long-awaited project to fruition.

Trustees will aggressively pursue the hiring of a project construction manager over the coming weeks while working to resolve a disagreement over language in the proposal that potential contractors will bid on. However, the board also must have the state's Department of Community Affairs sign off on the project, and that department has objected to how plans initially were submitted for approval. Ultimately, the state must OK the plan (and the township issue permits) for construction to begin.

However, further delays could complicate plans to get the project started this year, as a "prolonged construction review" could potentially push the project back to almost winter, trustee Vince Antonacci said at the board's Wednesday meeting.

"My past experience with the DCA is they take a very long amount of time," said Antonacci, the vice president, architecture, at Hartz Mountain Industries Inc.

The library board plans to tap almost $4 million in surplus funds to add 6,000 square feet of space to the Woodland Avenue facility. The project, which received zoning approval in the fall, would see the enlargement of every area of the library, including the construction of a new and significantly bigger children's room; a new community meeting room; a dedicated space for young adults; and more room for study and audiovisual materials.

Architect Todd Harvey has estimated the project's cost at $3.8 million, although the ultimate price tag is dependent on bids.

Mayor Rudy Boonstra suggested Wednesday that the delay in the bidding process could impact the board's ability to take advantage of a sluggish construction environment in which the project could conceivably garner favorable bids.

"If we wait too long, we may miss an opportunity," he said.

The bidding process was delayed recently to incorporate suggestions by township Administrator Robert Shannon, who was asked to review the bid specifications, as well as concerns over language voiced by township attorney Robert Landel, board Chairman Henry Shotmeyer said. However, the board felt that it could get bid language finalized soon after conferring with Landel and their legal counsel.

While the exact language of the bid is a small hurdle for the board, it cannot control how quickly the state DCA may act on its request for approval. Shotmeyer told his colleagues that the Trenton department is balking at reviewing the plans it received, as it contains information related to alternate specs, mostly related to interior outfitting.

Members were puzzled by the rejection, with Antonacci saying renderings and site plans are usually submitted with alternates attached. The board would like the DCA to cite a precedent for its refusal to continue its review, but a new set of plans without alternates may ultimately have to be submitted to Trenton.

Harvey, the architect, had preferred that the state complete its review before the project goes out to bid, but trustees indicated Wednesday that they cannot afford to wait for the state to act. The board's legal counsel has indicated that it could receive bids but wait to award a contract once state approval is achieved.

"As long as the pros are telling us it's OK, it's OK," said Alma Mader, treasurer.

Boonstra agreed. "I don't have a problem with sending out bids before Trenton is done. To wait.. may take too long."

The board also must hire a construction manager to lead the project on a day-to-day basis. Shotmeyer said the board would prefer to have someone in place once the project goes out to potential contractors.

Members said time is of the essence.

"We should be doing interviews," Boonstra said.

"I think we should interview and get him on board," Mader said. "The window is closing."

The board would like to have the construction manager in place within the next few weeks, possibly in time for its May meeting. However, Boonstra doubted whether the goal was realistic.

"This isn't going to get done in a month, I don't think."

However, library Director Judy Schmitt was instructed to call neighboring libraries that have underwent expansions to solicit opinions on potential construction managers, while trustees will vet suggestions forwarded by Harvey while continuing to search for managers via ads and known contacts in the community.

Bathroom proposal flushed

Additionally, the board rejected an idea that came out of a March community meeting to install a basement bathroom primarily for use by kids utilizing the nearby playing fields.

Almost all members voiced objections and concerns centered on safety, responsibility and liability, fearing that such a facility would not be used only for its intended purpose. 

"You're asking for trouble," Boonstra said.

The trustees unanimously agreed with a motion by Mader to eliminate the proposal from consideration.