WESTPHALIA  — At a special meeting on Thursday, Fatima R-3 board members selected Verslues Construction of Jefferson City to complete the $11.1-million addition that will include a new gymnasium and library.

Verslues submitted a base bid of $10,070,200 and an additional $1,033,900 for three alternates (high school connecting corridor - $305,500), (lobby extension - $342,000), and (wrestling area - $386,400), the latter including a $25,000 structural allowance to ensure the roof can support the anticipated snow load. The bid totals $11,104,100.

Also bidding were Sircal Contracting of Jefferson City, with a total combined bid of $11,440,700, and Septagon Construction, a regional company with an office in Jefferson City, with a total bid of $12,921,640.

“We’d be happy with any of these three bidders,” said Porter, Berendzen, and Associates Architect Jay Berendzen. “We started with seven bidders and had four drop out for various reasons. We’ve worked with (Verslues) many times; they do a great job.”

During the discussion about cost, Superintendent Woody said, “In a perfect, perfect world, you might knock $100,000 off of this because of that contingency piece,” meaning several construction allowances were included in the bid but might not be used.

“Right,” Berendzen agreed.

Fatima also hopes to get an energy tax credit equivalent to 30% of the well fields and HVAC equipment cost, which the district hopes will amount to a credit of $225,000 or more.

“I need to get hard numbers for the equipment,” said Berendzen, who will need those before he can determine exactly what that credit should be.

The firm also hopes for a 10% credit for using American-made materials; however, Berendzen said that credit is currently unattainable for anyone due to an issue with the wording in the bill, which the federal legislature is trying to correct.

Verslues and the school district are also looking at several value-engineering items. However, Berendzen said the savings would likely be less than $50,000 - $60,000.

Board member DJ Schroeder said he would like to talk more about security doors, especially in light of the school shooting in rural Iowa that happened Thursday morning. Berendzen noted that most schools use one secure entry point and that most schools don’t have the budget for bulletproof glass, but he said he would look at options.

Several scopes of work — IT costs, security/access control, bell/intercom system, and furnishings — are not included in the bid, as the school district may be able to contract directly with vendors to save money. The district plans to reuse as many existing furnishings as possible. Professional fees are estimated to be 5.25% of the project cost or approximately $575,000.

Board President Suzanne Massman asked Woody how much money the district could borrow based on the recent tax levy.

Woody replied that the levy of 65 cents equates to a lease purchase of $11.5 million. “I want you to be thinking, down the road, we’ve got a little bit of payments left on that freshman addition, but it’s going to get to a point that the last year is considerably less of a payment in 2025-26,” Woody added. “I’m putting 16 cents in Fund 4 to make that payment now, but that 16 cents (will) have to go with the 65 cents to make our payments.”

He noted that payments on the new money won’t take effect for another two to three years. Woody anticipates needing the entire amount for the upcoming construction. However, he plans to borrow the bulk of the necessary funds in two large increments instead of doing it all at once to save on interest. Berendzen told the board he would work with Verslues to help determine how much money would be necessary for each calendar year to assist the district in deciding how much to borrow and when.

Woody noted construction is scheduled to begin on Jan. 11, but doesn’t believe that will be the case.

While a draft contract was to be ready before then, Woody noted the school’s attorney would need time to review it. Construction will be phased to minimize disruption to students and staff, with the new gymnasium anticipated to be ready for use by Jan. 1, 2025; the entire project is expected to be completed on July 18, 2025. The schedule allows for 30 days of weather delay.

Woody asked board members to start thinking about several other projects not included in the alternate bid, including paving parking estimated at $1 million, stage upgrades estimated at $65,000, Vo-Ag upgrades believed to cost $75,000, and demolition of the two-story elementary building, estimated at $100,000.

Woody believes the district could complete stage and Ag renovations with Fund 4 money. He also suggested reconfiguring an existing water station in the back of the current biology/chemistry rooms into two bathrooms for use down the road.

The current cost of the new administration building is $1,040,778.20, which Woody anticipates to be the final contract amount. Woody also noted a pedestal area is slated to get electricity for a big sign but said, “Guys, I can’t see spending the money. If we were down on the highway, yeah, let’s put one up, but to me, it’s not worth fifty to sixty thousand dollars for an electronic sign.”

Woody thinks the district would be better off with a stone sign.

“Right now, the (Westphalia) Lions do all our advertising for us,” Massman said.

Woody agreed, noting the district appreciates the Lions Club’s support.

• Board members took no action in closed session, and approved the substitute list as submitted.

• The next meeting is scheduled for Jan. 17 at 6 p.m. in the high school library.