Story · Public Safety Building Committee
Architect selection and procurement
The committee plans to discuss the RFQ after reviewing it. The agenda lists this as a discussion item.
How it happened
Mar 26 · AgendaFirst mention
The committee will consult with an architect. This is listed as an agenda heading only.
Apr 16 · Minutes
On 4/16/2026, an architect from Maugel Destefano Architects described three ways to pick a firm to design the public safety building: a request for qualifications or proposals (RFQ/RFP, where firms send in their credentials or plans and a committee ranks them), negotiated selection (the committee picks one firm and talks directly with it), and design-build (one contractor leads a team that includes the architects and engineers, under one contract). The committee confirmed that town rules require a public bid process, so negotiated selection was ruled out. The architect recommended design-build because of the project's size and scope. It would still need a public RFQ or RFP. The group discussed ways to pre-qualify local firms or publicly advertise the work.
Apr 16 · Video
A representative of the architecture firm Mogle Stephano told the committee about three ways to hire for the new public safety building. They are a request for qualifications or proposals (RFQ/RFP), a negotiated contract, and design-build, where one contractor leads a team that includes the architect and engineers. She said the negotiated option could be dropped because the town's rules likely require competitive bidding. She recommended looking first at design-build, which gives the town one contract and one party responsible. She offered to write an outline proposal with costs for each step: site selection, needs assessment and conceptual plans. The fees would be for architecture only, not construction. A committee member said voters approved $50,000 in March for conceptual plans and site work, and that the town owns the one site being studied. It has town water and sewer, so no septic or well is needed. Members said federal grants cannot be sought until conceptual designs and a needs assessment exist. The firm's representative said costs could rise about 10% a year. She said she would email a to-do list through the chair. After she left, members discussed a wetlands report showing about a half acre of dry land on one parcel. They noted earlier talk of needing at least 2.5 acres, and that a similar building in Northampton is 26,000 square feet. Members agreed a formal needs assessment is needed to know the size. They agreed to invite more firms and contractors to speak, and to hold off on setting a cost figure. They also said they would like a traditional look, such as an old red barn.
May 6 · Minutes
The consultant suggested two possible architects, Tom House of Stratum and Lisa Destefano, and said both have worked on municipal and safety buildings. He offered more contacts and sample RFPs (requests for proposals). He described his firm's similar work, including the Portsmouth Fire Station, and said it would work with any architect the committee picks.
May 6 · MinutesDecided
The committee discussed whether to use design-build (one firm designs and builds) or to hire separate engineering and architecture firms. Several members preferred finishing survey and engineering first to avoid extra markups and keep control. Two members proposed drafting an RFQ/RFP (a request for qualifications or proposals) for survey and engineering work, aiming to issue it within a month and using past projects as examples. Several members volunteered to help draft and review. The meeting adjourned at 6:31pm after a motion by one member, seconded by another.
The committee agreed to prioritize an RFQ/RFP for survey and engineering work. The motion to adjourn carried unanimously.
May 6 · VideoDecided
Members discussed sending out a request for qualifications or proposals (RFQ/RFP) for site survey, wetlands and engineering work, and for a conceptual design. The engineer is to send two or three sample RFQs/RFPs, including one from a Stratham fire station project. A member said the committee has RFQs from other departments but has not yet drafted one. Members said the engineering work would have to be done in any case. They set a goal to have an RFQ out within a month, which would be in June. They agreed to try to gather examples and circulate a draft before the next meeting. A member suggested saying in the request that the building is 10,000 to 12,000 square feet with 25,000 square feet of paved area, and another said about 15,000 square feet for police and fire. The chair noted the final size depends on a needs assessment.
No formal vote on this item. Members agreed informally to aim to issue an RFQ within a month.
May 6 · VideoDecided
Members compared hiring one design-build team now with doing site engineering first and hiring an architect later. In design-build, one firm handles design and building. Several members said the committee should do the survey, wetlands and soil work first, since any design-build firm would have to hire engineers and charge a markup of 15 to 20 percent. One member said he leans toward design-build early. Members said soil borings would show what foundation is needed and could lead to a smaller footprint with a two-story building. Members said they are not ruling out design-build later. Members also said they want to keep spending within the $50,000 approved for engineering. A member said they want to talk to Jeff about an ALS question, and another said it was too early.
No formal vote. Most members favored doing site engineering first.
May 21 · Video
The committee reviewed a draft RFP, a document asking firms to bid on work. It covers the first phase: survey, wetlands marking and permit work. Members wanted firms to give a timeline, including how soon permits could come in. They added wording that the town will negotiate the price with the selected firm and can reject all submissions or ask for more information. Proposals will be judged on experience, staff, timeline, project understanding and approach. A member said a surveyor alone could take 6 to 8 weeks, and a needs assessment 4 to 5 months. Members said Town Hall will open proposals in public at a documented meeting, with bidders welcome but not required to attend. They agreed to give firms about 3 weeks, and the contact person will be John instead of Sue. The committee found the town's purchasing policy calls for a 14-day notice, and the town clerk said to post it in a newspaper, on the town website and with the NH Municipal Association. Members said a small newspaper ad should cost little. Members would send comments in a couple of days, and the RFP should go out by about May 27. Members also said warrant articles are due in January, so a concept design is needed by then, with public input in the fall.
May 21 · Video
Public RFP opening and advertising requirements
May 21 · Minutes
An RFP is a written request asking firms to submit offers for work. A committee member led talks on the draft RFP for a site assessment. The work listed includes a site survey, wetlands mapping and meetings. Price talks will happen after a firm is chosen. Firms will be asked for a timeline. The firm's contact estimated 6 to 8 weeks for survey work. The committee also wants to know how long permits take before moving to architect services. Scoring factors are relevant experience, staff qualifications, timeline and understanding of the project. The town may ask for more information or reject submissions. A committee member, John Hayden, will be the contact for questions instead of Sue McKinnon. Members noted small fixes to the draft. The draft is to be sent to all members for comments within a few days. The goal is to finish and release it within three weeks. Town policy calls for ads in a newspaper for at least 14 days and posting in two public places. Members also discussed posting on the town website and the New Hampshire Municipal Association site as lower-cost options. They agreed to check current requirements and options. The aim is a three-week advertising period, with proposals opened at the next scheduled meeting. A committee member agreed to make a colored map of the four lots for the RFP.
May 21 · Minutes
RFP posting requirements and timeline
May 21 · Agenda
The committee will take up an RFQ/RFP. An RFQ is a request for qualifications and an RFP is a request for proposals; both are ways to ask firms to offer their services.
Jun 3 · Minutes
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.
Jun 17 · Video
Review and edit RFQ/RFP draft for new public safety building
Jun 24 · Minutes
Two Verdantas representatives presented their firm. Verdantas was formerly Horizons Engineering and is now part of a larger national firm, with local staff. One would be project manager and the other would handle site design and permits. The firm proposed a phased approach. It would start with a site analysis of usable land, wetland effects and permit needs. The committee could change the scope as more is learned, and the firm could also provide full design services. Verdantas said wetland flagging could start within two weeks, followed by survey work. It expected to give a digital site image and early analysis within a couple of months. It said the site has a lot of wetlands and little dry upland, so the building's size and shape would need to be flexible, and the committee would need to balance building needs with permit and cost limits.
Jun 24 · VideoDecided
A committee member said a request for qualifications (RFQ, a request asking firms to describe their experience) for a needs assessment and an architect was posted the day before, and that it may be better to ask construction companies to bid on the whole job. He said the committee should avoid spending money on an architect alone before it knows what land can be built on. Other members said both site and needs work are needed at the same time, and that the site firm and a second firm could work in parallel. They said the committee does not have to act on the RFQ responses and can start with the needs assessment first. The deadline for the RFQ was mentioned as the 22nd. The committee did not vote on the RFQ. Earlier in the meeting, a member moved to approve the June 17 minutes as submitted, and the motion was seconded and a voice vote was taken. The committee also agreed to meet Tuesday the 30th at 5:30 so that a missing member can take part in choosing between the two firms. The meeting then adjourned.
Minutes of the June 17 meeting approved as submitted by voice vote. No vote was taken on the RFQ.
Jun 30 · MinutesDecided
On 6/30/2026 the committee compared two finalist firms for the next phase of the public safety building project. Members said both were qualified and offered similar costs. They said the chosen firm's local experience and past work with the town were advantages. They also said they wanted to avoid unneeded spending before state approvals. A member moved to select Beals Associates. The committee agreed to send a formal letter confirming the selection, reach out soon to begin surveying and project planning, and document all communications.
Beals Associates selected for the next project phase; motion passed unanimously.
Jun 30 · MinutesDecided
Members went over the difference between an RFQ (request for qualifications) and an RFP (request for proposals). A member said an RFQ lets the committee negotiate with qualified firms instead of being tied to the lowest bid, which suits complex projects. The Select Board representative confirmed the town does not have to accept the lowest bid unless state or federal funds are involved. A member found a mismatch in the RFQ about the deadline for questions, and the committee agreed to allow questions until July 15. Another member confirmed that questions are due July 15 and the submission deadline is July 22.
Committee agreed to allow RFQ questions until July 15.
Jun 30 · Video
A member said that the work the selected consultant will do, such as wetland mapping and state permits, was not part of the earlier $50,000 figure. He said an RFQ (request for qualifications, which picks a firm by experience and then negotiates price) lets the town negotiate, while an RFP (request for proposals) can push toward the lowest bid. Members confirmed the town is not required to take the low bid and can reject any and all bids. They said work paid with state or federal money may need competitive quotes, so that should be kept separate and stated in the document. The committee reviewed the schedule for the next RFQ: questions are due July 15 and responses are due July 22. The town website lists both July 14 and July 15 as the question deadline. Members decided not to repost and to accept questions through July 15, and to tell the town administrator's office. Questions must be in writing to the town email or phone number. The committee agreed to meet July 15 at about 5:15 or 5:30.
Jul 22 · Video
RFQ review and proposal scoring
Jul 22 · MinutesDecided
The committee reviewed responses to its second RFQ, a request for qualifications that asks firms to describe their experience. Several architecture firms responded. Some construction management firms did not, possibly because of the RFQ format. Members debated whether an RFP, a request for proposals, would have drawn more design-build firms. Some members preferred construction management approaches that include architecture and needs assessment. The committee agreed to rate proposals with a spreadsheet scoring matrix, with each member giving points. The top three candidates will be discussed in detail at the next meeting. Members aim to score all proposals before then.
The committee agreed to use a spreadsheet scoring matrix to rank proposals. No vote count was given.
Jul 22 · Agenda
The committee plans to review an RFQ. An RFQ is a request for qualifications, a document asking firms to show their experience for a project.
Jul 29 · VideoDecided
The committee reviewed responses to its request for qualifications (RFQ), which asks firms to list their experience. Members said all firms were qualified, but only one gave a price, $38,900 for a needs assessment, concept drawings and 3D renderings. The committee has about $50,000 and is aiming for a bond warrant article at Town Meeting in March. Some members said a design-build route might serve the town better. In design-build, one company does the design and the construction. They said it could give a needs assessment, concept and cost from one firm that stays through the project. Others said a construction firm could not price a building before the needs assessment shows its size. Members talked about a 15,000 square foot building at about $400 a square foot, or about $6 million, and a possible range up to $7-10 million. A member said an RFP (request for proposals) would take about three weeks and run into the third week of August. A member asked whether the town's purchasing policy lets the committee hire one firm now and keep it after a vote. The policy calls for a competitive process for anything over $10,000. A member agreed to draft the question for town counsel by the next morning. The committee made no choice of firm.
No firm was chosen and no vote was taken on this item. The committee held off on a decision until it gets an answer on whether it may seek a design-build proposal.
Jul 29 · Minutes
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.
Jul 29 · Minutes
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.
Jul 29 · Agenda
The committee plans to review an RFQ. An RFQ, or request for qualifications, is a notice asking firms to share their experience and skills for a project. The agenda lists this as a heading only.
Aug 12 · Agenda
The committee plans to review the Turner Group's response to a request for qualifications (RFQ). An RFQ is a document a firm sends to show its skills and experience for a project, here the public safety building.
Aug 12 · Agenda
The committee plans to review Placework's response to a request for qualifications (RFQ). An RFQ is a document a firm sends to show its skills and experience for a project, here the public safety building.
Aug 19 · Agenda
The committee plans to review the SMP RFQ (a request for qualifications, a document asking firms to describe their experience for a project). The meeting starts at 5:30pm.
Aug 19 · Agenda
The committee plans to discuss the RFQ after reviewing it. The agenda lists this as a discussion item.