Wednesday, June 3, 2026

Design-build versus conventional approach

No vote recorded. Members agreed to focus the RFP on needs assessment, conceptual design and cost estimation, and not to require the term 'design build.'

Members debated whether to use design-build (one team designs and builds) or the conventional design-bid-build process (design first, then the construction is put out to bid). They said a team of an architect and a builder would be needed to give conceptual designs, needs assessments and cost estimates, and that rules on competitive bidding must be considered. The chair and others discussed whether the RFP should use the words 'design build' or use broader wording that allows different team setups. They agreed to focus the RFP on needs assessment, conceptual design and cost estimates. No vote was recorded on this item.

Scope of conceptual design and needs assessment

Members talked at length about what the first phase of work should cover. The committee wants a team with both an architect and a builder to produce conceptual designs (early drawings), a needs assessment (a list of what the building must hold and do) and cost estimates. Members looked at requests for proposals (RFPs) from North Hampton and Nottingham, which had conceptual site plans, budgets and phased steps that could be used as templates. The group said accurate cost estimates are needed to show voters. Members noted the risks of not having complete plans and the need to watch spending to avoid overruns. They also discussed negotiating with architecture firms for the conceptual work as professional services, and judging a team's credentials and past work rather than choosing an architect alone.

Regulatory and competitive bidding requirements

Members reviewed the rules on competitive bidding, when bids happen, and how to write the RFP to follow local rules while keeping the project approach flexible. A member said local regulations require competitive bidding for the project. Even if a team is chosen for the conceptual work, the construction phase must be put out to bid, and the committee cannot directly negotiate a design-build contract without that process. RFP submissions are due on June 17, 2026. The committee agreed to meet again after that date. A member volunteered to write a draft scope of services (a list of the work to be done) for committee review, using examples from other towns.