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Windham approves $10,000 sole-source architectural engagement for police station; joins $1.039M records grant
Summary
The board voted 5-0 to waive bidding and approve up to $10,000 in public-safety impact fees to Port One Architects for police station architectural work and heard that Windham will participate in a $1.039 million CAD/RMS grant covering three towns; ongoing support costs are expected to rise after year five.
Police Chief Bryan Smith asked the Board of Selectmen on March 16 to reengage Port One Architects for updated architectural work at the police station and requested a waiver of the formal bid process, citing the firm's institutional knowledge and possession of existing building plans. The board unanimously waived the bid requirement and approved the expenditure of public safety impact fees not to exceed $10,000 to Port One Architects as a sole-source vendor.
Chief Smith also updated the board on a regional records-management grant: Windham is part of a $1.039 million award shared among three towns to implement a new computer-aided dispatch and records-management system (CAD/RMS) at no initial cost to the town. Chief Smith said the new system would allow officers and supervisors to create more field updates and could reduce officer time on paperwork; he added that the change "will help the clerk but not reduce staffing." He warned that software support costs covered by the grant for five years would increase thereafter, from the current $22,000 to about $51,000 in year six.
Board members asked about procurement rationale and future costs; Mr. Hohenberger said the vendor's prior work justified the waiver. The board approved both motions 5-0. The next steps are to reengage the architect for cost updates and to plan for longer-term support costs once grant coverage expires.
