FROM: Putnam Valley Volunteer Fire Department
DC Bruce Johnson, Chairman of the Board
The Putnam Valley Volunteer Fire Department recently invited Supervisor Jolicoeur to tour the future headquarters building. The visit provided an opportunity to review the building’s features, evaluate construction progress, and discuss the work remaining prior to occupancy. At the conclusion of the tour, the Supervisor requested a formal presentation to the Town Board summarizing the project. The Department is pleased to provide the following overview.
Planning for a new headquarters began in 2010 when it became clear that the existing facility could no longer provide a safe and functional work environment. The building had received multiple notices of violation from the N.Y.S. Public Employee Safety and Health Department and the P.C. Board of Health; between-apparatus spacing was inadequate, storage capacity was limited, the water supply was non-potable, causing damage to plumbing, finishes, and equipment, and apparatus barely fit through the bay doors.
A committee was established to develop a comprehensive list of operational needs and regulatory requirements, many of which are mandated by the Occupational Safety and Health Administration, PESH, and the National Fire Protection Association standards. Committee members visited numerous fire stations throughout the Hudson Valley to evaluate design concepts, identify best practices, and avoid known inefficiencies. The Department subsequently offered to exchange its property at 216 Oscawana Lake Road for the opportunity to expand and modernize the existing station; however, the Town Board declined the proposal and recommended that the Department explore construction of a new facility.
Mitchell Associates, a well-known and highly experienced firehouse architectural firm, was selected to develop the project plans. The final design incorporated current regulatory requirements while anticipating future operational needs. Upon completion of the design process, the Department secured a $10.4 million construction loan in 2020, reflecting the architect’s cost estimate at that time.
When the project was put out to bid, the lowest proposal totaled $11.8 million, with bids reaching as high as more than $16 million. The contract was awarded to the lowest bidder, Worth Construction. To remain within borrowing limitations, the Department immediately identified elements of the project that could be deferred, modified, or completed using member labor where appropriate. These measures reduced the project cost to approximately $11.4 million, with Building Fund reserves used to offset the remaining difference.
During the bid process, a full code review required updates to the design drawings. The Town issued a temporary building permit allowing site clearing and excavation to begin, but prohibiting further progress until the revised drawings were approved. This resulted in an initial six-week extension to the contract.
Construction began in June, 2021 and was originally projected as an 18-month effort. Early site work revealed bedrock. While some material could be removed mechanically, much of it was located within the building footprint and would have required blasting. The removal of the rock took much longer than was reasonably anticipated by the Department. In an effort to reduce the amount of rock removal required the Department elected to raise the building elevation by one foot. This modification required Planning Board approval which resulted in a delay to the construction.
A contractual disagreement regarding winter construction conditions created further challenges. To prevent escalating costs and disputes, both parties agreed to a 90-day contract extension. In lieu of doing whatever work they could, Worth suspended all project activity for approximately 65 days, delaying foundation excavation that could have allowed concrete placement during more favorable weather. This extended pause resulted in Worth’s concrete subcontractor withdrawing from the project, requiring time to secure a replacement contractor and causing an additional delay. Shortly after construction commenced, the owner of Worth Construction passed away unexpectedly. Leadership transitioned to his son, and the adjustment period created additional delays. The project was further impacted by frequent turnover among project managers, with each transition requiring onboarding time and reducing overall efficiency.
Construction also occurred during the COVID-19 pandemic that adversely affected this project as well.
Additional delays arose from a dispute with the steel fabricator. Structural steel components were manufactured that did not abide by the final approved shop drawings necessitating modifications, leading to a disagreement between Worth and its subcontractor regarding responsibility for associated costs incurred in providing contract compliant structural steel members. Ultimately Worth had to commence legal action to have the Suffolk County Court order the release of the steel which the Department had already paid for. This led to approximately 90 days of delays to the project’s critical path.
In November, 2021 the contractor a subcontractor imported improper fill material to the site. The removal and replacement of the improper fill resulted in a four-month delay.
The contractor also experienced ongoing coordination and quality of work issues with multiple subcontractors, further affecting progress. During this period, limited advancement occurred on portions of the project that could have proceeded independently, contributing to additional schedule impacts.
The elevator presented another significant obstacle and caused extensive delays. Design concerns, construction missteps, code revisions and ADA compliance requirements necessitated several corrective modifications which generated disagreement regarding financial responsibility. In the interest of advancing the project and minimizing further delay, the Department elected to absorb the additional costs of manufacturing the corrected parts. Manufacturing the replacement components required more than six months. More recently, installation was delayed by an unforeseen tragedy involving the contractor’s installation manager. A replacement has since been hired, and completion is anticipated in the near term.
By January, 2025, the continued delays led the Department to terminate its contract with Worth Construction, for cause. The basis for the termination included the contractor’s (1) failure to provide and update the scheduling as required under the Contract, (2) failure to meet critical completion dates in the schedules it provided or to otherwise diligently progress the Work, (3) failure or refusal to provide specified Work, including the UV water disinfection system, (4) failure to carry out the corrections to the elevator called for in a properly executed constructive change directive, (5) failure to proceed diligently with performance of the work pending final resolution of claims Worth had submitted involving the UV water disinfection system, elevator corrections and paving scope of work, despite instructions by the Project Architect to do so, (6) failure to timely pay subcontractors and/or suppliers, some of whom have filed mechanic’s liens against the property, and (7) failure to complete the Contract within the time allowed.
The Department subsequently assumed the role of general contractor and reassigned the Clerk of the Works as project manager. This transition allowed the Department to establish stronger oversight, improve coordination among subcontractors, and move the project decisively toward completion.
Considerable time was required to resolve outstanding payments owed to subcontractors and execute assumption agreements permitting work to continue under the existing contracts. All subcontractors agreed, and construction activity resumed. This also kept all equipment and machinery guarantees and warrantees in effect.
The Department is now positioned to complete the remaining work; however, several critical steps must occur first. Chief among them is activation of the heating system. The HVAC schedule was affected after the Department elected to relocate and bury the propane tanks to improve site aesthetics. Gas work is nearing completion, and the boilers are expected to be operational in the coming weeks.
Once the building is heated, interior work, including sheetrock installation, taping, painting, flooring, tiling, and finish carpentry, can proceed efficiently. The apparatus floor epoxy coating, a multi-stage application requiring extended cure time, will also be scheduled. Final paving of parking areas and driveways will resume as weather conditions permit.
The Department recognizes that the extended duration of this project has been both challenging and costly. At present, we remain responsible for the insurance, utilities, and maintenance of three stations, and each additional day carries financial impact. Nevertheless, our priority remains delivering a high-quality facility rather than expediting construction at the expense of long-term performance.
Department leadership continues to work closely with the Building Department, project management team, and contractors to bring this project to completion. Despite the obstacles encountered, the Putnam Valley Volunteer Fire Department remains committed to responsible financial stewardship and to delivering a modern, durable headquarters that will serve the community effectively for decades.
Upon completion and occupancy of the new facility, the Department looks forward to welcoming the community to a day-long open house featuring tours of the building, apparatus, and equipment, along with family-friendly activities and a community barbecue.
