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SPENCER – The Request for Proposals (RFPs) for emergency management services as well as a citizens’ petition for that purpose were among topics of discussion at the Board of Selectmen’s meeting on August 18.
The meeting kicked off with resident Ryan Morton informing the board that he hoped to collect signatures for a petition regarding the Spencer Rescue Squad contract and funding for firefighters.
Both items were part of a Proposition 2 ½ override question that failed this past spring.
On the May ballot were requests for $150,000 for the Spencer Rescue Squad contract; and $368,390 to fund four firefighters currently paid for by a grant. (The grant expires in February 2027).
Morton said the funding sought was to maintain current services whereas other departments in the override request (police and highway) were looking to expand what is offered.
He said he would address the “education piece,” in the future but wants to garner citizens’ interest in a ballot question containing just those two requests.
Morton also asked selectmen to delay moving forward with putting out an RFP, which the board is currently finalizing.
Selectman Gary Woodbury suggested the resident combine efforts with other people collecting signatures for a petition, including his wife.
However, later in the meeting, specifics as to what should be included in an RFP were addressed.
Town Administrator Jeff Bridges noted that emergency management services (EMS) vendors are being asked to site in town. “The more notice you give (them), the better off competition may be.”
Selectman Jonathan Viner said to establish the best services for the town, it is worthwhile to know what the RFP responses will be.
Selectman Ralph Hicks said he agreed with Morton that the spring ballot questions were “too much, too confusing,” and he preferred to go with a ballot question for Spencer Rescue Squad funding. If that effort failed, Hicks said he wanted to then go with the lowest qualified bidder.
However, Bridges advised the process did not work that way. He pointed out that the $150,000 amount for the Spencer Rescue Squad represented the “status quo,” and selectmen indicated they wanted a “higher level of service.” For one thing, that higher service would allow Spencer to live up to its responsibilities to provide mutual aid in a reciprocal manner to what other communities are giving to the town.
“From an operations perspective, you don’t have enough to cover the basics next year…” Bridges said, adding cuts would have to be made. That situation is what prompted the override request in the first place, he noted.
Giving a possible timeline, RFPs would go out in mid-September, bids returned by the end of October and by year’s end, “we may have an answer and know where we stand,” Bridges said.
If there was to be another override vote in a special election, it would cost $8,500 to $9,500, with Special Town Meeting asked to cover the costs, the administrator said.
Viner said the only responsible way of doing things is by the RFP process, putting all respondents on a level playing field.
He said the board had agreed they needed to seek more services than they are currently getting.
Woodbury agreed, saying RFPs must go out asking for “what we want to see,” and they should not have separation conversations with the Spencer Rescue Squad. Rather, the Squad needs to have the same opportunities as other vendors.
Viner said to do anything but follow the RFP process “leaves a bad taste in my mouth as it would use the process to manipulate bids. You are expressing no intent to pursue other respondents.”
Bridges suggested town counsel be present at the next meeting to answer the board’s questions as they review the final RFP to go out.
Regarding the age and mileage components of the RFP, Woodbury said it would be better to just follow state requirements than to set specific numbers.
Viner also asked for clarification on having an ambulance at special events. The town administrator said he would find out if that is something the provider would be compensated for versus part of the contract.
In a related matter, Hicks noted that one of the grant-funded “career” firefighters left to take a position in Rutland. That slot must be filled to fulfill the grant’s requirements.
Hicks spoke about how difficult it is to rely on call firefighters with Fire Chief Bob Parsons concurring.
“It’s kind of urgent we get this taken care of,” Hicks said. “This isn’t fun and games here. It is life and death situations whether it is how many firefighters or ambulance (services).”
