Public Safety Building Committee ยท Meeting
Wednesday, July 29, 2026
Discussed
How to choose a firm for public safety building
On 7/29/2026 the committee talked about how to pick a firm to do a needs assessment, a first design and cost estimate for a public safety building. They compared an RFQ (a request for firms' qualifications), an RFP (a request for full proposals with prices), design-build (one firm designs and builds) and design-bid-build (design first, then builders bid). Members said all firms that answered the RFQ were well qualified, but only one gave a dollar amount. The chair and a member said fees need to be negotiated as the RFQ describes. Members read the town purchasing policy, which needs competitive bids and Select Board approval for spending over $10,000. They did not settle whether the committee could hire one firm for the whole project before a voter approval vote. They agreed to ask the town administrator and legal counsel. They also agreed any RFP or RFQ must follow town policy and say that funding is not certain.
Needs assessment and first design for the building
The committee discussed why a needs assessment (a study of how big the building must be and what it needs) and a conceptual design (an early rough plan) should come before a town vote. The chair and the Select Board representative said these steps set the size and cost of the building. The police chief and the Select Board representative said federal and state grants need a conceptual design and a piece of land, and that the committee should have both ready by October. Members said firms often estimate cost from square footage and regional cost data, and add a high extra amount for unknowns. A member described phases: hire a firm for the needs assessment and conceptual design, ask voters for approval, then do detailed design and construction if voters approve.
Consultant proposal scope and budget
Members asked whether the proposal from one consultant covers the whole project or only the early phases. The chair asked whether signing it would commit the committee to using him for the whole project. The chair said the proposal covers all tasks up to the town vote, including permitting and surveying. The chair will ask the consultant for an itemized list of costs and to confirm the total does not go over the committee's available budget.
+ 2 routine items