Selectmen approve cold-storage electrical and alarm contracts; debate vendor consolidation and RFP thresholds
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Summary
The board approved electrical wiring and fire-alarm contracts for a new cold-storage building and authorized related contingency amounts. Members questioned repeated use of Darien Electric and whether consistent vendor totals across town accounts should trigger RFPs; staff will provide consolidated spend reporting at the next meeting.
The Board of Selectmen approved multiple contracts on Nov. 28 needed to complete a new town cold-storage building and related facilities work.
The Department of Public Works sought approval for electrical wiring at the new cold-storage building with Darien Electric for $15,002.89 plus a $1,530 contingency (total $16,008.19 on the record). The board approved that contract after discussion about whether cumulative spend with a single vendor should prompt an RFP; DPW said Darien Electric often crosses multiple accounts and is responsive for urgent on-call work.
DPW also presented a separate request for a fire-alarm installation with Silent Watchman for $7,852 plus a $785 contingency (total $8,637). That contract was approved unanimously.
Board members repeatedly raised procurement questions: if the town spends $50,000 with a single vendor across capital and operating accounts, an RFP is generally required. DPW acknowledged the bookkeeping complexity and agreed to prepare a consolidated report showing total vendor spend across accounts so selectmen can determine whether thresholds have been met and whether to pursue an RFP.
Why it matters: The approved contracts move the cold-storage building project forward and raise procurement-policy issues about vendor concentration and transparency. DPW agreed to follow up with consolidated expenditure reports to ensure RFP thresholds and procurement rules are respected.
What’s next: DPW to provide a vendor-spend summary and to monitor whether other pending work will push Darien Electric or any single vendor over RFP thresholds. The cold-storage building will proceed with the approved wiring and alarm installations.