Winchester committee approves technology and vendor payments for Lynch project, defers fiber decision

The Educational Facilities Planning and Building Committee voted to approve payment authorizations and three spending authorizations tied to the Lynch school project, authorizing purchases of voice-over-IP phones, classroom flat-panel displays and kitchen point-of-sale equipment and approving a set of vendor invoices presented in the manager's letter.

The approvals cover a Valley Communications quote for voice-over-IP hardware at $107,219.25, a CCS quote for 66 flat-panel displays and installation at $340,845, and a Heartland Mosaic (POS) quote at $6,006. Committee members were told all three quotes came in under the consultant's budget estimates; combined with an earlier LCN infrastructure award of $446,469.88, the project remained about $135,000 under the $1.5 million schematic-design technology allowance.

Committee members said the flat-panel package includes training and classroom user guides; the presenters said a $20,000 allowance for training and miscellaneous closeout items is carried in the project budget. The administration also reported approximately $443,964.70 in remaining technology-line items to be procured later (Chromebooks, docking stations, printers and licensing). Officials said some small early purchases (one Chromebook and a charging unit) were already charged to the project.

The committee discussed, but did not act on, a two-phase fiber reroute to restore a redundant fiber loop to the new Lynch site. Staff presented a two-phase plan: phase 1 (approximately $88,000) to implement the line segments required for the school; phase 2 (approximately $41,000) to complete a second run that would increase redundancy for town systems. Committee members and staff agreed phase 2 could be deferred and pursued with town capital funding; phase 1 was identified as time-sensitive because systems such as elevator testing and building-management systems require the fiber before commissioning. The committee chose to return the fiber request to a future meeting or a focused one-item session rather than vote immediately.

The motion before the committee combined the manager's payment authorizations (invoices to TAPA, Liro Hill, HarborCloud, EarthCam, MultiVista) with approval of the three technology spending authorizations (Valley Communications, CCS and Heartland Mosaic). A roll-call vote following the motion recorded affirmative votes from committee members present (Frank; Lisa; —Bridal—; Geetha; John; Colleen; Mark). The motion passed.

Committee members asked about funding sources and contingency. Staff said the project carries a $100,000 utility/fee contingency of which roughly $30,000 has been spent (temporary power/Eversource), leaving about $69,000. Staff also said the project has construction contingency savings and a separate self-perform contingency; they reported approximately $55,900 in remaining construction contingency and about $126,000 in self-perform contingency. Staff recommended funding the immediate fiber work from the utility contingency and said other savings (swing-space or construction contingency) are also available if the committee preferred.

Next steps: staff will release the three approved packages for fabrication and installation, continue to collect quotes for remaining technology items, and return the fiber spending authorization to a future meeting for action.