Council reviews GOEO grant reallocation and plans RFP schedule for Cooperative Cultural Center renovation

Malia told council she submitted a reallocation amendment for the GOEO grant and that the town must spend the funds by the end of the fiscal year (June 26). She described a color‑coded redline packet showing proposed adjustments and a planned schedule to issue four RFPs between February and May with openings and award decisions timed to council meetings. “I have a really tight schedule here where I'm gonna have 4 RFPs issued between February and May,” Malia said.

Staff discussed the grant’s 10% cash‑match requirement. Council agreed the town will need to increase its capital projects contribution (previously $25,000) toward the match — staff suggested upping the town’s commitment to roughly $50,000 — and to reflect that in the budget amendment. Council also explored shifting a $22,000 grant administration line into construction if allowable; members noted some administration can be covered in‑kind by staff time.

On procurement, Malia recommended issuing a Request for Information (RFI) before RFPs when feasible so contractors can provide feedback and the town can better define scopes, particularly given limited local contractor expertise and the procurement thresholds that trigger sealed bids. Staff explained sealed bids begin at $80,000 and that bid openings must occur at public meetings; council supported staff moving forward administratively with RFI/RFP steps and returning to council to accept any contract awards.

Council discussed prioritizing fire suppression in the Cooperative Cultural Center (CCC) renovation, noting the lack of an installed fire suppression system prevents certain uses of the building. Malia and other staff said they would try to sequence work so fire suppression and related plumbing are coordinated to limit rework and to pursue additional grant opportunities to cover higher-than-estimated plumbing costs if needed.