Ross Council authorizes RFP to amend Civic Center master plan after lengthy debate over costs and sequencing

The Ross Town Council on June 11 authorized staff to issue a request for proposals to ten consulting teams to prepare an amendment to the Ross Civic Center Facilities Master Plan and validate the Citizens’ Advisory Committee (CAC) concept. Council narrowly approved the action 4-0-1 (Council Member Salter opposed), after extended disagreement over whether to include schematic design in the RFP to produce a more precise cost estimate for a potential bond measure.

Project Manager David Kelley told the Council the RFP focuses on planning-level tasks: technical, operational and financial validation of the CAC concept, updated cost estimating, and implementation recommendations. He said the intent is to avoid premature design work that could lead to costly change orders later. Griffin Structures consultant Dustin Alamo advised that a planning-level estimate—if prepared carefully with contingencies and escalation—can be “accurate” enough to inform a ballot measure and preserve options on procurement and phasing. Alamo added that cost estimates should include soft costs, contingency and temporary housing/operations costs for phased construction.

Supporters said validating site circulation, secure police parking, the public works corporation yard and floodplain implications before design will reduce downstream risk. Opponents urged moving faster to schematic design to get tighter cost numbers. Council Member Mathew Salter argued schematic work could be done directly by an architect and accelerate the timeline; staff and the consultant warned schematic design would add substantial near-term cost and commit the Town to deeper design choices without resolving procurement and phasing questions first.

Staff plans to return with consultant proposals, a recommendation from the Mayor/Mayor Pro Tem subcommittee, and a subsequent Council discussion about procurement/delivery options—such as progressive design-build—required to implement the project. The Council’s action allows staff to request fixed-fee proposals from firms that previously submitted statements of qualifications; the RFP does not obligate Council to fund schematic design, which would be a separate decision.

The next procedural step directed by the Council is to receive consultant proposals, complete the subcommittee evaluation, and return with a recommended consultant and an implementation schedule. The Council discussed timing for a potential bond, noting November/December deadlines if the Town pursues a March ballot.