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Board approves $201,570 allotment toward Cromwell High School track replacement; members question single-source quote
Summary
The board agreed to allot $201,570 toward replacement of Cromwell High School's track surface after the town agreed to pay half; members pressed staff about use of a consortium and receiving a single quote for a roughly $400,000 project.
The Cromwell School District Board of Education voted to allot $201,570 toward the replacement of the Cromwell High School track after the town agreed to provide an equal share.
District staff and a contractor representative told the board an updated vendor quote includes replacement of areas with existing rubber surfacing — including the long jump, high jump and pole-vault approaches — and that the vendor is offering a six-year warranty that covers manufacturer defects and workmanship. “The warranty is for 6 years,” Claudio Pisano, contractor representative, said, noting the quote did not increase after adding the field-event surfacing.
Board members expressed concern that the project — described in discussion as approximately a $400,000 project — was being brought forward with a single quote rather than multiple bids. “I'm still struggling with that,” Alicia said, asking how the district could be sure it was getting the best price and quality with one quote. Staff and other board members explained the district and town are using a purchasing consortium (examples cited included Omni and Gordian) that vets vendors, compiles unit pricing, and allows municipalities to use prequalified contractors so individual municipalities do not have to run separate bid processes.
Staff said the consortium bidding and prequalification process removes the requirement for the district to solicit three separate bids because the contractors and pricing have already been vetted at the consortium level; the town's procurement threshold was cited as $12,500. The town's board of finance must also consider and allot its share; staff said the item would be on that board's agenda for review.
After discussion, Matt moved to allot $201,570 toward the Cromwell High School track project to match the town's 50 percent share. The motion was seconded by Allen; the board voted “Aye” and the motion carried.
Members asked staff to confirm that the consortium procurement satisfied the town's requirements and that the warranty terms and scope of replacement (rubber-surfaced areas, long/jump/high jump, pole-vault approaches) are clearly specified in vendor documents before final contracting.
