Townsend planning board discusses formalizing consultant procurement, seeks multiple written quotes

The Townsend Planning Board on June 22 discussed adding clearer procurement language to its regulations to govern hiring outside consultants for project review.

Chair Andrew Shepard opened a review of the board’s proposed standard operating procedure (Regulation 175-26 A–F), which would clarify when and how the board engages and requires payment for outside peer reviewers or professional consultants. Board members said they prefer to seek multiple written quotes — three where practicable — so applicants and the board can compare specialties and costs.

The board discussed practical thresholds: if services exceed a higher dollar amount, a more formal procurement process may be required; members noted a need to avoid single bids that limit choice. One member said the town has a master services agreement with a large regional firm that can handle projects under certain dollar limits, but the board said they want more local options to reduce costs for applicants.

The board agreed to compile a working list of qualified engineering and planning firms — with varied specialties such as stormwater and subdivision review — and to coordinate with town administration and neighboring communities to seed that list. Members suggested storing the list on a shared drive and asking applicants to submit the consultant quote and documentation for the record.

Next steps: the board expects to draft specific regulatory language, post that draft for review, and hold a public hearing before any change to the bylaws is adopted.