Committee authorizes RFP for 911 center architects and engineers; tables hiring a construction manager

The chair of the Middletown committee on public-safety facilities announced the committee voted to authorize posting a request for proposals for architecture and engineering services for a proposed 911 center, while members agreed to table a separate decision about hiring a construction manager at risk.

Bobby Brown, deputy director of the 911 center, told the committee that the project’s feasibility process is under way and that Langan’s purchase order is approved pending the mayor’s signature; site utility marking took place and drilling is scheduled for March 2, with results expected in four to six weeks. Brown said the original bond authorization was $10,000,000 and, after legal and bonding costs, the committee is now working with an available figure near $9,846,750.

Brown introduced an A/E RFP the committee could post to solicit firms with public-safety and dispatch-center experience; he said purchasing reviewed the draft documents and that the department can request purchasing notify known vendors or industry groups in addition to public posting. "We do note that qualification summary details, specifically your firm's experience with public safety 911 center services," Brown said, explaining the draft will emphasize relevant experience.

John Fields, a committee member who moved to advance the A/E RFP, recommended keeping the solicitation broad enough to encourage competition and suggested phasing procurements so the A/E firm is selected first and can help define design documents before a construction manager is hired. The motion to send the A/E RFP to the director and purchasing department with added clean-energy language was seconded and approved by voice vote.

Kat Young, representing the Clean Energy Task Force, asked whether the committee would be able to review the RFP in advance and urged including energy-efficiency goals so interviewees understand expectations. "I'm not familiar enough with the project, so if someone could inform me if any metrics have been made yet for goals for this building as far as being net zero or LEED," Young said. Brown said the feasibility study (identified in the meeting as Silver Petru Sally) had evaluated possible solar panels and geothermal systems, but that the building would be extremely power-hungry and the consultant did not expect LEED certification to be achievable without significant offsets; he added the RFP could invite firms that can pursue the maximum LEED credits attainable.

On the construction-manager-at-risk approach, committee members debated whether to solicit pricing now to lock in costs or wait until the A/E produces preliminary designs. Brown said bringing a construction manager in early could help secure a guaranteed maximum price and reduce the risk of later cost overruns. Others cautioned that a construction manager needs enough design documents to provide meaningful bids and guarantees — typically around 30% design — so it may be premature to hire one now.

Fields moved to table any motion to proceed with construction-manager services pending further research and clarification; the motion was seconded and the committee voted to table the item until the next meeting.

Next steps: the committee authorized the department to post the A/E RFP (with the requested clean-energy language), instructing purchasing to notify targeted vendors and publish the solicitation; the construction-manager question will return for fuller deliberation after additional design work and research. The committee also expects the vendor drilling results from Langan in four to six weeks. The meeting adjourned with the item to be revisited at the next monthly meeting.