Uh today is Wednesday, June 24th, 2026, and this is a meeting of the Senior Center Building Committee. This meeting will be held in person at the location provided on this notice. Members of the public are welcome to attend this in-person meeting. Please note that while an option for remote attendance
and/or participation via Zoom is being provided as a courtesy to the public, the meeting or hearing will not be suspended or terminated if technological problems interrupt the virtual broadcast unless otherwise required by law. Members of the public with a particular interest in a specific item on this
agenda should make plans for in-person versus virtual attendance accordingly. This meeting will be live on Zoom. The public may access the proceedings by joining Zoom meeting ID number 375-4146055 or by calling 929
>> 6099. For additional information about remote participation, please contact Carly Antineellis, assistant town manager at atmair.mma. us or 978-772-8220
extension 100 prior to the meeting. All right. Can I call us to order at 4:34 p.m.? Um, can I get a motion to approve or amend the agenda, please?
>> The um, Madam Chair, for the approval of minutes, I missed making the amendments and minutes as previously requested. So I would ask that we defer those
minute approvals till the next meeting. >> All right. Any other amendments? All right. So can I get a motion to approve it as amended? >> I'll make a motion to approve the agenda as amended. >> Okay. >> Second.
>> All right. Uh we are all here. So all in favor >> I. >> Chair says I. Awesome. Okay. So that brings us right on up to Dan and permitting updates. >> Okay. Um but yeah, the first bulleted
item there, water Comcast line and service update. U so the project is still in construction and they have installed both water man and conduit under the railroad tracks. So right now it's all
the way from the site to the opposite side of the tracks complete. Um and then they started installing water main from Park Street. They've made the connection in the roadway back for the railroad tracks where they left off. So they're working on that gap
right now to finish the project. I did um and this was Ken's idea. I did take one more effort at talking to Comcast. I have a pretty good contact there about fiber and he said he would add it to the job. No changes, no additional cost to
us. So they're going to pull fiber and coax to the site. So we'll have options of both. He said coax is really for your TV and fiber obviously internet. Um so he said they do want both, but but good news there. Um and so supposedly that's
my verbal. He said they're going to do it. He added it to his work order. So, >> we're supposed to get full. >> Um, >> yeah, I just on that point I mean obviously it's great that the fiber is pulled to the to the job site. The
question then for the town is going to be whether or not because as I I don't fully understand but as I there will there will need to be switch upgrades and potentially software upgrades in order to make fire and I'm not sure where that connection
would be. I don't know whether it comes down into town. I know that put fiber in some parts. So, all of this to say that the fact that the fiber isn't a conduit headed to the building doesn't necessarily mean it's going to be
activated until they've done the stock in the switch upgrade at some point. >> Yeah. >> And I don't know if they're planning on doing that or where. Have no idea. >> I think when we become a customer that So, what project we're doing right now only brings into a handhold in front of
the site. >> Yeah. >> Right. And then they'll have a a whatever they catch expansion expansion. >> Yeah. They have like a school of buyers, right? And each become a customer and apply for being a customer. That's when
they'll negotiate their equipment. >> Okay. >> Yeah. Yeah. Right. >> Yeah. >> No such thing as too much bandwidth. >> No. Um so that's where the project is right now. Um I don't have you know an
update on when it will be done. I know once they finish that gap of the water man then they have to do this testing of the water man which is bacteria and pressure. So still a few weeks out for sure being
I'd say probably the end of next month for some extension. >> All right. Is that on target the timeline? Uh I don't know whether it's be had in the schedule project. I think it is I mean it's definitely yeah
>> as far as the site it's awesome. So it's before the sites where it gets done. >> So I guess the other good news would be that there's been no unanticipated cost overruns at this point in time.
>> Knock on wood. Yeah. Yes. So far yeah have been Yeah. Do you want to talk Ken on the next board or planning board?
>> No, you're set. Okay. Um Okay. So in the planning board, as you may recall, we were going through what's called site plan review with the planning board and we anticipated it would take three meetings and that's what ended up happening. the the issue that that came up during the presentation.
There were two or three issues that came up. The primary issue that came up was a question about the traffic on at the intersections that came down to Bishop Road whether the uh site excuse me the senior center
building committee um would have any impact on you know the building itself at the traffic or at the intersections. kind of responded to that. So, I brought just a copy. I'm not going to read it, but Jim Dillis, the engineer, and Katie
Petrai wrote, I thought, very clear-cut responses to the question regarding traffic, and he may provided a number of hours that the building was open, the number of cars that came to and from the building, anticipated use of the parking lot, turning traffic off
and on the street, the number of drivers. So at the end of the day between the second meeting which is when let's put it this way the first meeting is a presentation we went through the presentation you then get comments from the town departments between the first meeting and the second meeting we got
those those comments Jim Phyllis the engineer myself Kade and John Patman responded to those comments the next meeting the only thing that was really left about the comments was a couple questions on traffic whether this would have an impact on the intersection with
uh Bishop Road meaning Park Street. Katie responded to that between meetings two and three. We made responses and discussed that with the departments that were involved meaning Danny Ruiz, the chief of police and so forth and wrote written comments. By the third meeting
pretty much things were addressed and the way it ended up going was we have got a formal decision that's been approved and voted by the planning board and now it's been signed by the chairman and the only thing that came up in that decision
is the fact that we will review this discussion about the traffic as we get into the project. It may require us to participate in adding signage on the street. We may have to look at the intersection and do some clearing at the intersection with Park Street, get
better visuals, just anything that we think would work together with the town in a cooperative way. And the term that was used is basically work with DPW to compromise on what might or may need be done at the at the intersections at
the Five Street and Bishop Road. The other thing that came up was we our drawings never contain a one of the requirements is a phototric plan and the lighting. So we've never actually had it on the plants. We talked about it and we will provide that either
through probably through John Cat and the electrical engineer on the parking lot lighting. So there is a requirement in the site plan review throughout the the town when we do this that we give the the parking lot lighting cut sheets on the lighting itself to get a
photometric so that they can see the coverage on the parkour is adequately provided and we know it is it's just a detail we'll provide later. Um lastly, I thought the most important thing was the waiver which was ordered by the planning
board unanimously to provide the waiver for a requirement that parking not be behind the building. So there was a waiver voted and park. Second part of the uh site plan process includes the issuance of a storm water major storm water management permit.
There's a there's a simultaneous permit for storm water management proposed with the site plan that was a really good set of documents provided by John's engineer in the villis. So there was literally no question about that but DPW looked at it done through the town engineer other
people looked at it and that was just a done deal. So, the design of the entirety of the site with the drainage system, the retention pond, septic system, location of the parking lot, the striping, you name it. >> Done deal.
>> Where is the retention pond? >> As you drive in, it's on the front on the right. >> Where where the brush stump is now? Or just to the right? >> Well, it's on our lot. No. Yeah, it's it's on that side. Okay. >> Within the perimeter of our lot. Um so
just a drop back. So the lot as as you may recall we broke the lot off was the the lot was done through approval not required uh site lot plan site plan B and that has been we if I hadn't said it before that was signed by the planning
board and recorded the registry. So the lot was I'm just reviewing it again broken off. The size of the lot is fixed now with the site plan so it all matches up. site plan matched exactly the dimensions of the lot. Uh things about the the site plan which we didn't get
into here but there were there were requirements in the site plan uh and within the town you know for for instance there's an open space requirement of over 50%. So we had a 58% open space that we attained on the site. So within the site plan drawings is a
table that shows you that how we comply with zoning on each of these points and so we had the right amount of open space is required. We have the obviously the drainage work there was a question on uh the septic system that came up with the planning board. So the so
>> I'm sorry K on the so on the lot itself lot itself >> there is 58% of the lot is open space >> correct under our definition of open space. Now that was all part of the dimensional requirement that we had to make the lot sufficiently big enough. Yeah. So areas we didn't clear and areas
that we landscape later would still be counted as open fleet. So that was there was a lot of mathematics in that which we didn't drag it through this committee but there was a lot of work in developing that to double check those those figures. Um so lastly, one of the
questions that came up to the planning board which was there but not easy to see was when you develop an on-site septic system you have to have a spare septic system. So we had it but it was very small print and it was a dotted line around it. So the the engineer and
we did testing the both the location of the primary on-site septic and the future sphere. So that's covered on the site plane as well. So we we everything is done. Um the landscaping plan was updated. I don't know if you saw the last landscaping plan. >> I did not.
>> Um so we have a lot of landscaping. We have a lot of plantings. We have a lot of screening was brought up. So already screened from of side properties and it's a done deal. closed. >> I did I did notice that what's on the
planning board website now for a closed or completed application is different than what was on it before and I can't >> the application or the position the application should >> well it still says three things but I um
could never find I can't the color site plan that Jim presented during that first one >> it's it's not on the planning board any site anymore? >> No, because it was never submitted to Danny Ruiz. He showed it on the board.
>> Oh, gotcha. Okay. >> He showed it up on screen and he he sent it to us. So, I saved a copy of it. >> So, we have Well, you have it. You have a copy of it. >> I I couldn't find it the other day, so I went back to the planning board page to find it. So, I'll I'll go hunt it and find it through the email. Okay.
>> So, one of the things that that the engineer did um the second meeting of the landing board was he took the the site plan which goes in, you know, black and white and colorized it. So, it did become a much easier to see it and uh we thought
that was a pretty good, you know, visual in the project. So, they're in good shape there. So, just as a reminder to the OPM that these documents will become part of the general contractor's responsibility and we'll get them to you
guys soon, you know, the um copies of them and whatnot for later on for distribution because there general conditions in there and there that you know correspond to how they supposed to work on the site whatot. So, I'll make that available to you guys.
>> Understood. Thank you, Ken. >> You're welcome. Well done. Thank you. All right. Just one final comment, but this this leads into Dan. Um there were a few questions that came up
from the public and you guys didn't attend the meeting. So there were one particular set of questions that involved the possibility of saving more in the way of foliage. And as you know, the site pretty much gets fully
developed. So the engineer did point out orally to that question. Now we I couldn't answer any questions as you know because on the planning so the questions who came in from the public needed to be addressed by John Catlin or his representative Jim Dillis a member
of the planning board can't answer for the the committee. And I thought he answered it very appropriately by showing on the plan where we delineate the uh perimeter of the work, you know, with a silk fence line or hay bell line that they call it
a cement of that silk sack that we put around. It's delineated. So it showed he showed the delineation of where we would some parts of the site do not get touched at all. So that helped emphasize the point that we are saving a proportion of the trees that just never
get touched at all. They're still within our lot. That was important for the open space, you know, conversation. And then when you go to the final landscape plan and you show the number of plantings, the new trees that put in that represents, you know, a way to replace
the the trees that have to be taken down. The site gets pretty much redeveloped as you know. So I thought he did a real good job answering the question and that was it just moved on from there and that was about it. There was nobody else saw me from the follow attended the
meetings. One or two people on Zoom but no real big questions came up. >> All right. Great. All right. Dan, why don't I give us an environmental update? >> Sure. Me and Misa. Um, so I'll start
let's start with MISA endangered species. So we're talking relating turtle and our checklist submission into natural heritage. So since our last meeting, the last building committee meeting May 14th, there's been twice now we've responded with additional
information that natural heritage has asked for. I did reach out to Goddard, you know, and said, "Hey, are we still on schedule? What's going on here?" And you know he said he feels in general we're still on schedule even though we have fallen behind a little of the actual schedule that we have in our our
overall schedule with the uh green high life. You know once we get that take letter that's the next item we anticipate getting that's when we can move forward with the uh the CMP development and turtle protection plan development. So, um, he says he they,
you know, they don't anticipate requiring any more information for Natural Heritage to to be sending us the tape butter. So, at this point, it's really just, hey, Natural Heritage, like give giving them a nudge and tell them we got to keep going. Um, I'd be more concerned I me will take a little longer
me. So, you know, once we get the uptake, but we're pretty much there and we we're working on CNP internal convection and we're not not too far. Can I >> um you had a question? >> Yeah. What can you brief us on what their follow-up questions were that they
asked? >> So, I don't have the specific questions. I know they needed more. They wanted more photos from the site was one thing. So, they could see more of what was going on without an actual visit. This all the staff at Natural Heritage who are reviewing this. >> That was the first one. I didn't see the
most recent correspondence which was more specific to Goddard, but I'll I'll get to that. And natural heritage is a state affairs state. >> Yeah. >> Yeah. >> And we're within that mapped area that area of town.
>> Yeah. Priority habitat. >> Priority habitat. >> So that's Mesa. Um Meepa. So right now looking at the current schedule and I walked through this with
the uh with Goddard Owen at Goddard the other day. So the MISA will be published in the environmental monitor. The first step is the what's called the ENF environmental notification form and that has to sit on the environmental monitor. So that's
where it's out there for public comment. Sits there for 20 days. It'll be July 8th through July 28th and then after the comments are received then a decision is made by um the MEPA people and that decision
will come August 7th. We anticipate that decision to be okay now you need an EIR which we have the rollover EIR already in place. So that would automatically get posted in the next session of the environmental monitor which would be
August 7th through September 8th. So then that would sit out there for that period of time for comment the rollover EI environmental impact report and then the comment period ends September 8th and then a decision is made by MEPA on September 14th. That's when we get sort
of our final letter certification from them be September 14th. Um they have they have actually a schedule meets on their website of all the um I'm holding it up but >> all the um the environmental monitor
time frames periods and decision dates etc. And so these dates I was reading off come right from that and I walked through with with God the other day. So, so that's what September 14th's the important date. If you know if things don't change, if we stay on track and LEAP doesn't do anything
to jerk us around or something, September 14th, we expect to get our our final letter from them. >> And and that would mean that we could put the project out to bid September 15th or 20th.
>> You could. Yeah, you can start bidding before. I think if you I think we've talked about threading that needle before. If you can you can start bidding before. >> Yeah. >> If I could, Dan, I'm sorry. Was that Did you say September 18th?
>> September 14th. Monday, September 14th. So, I think it's something that we can finalize at the working group, but ultimately the way that I see it of threading that needle is getting out to bid earlier than that, but also giving us enough time that in the event there are some
modifications or changes that we could issue those as an agenda during the bidding window so that we're not going back out to bid. So from rough numbers here, from what I'm hearing, this could be an understanding where we go out to bid and we're out on
the street maybe that last week of August or the first week of September >> and then during that window we receive our um our authorization from MEPA and that's kind of the the last domino to fall and we receive bids let's say third
fourth week of September. Oh hey everybody. Um, and so that would um that would that would line up better than what I think Matt's showing on his on his current schedule as it sits right now. So, um,
yeah, that's kind of what we'll do. We'll start mapping that out, working our way backwards from what we see as a bidding window on here. We're on track right now with our pre-qualification, but um, it's going to come quick. >> Okay. >> Yeah, that's great. Sooner the better.
Obviously, >> I got a question. >> I agree. >> I happened to see an ad the other day bringing ENF in the newspaper, a legal ad. Is God take care of that or is that a requirement? It was a legal ad just like we all spelled out, you know, for an environmental notification.
>> Would be taken they're taken care of by they would take care of any advertisements. >> Yeah. So, my question was whether we needed the advertis >> What was it for, Ken? >> It was for an ENF another project. Oh, okay. >> ENF. Write that down.
>> Usually there is a um when the ENF gets posted, there is a a site visit or like, you know, open to the public an hourong period. >> Okay. >> Where you kind of have an open to the public forum or or even you can do it on site. That might be what it's for to
advertise that. Um but yeah, Goddard will be taking care of everything. I'll uh I'll check with them because so yeah obviously with these dates I gave you during these comment periods that's when we you know positive comments are good to have too if you want to put them in
anyone from the public can submit. All right. >> We want to get a letter from each state. >> Yeah. >> Center. >> And then and they already have the letter from uh Mass Development
that >> I think that's the submitter for both Mea and Lisa. >> That that letter >> from mass development. >> They definitely have it in the measa submitt. I don't know Lisa. I don't know if there's a spot for
it there is where we really need it. >> Right there. >> Yeah. >> Is there a place that when it goes on the environmental monitor? I don't know if we can get any the public may not be able to get into that, right? We need to have a key. You can get into it in the
>> to view documents. >> Yeah. >> Oh, no. Anyone from the public you go to Yeah. If you go to You have to like Google it. It's kind of hard website. You go in then you click on a project and we'll have documents for every project. >> So we'll be able to see our documents is what I'm getting at that were submitted by God.
>> Yeah. >> On that. That's what I'm curious about. >> Yeah. >> Okay. Thanks. >> Wonderful. >> We can all log in and be like, I'm really excited about this project. >> Yeah. >> Please act quickly. >> Well, you go down to the library and
then you >> So it's coming from a different IP address. >> Then they'll be like, "Wait a minute. There's too many comments. It's outside the norm. Something's wrong. That's >> all right. Uh in anything else for the environmental permitting.
>> So, thanks. You're welcome. >> Uh okay. So, in terms of grants and fundraising, no word yet. I I put this on hoping that you know maybe possibly we would have heard something about CDBG but I think it's going to be next month
for sure um when we hear uh and then the municipal it feels like we haven't had a meeting in forever. Um but our >> five weeks >> five weeks yeah so the municipal ADA grant was submitted I can't remember if I said that at our last meeting or not.
that was um for 244,000 towards the elevator. Um so hopefully we will that one had a shorter time frame. So hopefully we'll hear back on both of those grants in the next month or two. >> Um >> and what what entity decides on a
municipal ADA grant? >> It's uh I think this the state disabilities commission Massachusetts. Yeah, it's the state of Massachusetts, >> right? But the disability commission, >> I think so. I don't quote me on that. I'd have to go back and look at the
application to see which of the many offices we apply to. And thank you to Dave for providing um input onto the um it was favorably looked on to have either your disabilities commission or members of the community with disabilities to participate in the
application process. So, they were participating in that. That was great. Um, >> so good to have the chairman of the disabilities commission with >> Yes, it is. Yes. Um, so and that was a pretty straightforward uh application. I kept wanting to like
make it bigger or more flowery or whatever and I was like it really doesn't need super very straightforward. So um so hopefully we'll get that one and then um the only other it's not a bullet item here. Um the friends are continuing. I just wanted to since we
don't have our leazison on here, the friends are continuing to work very hard. They're getting organized for an end of the summer launch of the capital PNP. They're really getting all their ducks in a row now and getting ready to sort of go more public. Um, and they're
they're like over 20% of the way to their goal now and they really haven't even started yet. So, um, I'm feeling hopeful, >> you know. Um, so that is good. >> But there's been a good amount of interest. >> Yeah. >> You know, people are expressing interest
pledging for rooms already and doing small donations and there's been a couple small fundraiser events that have brought in um some startup money for the >> campaign. So there everyone's pretty organized now. So they're all excited to
get out start talking to people. >> All right. Um, so for design and cost estimates, Dan Arts, do you want to provide any updates there? I saw a new set of drawings yesterday. >> I can Yeah, I can set a little update.
Uh, the I'm going to say it's 95%. It's hard to really put a percentage, but pretty close to a complete set of drawings were sent out to Pete Timothy yet uh on Monday, as well as everyone in our working group. Um, so Katie, you saw
those plans. Uh, good 133 pages. Just got a print set the other day that showed at my office this morning. Me and John are kind of doing a full little review of that for the last for the next couple weeks. But that's about where
we're at with the uh plans. >> Dan, if I can, I apologize. I didn't open it, but we'll be looking at that and and doing a um review of the plans. Was there a spec with it? And more specifically the front end of uh division zero and one which we are going to have to work with the town and start
filling in on. So >> yes, there's two there's two volumes in there. Uh the first half you'll have that. >> Uh the only thing um we don't have are wage rates in there yet. >> Yep. >> But that's about it. >> We'll request those um to be inserted
into the project manual. I think I I'll have to request those um based on the latest um estimate from the Department of Labor Standards so I can take care of that to get those >> and the sending you something soon about the front end where we have uh we've put
together kind of a a template or a matrix of everything that goes into the front end from contract, form of contract, general conditions, supplementary conditions, things that are specific to the town um all the way through uh temporary facilities, things
that we're going to require being on site. Um >> just I want to make sure that we're checking off all those boxes and making sure that the town needs >> Yeah, all that should be included on the uh the volume you get. Um we can obviously make sure double check and get everything in there.
>> Okay, >> that's about it. >> Okay, wonderful. >> I have one thing John asked. I volunteered to John to drop in and see the building inspector about the drawings that he had submitted before which I did yesterday. >> Okay.
>> And there's no issue there. He took a look at him and didn't really have any questions. That's why he hasn't got back to John. I I updated him on the fact that we're being submitting the the next set of drawings will be the full set of drawings and final drawing what
>> just said he's anxious to work with us on it. Mr. >> So can I ask so Pete Timothy will be giving us a new cost estimate based on these new documents or >> correct? Yes, he should be getting us in the next coming weeks. Hopefully I see
it at the end of the month. >> And and have we and this is kind of a general question. Have we at the committee decided whether or not we're going to want to have the additional cost estimate that we put in the budget done? I don't think we had decided that
yet. >> Not yet. So, we're deciding that we were not going to do it at the exact same time, Dennis. But >> yeah. Yeah. Okay. >> I think depending on what Pete Timothy comes back with, if there are still some budget concerns, then I think there's some work to do and then there's some
still some money in our budget in order to go and maybe potentially do something else and and and price some other things on that on that set. >> Okay. So that that additional 18 is a contingency if the if the newest cost
estimate is outside our comfort range. >> Correct. >> Okay. >> All right. Fantastic. And Dan, you said you said two to three weeks. Three weeks. The end of I presume you mean the end of July. >> July. Yes. Sorry. Uh I would say
actually no now that you really say that it should he should take a few weeks, >> one or two weeks and then but we got the holiday in between so I would add another week in there. >> But so >> perfect. Okay.
Um I love the time we're making on this meeting. Um pre-qualification subcommittee updates. >> I'll let Matt run with it. We got some We got some hot off the press information. The The ink's not even dry
on it yet, so we can uh >> We do. If I put something up on the screen, can folks see it? Uh there at the >> Yeah, they'll be able >> Okay, let me let me put that up on screen here real quick. Uh where is the share button? Uh sharing not turned on.
I'll send a request. >> There we go. >> Okay, there we go. Uh so I'll share screen two here. Uh can folks see this? It It's gonna be tiny. I'll I'll zoom in, but make sure >> uh not yet. >> Oh, I have to hit share. That would
help. Uh so, we did, as Brian said, we did um receive as of uh 2:00 this afternoon, uh our statement of qualifications from all of the contractors and subcontractors looking to bid the project. Uh I can report that
we did get the robust response that we were hoping and anticipating that we would get. Uh we had 123 responses uh for the general building construction and for all of the trades that require um that filed sub bids uh be submitted.
So all of those cont trade contractors who would have to qualify. Now importantly that starts with 14 general contractors um who would would be sort of the main person coordinating the work will have a lot we have a lot of bidder
interest uh and that's um just a a great response. Uh so as far as the pre-qualification committee's activities and and next steps uh we did meet uh just to go over the process uh and discuss the timeline of the
pre-qualification process uh at the end of May. It was on the 26th anticipating that we would kick into gear following this um receipt of all of our statements of qualifications that the pre-qualification committee will be reviewing. Uh so our next
pre-qualification uh committee meeting uh is scheduled for tomorrow. Um and what we'll do is we'll work with Loren at our office who oversees that process from the vertex side. Uh and we'll uh essentially divide
and conquer um in reviewing these. We'll talk about how these are going to be evaluated, uh, you know, the the point scoring, um, and how we're going to make apples to apples comparisons and make sure that, uh, all of the contractors who, uh, pass go, um, and are eligible
to bid the contract are qualified to do so. Uh, so this is general contractors, it's miscellaneous metals, your iron workers, uh, waterproofing, damp proofing and caulking, uh, roofing and flashing. We didn't get a lot of biders
uh for or um biders seeking to be qualified should say for roofing and flashing, but this is a uh quality not quantity uh kind of response. These are all companies with excellent reputations. Um I guess just going down the line uh that that same thing is is generally
true for um for all of this. We did get the most robust responses uh in the MEPs, the plumbing, the fire protection, HVAC, and electrical. We have 19 uh biders for looking for the plumbing um which is just this speaks to um
hopefully getting great bidder competition um on bid day. So >> um anything I missed >> that question. So if someone has not submitted through this process are they excluded at this point?
>> Yep. Yes. Okay. Um so this is just covering things that are are either the general building contract or things that are uh subject to filed sub bidders. Um one of the things that is not a filed sub bid is
the site work is one that we we see a lot of it's not subject to filed sub bidding. So site work is is not in this. None of these are site contractors. Uh we don't think >> Hey Matt, can can we see the electrical? >> Yeah, sure. the GBC's. I thought there were a couple
other GCs that might respond, but I don't see him there. >> I had a few reach out to me, Ken, asking whether or not um you know, what my opinion is of this project, when it was going to go. Um
14 responses is pretty good here. Um a couple of those are not going to pre-qualify. I'm just going to I'll give you the answers to the test right now. They're not going to be qualified enough to bid on a project like this. Um, but most of them will. I'm working currently with four of them. Four of those general
contractors on other projects. Uh, all of which are more than qualified to uh to provide bid. >> Can you scroll back up to the general contractors? >> I think classic. >> Sorry. What did you say, Dan? Uh V >> Classic Construction. We worked with
them. I think it was the parks department garage and office. It's a small building. >> Yeah. So Matt and I have a lot of experience with Classic. They've done some rens in Littleton with us and then um they also did the senior center renovations in Harvard at the Hilddrth House. They're going to be one of the
smallest firms that are that are applying here for pre-qualification. But they're unique in that they're down the street. They've done senior center work and their DAM limit is right up against exactly what the size of this project is. And so in their eyes, they feel as though they are tailor made for this
project. Um, knowing us, knowing the town, knowing the area, but it's going to be a matter of going through what their capacity is, you know, how much how much work do they have on the books and whether or not they can be bonded for this amount of work. And so, you
know, I'm only one reference for them. Uh we'll also go through the full pre-qualification effort of um looking at other similar projects, making sure that um their other references are coming out clean. Uh and then ultimately, uh letting them through
the door if that works. But yeah, they're they're down on Taylor Street in Littleton, uh is where they're headquartered out of. >> I remember they were good to work with, but yeah, they were pretty small firm. So >> yeah, good good dudes. So Brian, tomorrow, so tomorrow we will learn what
the criteria are that we're going to be using to evaluate each of these firms and then how that process will unfold. >> Correct. Loren will will run a she runs a tight ship at these meetings and she'll give you the scoring criteria on it and then what ultimately what this
meeting tomorrow is going to be is focused on the general contractors and everybody as part of that meeting will have their homework on how they're going to grade um the certain categories. She's going to take on and Vert.Ex will take on a lot of the mandatory requirements that we'll handle. But it
gives everybody some homework so that when we come back we can all discuss the general contractors as a whole and then we'll move to the filed sub biders after that where we'll kind of divide and conquer um by division. >> Hey Brian Brian just on that um I just
want to give you a little heads up. I'm I might be kind of in the meeting tomorrow. I'm going to be driving so I'm going to try to listen in tomorrow. That's >> fine. We'll just send you your homework. >> All right. You guys know anything about South Coast at all?
>> A little bit. So, they're they're they don't do much public work. They built the gas station down the street from my house. Um >> they did the one in there as well. >> And I think they're I think they're out of Harvard. >> Um there's two South Coast though.
There's also one down in Marian. Um Okay. And so I'm not exactly sure which one this is without opening up their their SOQ yet, but there was a meeting uh with one of my colleagues and the owner of South Coast and and my colleagues had good things to say about them. I think they're just trying to
break into this type of work on the public side. >> One of their supervisors was right on the same street as me. >> There you go. >> I don't interested. Could you take a look at the mechanical contractors just for a minute and then
>> yeah just the last last comment I wanted to say about the GC's here is that while we do have a great response and pre-qual is going to be very important we also don't want to be so restrictive that the only people that we are allowing to bid on this project are going to be large
firms that may not even submit a bid because it's not worth their time on this. So looking at um looking at companies like CTA, GNR, J&J, M O Connor, some of these projects like their their DAM capacity can be upwards
in over a hund00 million. And so with a project like this, they always will pull the documents and and make sure they get pre-qualified, but when it gets to bid day, they may not put something in because they've got too much on their books already. So that's just part of the process that we'll do during this uh
this pre-quall effort. >> Is there a is there a way to at within the pre-quall process? Is there a way to deter to ask them will you in fact bid on this project? >> No. >> Can you ask them directly or not?
>> Informally, yes, >> you can. Okay. Al although that that shouldn't that should not weigh on one way or another on whether or not they're pre-qualified to bid on the project, you know, but at the same time once pre-quall has happened and we're in the
bidding window, you know, I've I've usually had conversations with people saying, "Hey, you putting a bid on this or you know, is there what's your thoughts on this one? Are you are you >> because we'd like to know ahead of time if someone's not going to be putting a bid in so that we can be prepared for it."
>> Yeah. Right. I mean, I I I mean, we'll see how it plays out, but it would be difficult for us to, you know, let's say pre-qualify nine of them and then learn that five of them aren't going to bid. Um, >> you know, so, all right, but I guess
more to come on that tomorrow. >> Good question. >> Yep. >> Somebody wanted to look at the HVAC contractors. >> Yeah, me. Yeah. Just curious. This is a uh a pretty representative uh
list of um the who's who of who you see on public HBAC contracts uh in Massachusetts. Um >> one of them resides here. That's why I was curious. >> Was that >> one resides in here? That's why I was curious.
>> Oh, okay. >> And and again, it's it's a it's not just a long list. It's a list that has some quality um quality contractors on it. KMD mechanical here was my first 100 on a DAM evaluation. You know, the project in Southboro a
couple years ago. So >> that's good. The depth of the HVAC and electrical were really critical because those are the big the big numbers. >> Absolutely. That's that's really encouraging. >> All right. Fantastic. Well, lots of work
to get started tomorrow. Both of you are part of that, right? >> Yep. >> Yep. >> All right. So, thank you, Matt, for sharing that. >> Oh, and I'll send this out to to the committee just for reference um following this meeting.
>> Fantastic. >> Yep. >> All right. Um so, I think that brings us to the vendor invoice packet. Everyone should have received that in advance and then has a paper copy here. And then um
we also received and I guess I didn't receive it. >> Do you all want >> you're not I was say you're not you sat down in a seat that didn't have a packet at it. Um, so, uh, and then I believe we also
have a police detail, uh, to add to this. So, I thought the revised because this is the revised one. Yeah, this is May 31st marked as revised. Was there a second official
revision to it? Um cuz I feel like the police detail. >> So what if I'm correct? Yeah. The police details coming up to today rather than the end of the month.
Everything else there is the end of last month. Right. >> Right. And they're only two totaling just over $1,000. >> No. Right. Revision today. >> We received a revision today. I take that out of the way as the end of the
month to head start at home. >> So I guess the question is what happens would I don't think we can amend this
from the floor. >> Well, >> but if we don't >> my concern is that it says financial period May 31st. Yeah, but these are dated for May 7th. Um, hang on, let me share the screen
here. >> Well, okay. >> Um, >> so this just came in and I apologize. I'm putting it up here because I don't have it in the packet because it wasn't in the packet. Um, so
>> so these say >> May 7th, May 8th, >> um, May 11th, the 12th, 13th, 14, 15, 12, 18, this
>> 19. Okay. So, so do we have any idea why? So, >> you didn't So, Dan is because this is a DPW invoice, right? And it includes what was supposed to be the 21st through the
4th or through 64, but these are these are before 521. >> Something's something's not right >> because I thought we had already paid. >> Yeah. you have on the screen. What's the
invoice date? 520. >> Yeah. So, this was forwarded to me today. >> Yeah. This is that's not the right >> and it says 6:24 meeting to approve. >> So, these this is what was approved before.
>> That's what I thought we had. >> So, when I signed this today, we submitted our article. I don't know why this is older. All right. Now I got to go back and look. >> Well, the the previous amount on this Oh, that's not that's the DPW.
>> There's a whole >> file. Yeah. >> You know, the police invoices are June 18th is the invoice date. It's clearly police details that just went from June 8th through June 17th. And so I sent that to text if the guys
wanted to try to get it into this today to approve, which I I think we probably still just should, but I don't know why they're looking at a may some my staff made an error subitting an
old voice. So I don't I got to figure this out. >> The good news is it's an internal within the town. So it sound like a vendor is being >> right >> held up, >> right? So I just want to make sure I guess that's true. I just want to make sure we're paying it from capital funds.
So there's no emergency on this committee's part to um to pay it out before >> June 30th. That's not an issue. >> But then what happens if the police department
re I mean I guess they can receive it. I don't know what account it goes to on their side. Like does it complicate it if they have an outstanding bill? They'd have to encumber this, right? >> Yeah, >> that's their Yeah, they invoice. Um >> Oh, it's FY6.
>> Yeah, that's revenue, right? >> Um >> Brian or Matt, are you able to pull up? I have both the VIP for March and April and they don't show any police detail in them. And so I'm wondering if I'm
missing a revised version because I know >> we had we had one revised version I believe for April where we got the details late and we we shoehorned it in that day unless that was something else and we did the details separately, but I
thought that that was included in that. The only issue that I that I kind of have globally and I want to discuss this with the committee is, you know, we're putting our packet together for everything that we've been kind of in control of and I understand completely that the town wants us to have be the
conduit for everything that gets paid out of by the contract. I'm by the appropriation, but if the the road work and the police details, you know, I I actually have no idea how far we are or what has been transpiring
or we don't have any staff out there either. I we're just kind of going off of what the recommendation is from Dan and and Matt, the town engineer. I'm wondering if it's better to vote separately from the recommendation letter that comes from the town engineer, but we track it on our overall
total project budget. I just I feel sometimes disingenuous being the like recommending this details, but I have I have no idea what we're what we're looking at. So, >> um, but if that's the request from the town, we just include it as part of our
packet and and and uh hit it against our budget. >> But back to your question. I'm sorry, Katie. Are you looking for the VIP from April revised? Yeah, because I I I must not have it because I didn't see a revised one. I just want to make sure that that number
we had done before isn't this exact 6356 because I thought it was right around that number. >> It was right around there. Yeah, hold on. I I'll find it. >> Katie, I just forwarded you the most recent email um with Matt Hernand, the
time engineers recommendation. >> Well, this was 2:30. pieces. So, there's something else that came in after 30 today. >> What I'm saying, what that thing from Carrie is that's that looks old to me. I don't know why. I thought that was the June invoice, but that's not that's from
May. This is the most recent. This is from Matt. So, these are police details from June 8th through June 17th. >> So, I wonder if Harry for forwarded the wrong email. >> I don't know. Yeah, I think we got to do some figuring out here. I mean, and then
we get back to Brian's point like it of how this is being attracted and approved. >> Um, >> you know, would it's really I don't know Barbara and Robert, we need to just be a blessing to them, but it would be much easier to just pay this and then then
send like a go send a a memo like this to Vertex and have them just track against the budget. I don't >> you know, that would be a little easier. Well, so this makes more sense to me than what Carrie sent. Can Can you guys still see the
>> and Katie? Last last month was $6,7416 to the air police department. >> Okay, that's still not the same the number that was on the last one. >> Okay. So, so I would suggest that we not take action on this. It needs to be >> It's got to be figured out,
>> right? It's got to be revised and figured out and put through. Yep. So, I think we need to vote on the the VIP as it um >> the 1,1308 for the police. >> Yes. >> Okay.
So, >> I will say what you pulled up, Katie, what was approved in the April VIP was April 23rd through May 6th. And what you just had up on the screen, I believe,
was from >> the 11th to like the 18th. >> So they might go through, >> which leaves which leaves pretty much the three weeks of end of May, I think, is what I don't have tracking of anywhere. So,
>> so if that's the case, that's a substantial sum of money in police detail because that's >> two $6,000 bills, a $1,000 bill, and a $9,000 bill. >> $600. >> $600 a day. >> Yeah.
>> Well, those but those are only >> $600. >> So, it sounds like there's stuff to still be worked out here. Um, more to come. >> Yeah, >> Dan. with my staff and the finance and see try to straighten it out.
>> Okay. Um I mean I guess the good news is there's still one more payable like if it creates a huge problem for the police department there is still one more payables for the fiscal year. So we can we have to have a if we have
to have another meeting to get the bill paid by the end of the year we can but it just doesn't matter whether it's messing with the police department finances I guess. >> Yeah. >> Okay. >> Is it here like around a week?
>> No. >> Yeah. Yes. So there was a an accounts >> June 24th >> payable due today. >> It ends in a week. >> Yeah. And then there's in in like two more weeks there's a final reconciliation for these last couple of days. So there's one more opportunity.
It's just it doesn't fall in line with our meeting schedule. >> So I think this should either be resolved in the in the July meeting or if it needs to be resolved before then for the police department finances then we're going to just have maybe have a single agenda item.
>> But they should have been covered because services were in FY. >> Right. I guess that's true. there's more followup that's needed whether it needs to be encumbered or we need to have another meeting. So either way we'll we'll sort it out. >> Can we make a motion to uh >> pay a certain amount so that instead of
having to wait we only pay part of the >> we don't have anything in front of us that we really can >> Yeah. Right. But they will we do have the 1,130. >> Yeah. That's what's included. >> Right. So we will we will pay the we
will pay it as it appears in here. Um, >> okay. Awesome. So, uh, any >> questions about what's actually in the packet? >> Yeah. So, um, on the soil testing for storm water and septic design,
>> does that now mean that the that John civil engineer or the construction company won't have to test the soil? >> What's that? >> No more testing needed for anything. Everything's designed. >> Okay. >> And this is actually what was done back
in November of last year. It's just somehow >> Oh, I'm sorry. >> It's just somehow this bill didn't make it into one of our VIPs. So, >> I see. >> It was just brought to our attention that it was outstanding. So, >> so they're going to build us or get lost someplace.
>> Goldsmith ever build us? >> They either never build us or or we lost it. One of the two. So, and because I think that was one of those things, the soil testing when we were trying to figure out how to use the last of that housing choice grant, we thought maybe
it would fall in there and then it was later or something like that. So, yes. >> Um, yeah. So I think I think it was just an oversight >> just and the um and Brian could or Matt could
you refresh my memory the reimburseables um there's 10 grand remaining um why what's that money set aside for or what might be the anticipated uses of that money
>> on our contract. >> Yeah. >> Yeah. The the 10,000 um which is right above the 18,000 for the cost estimate. >> Yep. So, examples of what we will use those reimburseables for will be the um
charges that we'll receive from Project Dog for pre-qualification and bidding services. Those are all going to come in about 1,500 bucks in order to use their service uh and their platform. Uh those will those will be hit on the reimburseables. Also, we'll be we'll review Catelyn's
contract, but they're probably going to own some printed copies to you at the end of the day after bidding. We will also need some printed copies that we will have sent to the site for our site manager and for um the people that will be residing on site.
um miscellaneous printing, anything that's outside the contract that's going to be very small that that we that we pick up as part of our bidding and uh design effort. >> I see. Okay. All right. Thanks for that. And the um on the last page, the funding
sources report um the funding spent spent in quotation marks to date. Um, forgive my ignorance of accounting practice, but what does the um uh the quotation marks around spent
mean? I'm assuming that there's a inside understanding of what that >> means to spend money. I >> I will not pretend to be an accountant either. So, but if um >> No, it's in it's in quotation marks. >> What's Sorry, do do we know what page
that's on? It's the the funding sources report page 13. >> There we go. >> Curious to put it in parenthesis around what constitutes something being spent. >> Yeah, it's a credit. >> What's that?
>> It looks like it's a credit. >> What? What line? >> The heading. The heading. Why does the word spent have quotation marks in them? I guess was that the question? That's the question. Why does it just say spent there? No quotation marks.
>> I'm not looking at the same thing. >> I think it's the next page, Katie. >> Okay. Sorry. >> Go right there. What you have is funding spent to date. So, ultimately, how much of that bucket has been spent? We'll we'll remove the quotes. I I have no idea to answer your
question why that there's quotes on that. So, okay. All right. I thought there was >> Sorry about that. Sorry about that. Yeah. Not sure. It is an >> and I apologize. I'm just looking at everybody has six pages in front of them
and this says it's 16 pages. >> Yeah, I only have a couple >> I printed them all. >> I I I printed them all out at home. >> So So you do have your detail here like as I'm flying through here. >> Yes. Yeah. Yeah, we got the detail for the May 31st. >> So that's the through the 11
that's for the 1100. Okay. All right. All right. I just wanted to make sure I hadn't >> Yep. >> Okay. Perfect. All right. >> This VIP once a once a general contractor is on board, their schedule of values and requisitions can be upwards of 30 to 40 pages. And so when
we submit this VIP, Katie, I assume we're not going to want to print out a 60page VIP around the table, but it's something that we'll send out a link for. And then we can also give a almost an a bridged version with the cover sheet of they call it the G72 which is
the front cover of an a requisition that shows who signed it, how much they're billing for. Um and we can have a copy sent around virtually that if anybody wants to dig into it as to what we're recommending for payment. >> All right, that sounds fantastic.
Um because they are getting longer. So >> Yep. And they're not going to get shorter. >> Yeah. Yeah. Okay. >> All right. So, if there are no other questions, can I get a motion to approve
the vendor invoice packet for >> Madam Chair, I move that the committee approve the vendor invoice package for May 31st, 2026 in the total amount of $105,675.50. Second.
>> All right. All in favor? >> I I >> chair says I. >> All right. Wonderful. >> Uh we have no public here. So no public input. Uh our next meeting
should be sorry just looking at the calendar here. Uh the third Thursday is July 16th. Is that right? Are we the third? We're the third Thursday. >> Yeah, that's the third Thursday.
>> Okay. Um I I won't be able to make that meeting, but I will entrust everyone. We can either do it fully virtual or someone else can enjoy the beauties of the owl.
We can decide that between now and then. So >> what is the word for the person who like an animal handler like a like a raptor handler? There's a name for that. Someone else >> the falconer. >> The falconer. Someone else would like to
be the falconer of the owl. You guys are welcome to meet here. All right. >> Or we could just say it's not a not a virtual meeting. It's an impression. >> We can decide actually as a committee we can decide that,
>> right? I guess that's true. I mean, we typically have between the OPM and the architect at least one person joining virtually, but we could choose not to do that. Or you could be all virtual, in which case the owl's not involved. >> So be 100%.
>> Yeah. So either 100% in person or 100% virtual is the easiest way if I'm not able to make a meeting. All right. Anything else besides a motion to adjurnn? And this is our fastest meeting I think yet. One
hour. >> Katie, one quick question. Are you are we sticking with the 4:30 p.m. time on the uh the 16th? >> I'm making a calendar invite for our team right now. I think that time works well. Um, is it still working for you? 4:30. Okay. Yeah,
then 4:30. >> All right. Perfect. Thanks. >> On your side. >> All virtual. >> That's fine. You guys do you want to do all virtual then that day? Ken says no. >> I don't I'll come in.
>> I know how to do if we have to use the >> Well, I mean it's the only I don't have any other Zoom setup down here. So if you guys are trying to meet in a hybrid format, you have to use the owl >> or the town hall.
>> Yeah. Is there anything? I feel like there's something at town hall on the third Thursday, but I'm not sure. There wasn't anything >> reservation is second and fourth, I think. >> Okay. >> We can check the availability because you could always meet at town hall if it's available. >> Yeah, we do
>> because we're off. >> Wait a minute. Thursday open 4:30 before that. Well, that's okay. I mean, because the building can be left open, but >> you're gonna We could be DPW, too. >> There we go. >> Exciting change of venue.
>> Nice. Nice to meet >> finding out how the other half lives. >> All right. So, we will settle that. So, definitely the 16th at 4:30. Um, location to be determined. >> I like the DPW idea. Get that nice
table. All right. At the DPW doesn't have water and facts. >> What kind of dirt? What kind of dirt people? >> Couple of cases of mountains. >> A couple of case of the Mountain Dew, I suspect. >> My team's decided now.
>> Yeah, we we've decided. We'll just do it at the DPW. >> Yeah, we can. >> Let's just do DPW July 1. >> Yeah, we have like It's like an owl, but it's like Yeah. vertical. >> All right. >> Good. Good.
>> Fantastic. All right. There's nothing else. Can I get a motion to adjurnn? >> Motion to >> All right. All in favor? I I >> All right. adjourned at 5:40