Arlington Firehouse Committee September 11, 2024 Minutes
Members Attending: Jamie Paustian, Matt Bykowski, Brian Hawley, Josh McKenzie, Joe O’Dea, Glenn Sherman
Members absent: None
Others present: Nick Zaiac
1. CALL TO ORDER at 7:01 pm
2. Additions or Deletions from the agenda: None
3. PUBLIC COMMENTS: None
4. MINUTES OF PREVIOUS MEETINGS: Motion to approve the minutes of the previous meeting by Joe O’Dea, seconded by Brian Hawley, approved 5-0, member Sherman arriving after the vote
5. NEW BUSINESS
5.1 Review of RFP Responses: The chair opened discussion of the RFP response. On inquiry, Town Administrator Zaiac noted that we did place an ad on engineering procurement website Dodge, and had received a couple questions to which we had responded, but no bidders emerged for the project from the web posting. The group began review of the sole RFP response from DeWolfe engineering associates. It was noted that the budget for the project was $30-35k. Members appreciated the response document included responses to questions otherwise listed in our questionnaire. Members also appreciated that they listed a timeline for the project of 3 months and that the budget includes 3 meetings with the committee. The bid price of $18k was within budget, with members agreeing the Select Board should build in slightly more budget buffer for itemized services like printed plans that may extend beyond the $200 in the topline figure, $19,000 or $20,000. Members discussed and agreed the final contract should include some buffer from their proposed 3 month timeline, but should include a penalty clause for late delivery beginning about 1 month after the proposed timeline, about 10% per month.
Motion to recommend the RFP response forward to the Select Board for approval by Joe O’Dea, seconded by Brian Hawley, approved 6-0.
Next meeting date TBD based on engineer recommendation.
5. ADJOURNMENT: Motion to adjourn Joe O’Dea, Seconded by Glenn Sherman, approved. Meeting adjourned at 8:28 pm.
Respectfully submitted by Nick Zaiac