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Board weighs phased approach to RFP and 90% design to control cost
Summary
Staff extended the RFP response date to Aug. 1 and reviewed options for taking design work to 90% vs. phasing at 60% to save time and money; staff estimated full 90% for both options could cost about $375,000 and that a phase at 60% could reduce that by roughly $75,000.
District staff told the board the RFP for 90% design work was posted with an initial July 18 deadline but was extended to August 1 to increase vendor participation. The RFP includes a question-and-answer process so all vendors receive consistent information and staff expects four or five responses.
Board members debated whether to require full 90% design for both treatment options or to budget a phased approach: take both options to 60% and then let the board decide whether to carry one or both to 90%. Staff said some vendors already plan to structure proposals to allow that flexibility. General Manager Savage estimated that taking both options to 90% could cost roughly $375,000 and that stopping at 60% for one option could lower the cost by about $75,000.
The board signaled consensus for a phased approach with a 60% check-in point and gave staff direction to add clarity to the RFP Q&A so vendors can respond with flexible work packages. Staff will have a technical-subcommittee review of proposals and then bring recommendations to the full board.
