TOWN OF LINCOLN
MINUTES OF JOINT MEETING OF PLANNING BOARD AND
COMPREHENSIVE LONG RANGE PLAN CONSULTANT SELECTION COMMITTEE
August 21, 2007
PRESENT: Planning Board: R.Domnitz (Chairman), K.Hurd, B.Wolf, J.Snell
CLRP Consultant Selection Committee: K.Hurd, M.Hochman,
P.Sugar, W.Stason, M.Whitehead
Other staff: A.Scheipers, C.Perry
7:30PM BUSINESS: Discussion and Recommendation for Consultant Services
The CLRP Consultant Selection Committee reported that two teams of consultants were interviewed on August 16 in connection with their responses to the RFP for work on the Comprehensive Long Range Plan. Mr. Whitehead explained that the next stage in the process was for the Selection Committee to make a recommendation to the Planning Board.
Members of the Selection Committee gave their comments on the interviews. Peter Sugar reported that Community Opportunities Group (COG) seemed well organized and responded with care to the questions. They seemed capable of dealing with Lincoln’s organizational structure, and had satisfactory responses to questions about the team’s reliance on key individuals and about the possibility of an extended timeframe. Community Preservation Associates (CPA) seemed less well organized, with a less planned presentation. They did present ideas about techniques but seemed a little inflexible. Their team contained strong individuals but might not operate as smoothly. Mark Hochman considered that CPA’s approach was ‘boiler plate’ and some of their statements about surveys were inaccurate. Ken Hurd added that CPA’s
suggestion of using land trusts revealed a lack of awareness of Lincoln’s track record.
Mark Whitehead agreed with the comments on the interviews. He stated that he had worked with both teams. He considered that CPA did an adequate job for Tyngsborough but may not be well matched for Lincoln. He did not know Judi Barrett prior to the At Risk Properties Study but was impressed with her work. Also he considered the other members of the COG team to be very good, and felt that the town would be getting excellent resources from this proposal. He observed that COG’s interview preparation was better than CPA’s. Mr. Hurd added that COG responded better to the questions that were not supplied to the applicants in advance.
Mr. Hurd reported that Chris Klem and others on the Land Use/Economic Development sub-committee had expressed some reservations about Judi Barrett’s work on the At Risk Properties Study and Chris wondered if the RFP process for the CLRP should be opened up again.
Mr. Whitehead reviewed the research he had done on non-bidders. A variety of reasons had been given: some thought that consultants who were more familiar with the town would have an advantage; one thought there were no major issues in town; one was unable to find a suitable partner. Money was not mentioned as a factor, and the RFP was considered well-written.
Some attendees thought it was a pity that other, perhaps larger, consultancy firms had not bid, but others thought that there are few teams that are well-geared to public contracts of this type. Mr. Sugar and Mr. Stason considered that COG offered the openness and flexibility that Lincoln wants, and can cover the work required, presumably within the town’s budget as authorized at Town Meeting. The meeting discussed whether there were reasons to re-bid. Anita Scheipers advised that only the scope of work could be changed at this point, not the budget. The meeting was in agreement that there was no obvious need to re-write anything and no likelihood of more money; also, re-bidding would cause a significant delay and possible loss of interest by volunteers.
A MOTION was proposed for the CLRP Consultant Selection Committee by Mr. Stason and seconded by Mr. Sugar, to recommend Community Opportunities Group as the consultant to conduct work on the Comprehensive Long Range Plan. Passed 5-0
(Voting: Mr. Hurd, Mr. Whitehead, Mr. Hochman, Mr. Sugar, Mr. Stason.)
A MOTION was proposed for the Planning Board by Mr. Hurd and seconded by Mr. Snell, to approve the recommendation of the Consultant Selection Committee. Passed 4-0
(Mr. Flint was absent)
Next Steps
Mrs. Scheipers asked for Selection Committee members’ evaluation records (scoring sheets and any written comments) to be returned to her.
Mrs. Scheipers reported that both of the price proposals were within the budget, and the contract can now be finalized. This will be overseen by the Town Administrator. The Planning Board asked to review the final contract.
The Planning Board asked about supervision of the contract work. It was agreed that milestones will be set out in the contract to ensure that progress is monitored. Mr. Whitehead will oversee the invoicing, and periodic updates will be given to the Planning Board.
The meeting was adjourned at 8:25pm.
Submitted by Catherine Perry
Approved as amended, September 5, 2007
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