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Date: 10/4/2022
SOUTHAMPTON – The next step in the public safety complex project will be to find a design firm.
The first step in that process will be for design companies to submit a Request for Qualifications (RFQ) that establish their ability to do the work.
“We’re looking for firms to give us a proposal to put together a feasibility study for a public safety complex,” Sarah Stine, chair of the Public Safety Building Committee (PSBC) told the Select Board Sept. 27. “That’s what we’re putting out here.”
The RFQ calls on firms to submit information about years of operation, relevant experience completing feasibility studies, and at least 10 years of experience designing public safety complexes. At minimum, a design company must have experience with five such projects in the last 15 years. Interested companies must also demonstrate tax and insurance compliance and proper licensure.
The Select Board will be the awarding authority of the contract for the RFQ, which will cost the town $75,000. According to Stine, American Recovery Plan Act (ARPA) funds will be requested to pay for the RFQ. Interviews with company principals is scheduled to occur Nov. 10 through 17 of this year.
“The way we broke down the scope of work was into tasks,” Stine said. “The first task is a space needs assessment. This is a meeting with departments heads … to figure out what is needed for space, for this facility, given the population of the town and growth projections.”
The second and third tasks are site evaluation and schematic design plans. The PSBC has identified five properties in town, two town owned and three owned by private individuals, Stine said, that are possible sites for the new safety complex. The selected firm will evaluate each site for suitability.
Tasks four and five entail project cost estimates and a timeline of preparation and construction. Task six focuses on options for green design upgrades. The selected firm will be asked to estimate the costs of operation, as well as maintenance, for twenty years. Sustainability options will include a list of funding sources for green grants.
“We’re not looking for these elements, potential green energy, onsite stormwater, solar … we are not looking for those to be included in the base budget, but we would like to be given a list … as a shopping alternative,“ Stine said.
Select Board member Jon Lumbra questioned the purpose of task seven, a comparison of similar structures in other area towns.
“The intent is to demonstrate the need for a new facility and educate the public on current conditions,” Stine said.
Task eight involves reporting results of the research and design process to residents. The selected firm would be responsible for presenting results at three meetings, including Town Meeting, and five meetings with principals during the design and construction process.
Select Board member Maureen Groden considered the parallel process going on for a new senior center. The two projects may vie for the same property, with one winner, or residents may not want a particular site, so Groden questioned the utility of focusing only on one site.
“This RFQ asks firms to come down to one property,” Groden said. “Are you concerned about the timing, going forward on one site, then the town not supporting that [site]?”
Town Administrator Ed Gibson commented that completion of the design process, prior to Town Meeting, was a concern. The window is tight.
Board member Francine Tischman asked whether simultaneous negotiations would be going on with a variety of property owners. Stine acknowledged the PSBC discussed the procedural details, but didn’t reach a conclusion.
“It’s something that still needs to be finalized and ironed out,” Stine said. “We would be looking to the Select Board for more direction on what the price of the land would be and how that factors into it.”
Select Board chair Christine Fowles also voiced concern about the timeline for a design company to complete an RFQ and the necessary labor to prepare for Town Meeting.
“I know time is an issue,” Fowles said, “but I wouldn’t lock yourselves in so tight with language, so that you’re not allowing them any flexibility…and you haven’t really defined what you want as minimum features … Is that at least been talked about?”
Stine replied that public safety facilities have more general requirements than a senior center. Fire Chief John Workman voiced the hope for a favorable comparison with other communities of like size, such as Granby.
“Honestly, if we just have some place that doesn’t have leaky roofs and frogs on the floor,” Workman said, “I’d be happy with that. So I don’t think anybody’s looking to build anything that’s overly built … for our community here.”
The Select Board voted 5-0 to authorize the PSBC to continue with its efforts as Stine had presented.