It's uh 20 2:08 p.m. Uh on Monday, November 17th, I now call to order meeting of the Shakerlane School Building Committee Construction Manager at risk pre-qual pre-qualification subcommittee. Peter, this uh go for it.
>> Okay. Thank you, Mr. Chairman. Good afternoon, committee members. Um, on the screen is the agenda. We're going to go to item two, which is the minutes from the past meeting, which was last week on the 12th. Uh, the minutes are here on the screen now to
reference them. Um, just looking for a motion at some point, Mr. Chairman, for um, >> Sure. A motion to approve the minutes from the last meeting. move. >> I need a roll call vote. Uh, Mary Lee
needs to be second. >> Sorry. Second. >> Second. >> Perfect. Uh, roll call. Mary Lee. >> Yes. >> Mike. >> Yep. >> Uh, Sharesh. >> Yes.
>> Jim, >> yes. >> Perfect. It passes. >> Okay, great. Thank you. Moving down, moving down the list, uh item three on the agenda is the review and discussion of this RFQ process.
We could probably could probably turn around and collect all these three A, B, C, and D's. One conversation. Um, you did see the consensus score sheet. Everybody have that copy. Everybody saw
the results of the consensus score sheet. >> Yes. I'll I can pull it up on the screen in a minute. Um we'll like to talk about the the announcement of the also when we get into it. Um
how many firms we want to advance to the um RSP stage. You you saw the scores if it's if it's three, if it's four, if it's five, if it's six, whatever the decision here is for discussion today based on people's thoughts. Um, we'll
get into that right now. So, why don't I turn the screen to the consensus score sheet for everybody to see. So, this is the um overall committee consensus score sheet as of last week.
You see the eight firms up above, total scores down at the bottom, and then um the summary scoring sheet right here bottom. I just did a smaller table as an overall number. And this one last column
is the point difference from the previous um CM firm. I probably should have added that language, but I think everybody kind of figured that out. So, as you can see, the um out of the eight firms how the rankings came in based on the scores
consensus wise. Um and there we have it. So, um, do we >> Sorry, go ahead. >> I was just going to say I think at this point we just need to determine how many uh we want to actually interview. Um, my
viewpoint is that we probably take six given the cut off point, but I'll leave that discussion with two nights of three 1-hour interviews. But that's just my opinion. I'll let you guys discuss. Does anyone else have an opinion? Um, I'm just going to say it. I'll just
I'm just going to say it now. Uh, we've had phenomenal success with the library and the senior center of Carnival. I was absolutely dumbfounded that they scored so well >> that they don't have any public school experience. They've done one job.
>> Well, Cape Cod, >> well, I get that. Um and um I mean they have done they have done us a they've been so good to this town
overall and put out some a phenomenal product and we've got we've got an established relationship and they are small enough. We're going to establish relationship that at least if it's an EQ that would be great but if they if they belong there that would be I can I can I
can I can see that but at least I would advocate for a uh for them to have a debate because of that relationship. >> What do other members think? Go ahead, >> Mary. You want to go ahead.
>> Sure. I uh when I was scoring these uh particularly the categories about uh experience and the team, I was looking at quite a few things, making sure I was consistent from group to group. And you
know, when you're doing a a school project like this, especially with CM, it's really important that we end up with somebody who has experience on similar schools as a CM. And you know, I know that the relationship is there. And
you know that really that really can mean a lot. But when it comes down to the overall success of the project, uh I think that that really needs to factor in less than the overall experience level. >> Yeah. And this happened when we selected
the OPM as well. I know Vert.Ex tax had done a good job on the senior center library and some other stuff, but they just didn't have the same level of experience on the public uh school side. >> I think I agree with Mary and you know
in the same process Mike said and I've worked with both the two people that they uh commoder has uh put forward as a team and I haven't had any good experience with them in the past. So you know it has not been a pleasant experience. So let's put it this way.
A and the team is very young. I mean the project manager just joined the firm and the project executive has been there only couple years. So then and the school experience they have is yes they have school experience but then they don't have experience as a team and I
think the team experiences kind of relates to it and also the my personal experience with them. >> Fair enough. >> Yeah they've gotten very big very quickly. >> Okay fair enough.
>> So so with that being said um where where do we want to cut this off or do we want to infilate? I I feel like given what you guys have just said, likely we wouldn't interview Commodore, but I just want to again I respect your opinion,
Jim. Um I I viewed it as the top six. There was a bit of a drop off uh in point rating after that, but again, leave it up to you guys. Six feels like a lot, but >> I mean they're they're close. I know
Fontaine has done a stupid amount of schools. >> That was my feeling as well that they had a lot of experience. And the other thing I was thinking, right, so at a minimum we need three. I think we need more than that because something could happen or you know whether it's on their end workflow they
end up dropping out or something happens, right? you kind of at a minimum, bare minimum, you need at least four in my mind. At that point, you're probably going to two nights anyways for interviews. So, you might as well, in my opinion, go for six, but it's up to you guys as well. I I just think that the,
you know, Fontaine is so close to Bond and then clearly the top four are all pretty tight together. >> I think I agree with you. Uh I have the same feeling. >> Great. >> That makes that makes sense. >> Great. What do you think, Maryly? Are
you okay with six? >> Yep, that works for me. I think it's a good idea. >> Great. Appreciate that. Um, so do we need a motion uh to move forward with Okay. So, can I get a motion to move to advance uh Can Sigly, Gilbane, Shamit,
WT Ridge, Bond, and Fontaine to the NP process. >> Can I get a second? Second. >> All right. Roll call. Mary Lee. >> Yes. >> Mike,
>> I am I am a yes. >> Uh Sheresh, >> I'm a yes. >> Jim, >> yes. >> And I'm a yes as well. All right. >> Very good. Thank you committee members
for that uh discussion and decision and motion. So we have the six firms identified as just mentioned. Um moving down to item four and uh the RFP a little setback on my part. I didn't save what I was
working on. I lost it. So I have to restart uh which I'm underway with and I'm also having some internal checking of my work on the RFP. So I will have that ready later today is my goal to get it out to the committee.
Ideally um I want to get it out tomorrow. Um certainly get I'm going to announce to the CM firms all of them I will I will prepare a letter on behalf of the committee if if agreeable today
send notification letters um to the all eight firms the top six that will get announcements that they have advanced to the RFP stage and the seventh and eighth firm with announcements that they have not made it to the to the RFP stage.
So, that'll go out today. Um, and I'll copy the committee on that as well, so you have a record of the letter and then we'll finish the RFP and um, get that out to the team here to do a quick review. Um, and then start the process.
And we have a briefing on-site briefing session scheduled for this Thursday, the 20th at 12:45. I have been in touch with the school department, the principal at the school and they are um in agreement that the
briefing session can be held this Thursday. I I recall we spoke last week that this Thursday would be beneficial to get it underway and um allow the CM firms to familiarize themselves with the um with the property
in the site and and the town and the surrounding area as well in terms of well I'll stop for a minute. Excuse me. Any any questions any any of that? I will make note to the six firms that do advance that there is a briefing
session this Thursday and we'll make a make sure we we reach out to each of the firms as well uh not just by email but by maybe a phone call to confirm that they have received the announcement and that they're um ready to to advance and
attend the briefing session. And I'll pause. Mr. Chairman, there's a hand raised. Yep. Uh Mike, >> just have a Are we able to attend that if we want? >> I can um I can post it just in case there's a quorum, you know, just it's
it's a good thing to cover it. I'll do that later this afternoon as well. So just but yes, it's it's essentially a I guess essentially it's a public meeting. I guess I could say that. >> So but if there's a quorum of this committee, it should be posted. though just in case
>> we have uh someone coming in uh Kathleen Vulp Leonard. I don't know if you guys are familiar. I'm going to let her speak. >> I'm all set, Mr. Chairman. Go ahead. >> Yep. Uh go ahead, Kathleen. >> Um yes, I'm uh the Abutter at 37 Shaker
Lane. Um, and I'm speaking on behalf of my neighbors, the Davises, and we're wondering if this will include walking the site that are adjoining our properties. Want me to go ahead and take that, Mr. >> Please, Peter?
>> Yeah. Uh, Kathleen, no, we don't anticipate leaving the school grounds uh doing the walkth through. The purpose of the tour would be to allow the construction management firms as they prepare their proposal to the committee
to familiarize themselves with the surrounding area, the school property and grounds itself. um the anticipated uh schedule of construction activities that will be in front of us in the in the day in the
months ahead. And so they can prepare their plan when they submit their technical proposal and their uh price proposal to the committee for evaluation. And then after that point so they can present similar illustrations
and methodologies on how they attend to uh prepare for the work, perform the work, execute the work um during their interview process. So that's the that's the crux of the purpose of the on-site
briefing session by the by the pre-qualification committee on behalf of the CM firms. Thank you. >> Thank you. >> Um, okay. Should I
>> send any further discussion? You can go ahead, Peter. >> Okay. I'm sorry. Sure. Thank you. Okay. So, as mentioned, letters will go out, as I just mentioned a minute ago. I'll post the meeting for Thursday on the town's website in case
there's a quorum by chance, which is fine. uh in terms of the schedule um let me move my mouse here. So on the screen we have uh a series of dates. This officially starts the RFP stage
essentially to right now, this afternoon, tomorrow morning. And we're looking to conclude the RFP stage on the 17th of December where there will be an announcement or presentation or something by the pre-qualification
committee to the full committee building committee for a recommendation on a firm that's selected to be the construction manager at risk based on the RFP process between now and then along with the interviews that are scheduled to take
place between now and Okay. Um, we have here on the screen what we anticipated to be a submission date of the 5th of December. We can still keep these dates as shown. If by chance there
needs to be a slight adjustment, we can always issue an addendum to the RFP stages. I've kind of used these dates already in the RFP rough draft. the draft. Again, um we're going to issue an addendum anyways because there'll
probably be a series of questions from the CM firms that come out during the RFP process in particular during the briefing session. There may be a series of questions and we'll have to issue an addendum to everyone. And if there needs
to be an adjustment by chance to any of these dates shown, then we can do that. Let's just say by chance we don't looking at a calendar for a minute. If we move the submission date beyond the 5th, say the the 9th
of December, this is all hypothetical, by the way, and people are available to do the interviews on Monday and Tuesday, December 15th, and 16th, as opposed to the 9th, 10th, or 11th,
yet to be determined. we'll issue an addendum accordingly. But again, that's kind of available to us as needed. But uh if it's okay with the committee for the purpose of issuing the RFP,
I'll stay the course with the dates listed. And again, if needed, can simply be issued. It's normal normal operating procedures for things like this. >> Sounds good. Okay. Um, that's one, two, three, four,
five on the agenda. Number six, anything other business not reasonably anticipated in the last 48 hours? >> The next meeting date. Um, didn't think about that yet.
Um >> do sorry Mr. Chairman I wasn't thinking about the next meeting date but um >> is there any need to meet before we start interviews to prep questions or what what would be the normal course with that? >> Yeah might be a good idea too
at least to say hi check in do a um do a quick conversation regarding the briefing session. So maybe uh excuse it could be I mean I know next week is Thanksgiving week. I don't know if
people are around. If you want to do a 15minute hello check-in call on the 24th, 25th or 26th or even the following week when people get back Monday or Tuesday, the 1st or 2nd.
Peter, I assume that you have some sort of scorecard or evaluation sheet that we'll use when going through the interviews and looking at the proposals. >> Okay. Yes. Similar. >> I think if if we could uh look at that sooner rather than later, then at that
meeting we could also discuss any tweaks we'd like to make to that. >> It's a great idea. >> Thanks. >> Yeah, I'll kick that I'll kick that out to the committee as well. >> Great. Thank you. How do we feel with the first week of December? Sorry. Go ahead. >> Yeah, through the chair. I think
December 3rd or 4th could be a good day to have this, you know, >> the pre meetinging. >> Sounds good. Just look at my Yeah. Uh I think that I just want to make sure I have a school
committee meeting on the 4th. Give me one second. >> As you're thinking of that, Mr. Chairman, just a comment. If if we do need to issue an addendum, I assume the committee would would the committee like to vote
on an addendum if there's going to be an extension in time by chance. Not saying there's going to be, but if by chance there's so much information or something's missing or we need to respond to questions
and we need to push it beyond the fifth, does the committee want to have that decision as opposed to I don't mind if you want to give it to me. I'm not saying that, but I think the committee might want to voice a concern. So
>> with with that said that uh I'm just sorry I'm keep going here. With that said, it should be at least 48 hours in advance of the proposals being due. If we meet on the 3rd at 2 p.m. and the submissions are due on the 5th at 2 p.m.
then it's not 48 hours is kind of what I'm backing up. So, it should be no later than the 2nd of December at 2 PM is my my conversation here as I look at the
calendar manipulate dates and time. That's all. And committee certainly discuss this and make a decision. >> Does the second at two o'clock work for everyone? >> Yep. Can we do a little earlier because I have our other building committee
starting at 4:00 on same time, same day. >> Sure. Uh, does anyone opposed to 1:00 on uh Tuesday the 2nd? >> Am I looking at that right? Make sure I get the right date. >> Yeah. >> Yeah. Tuesday the second one o'clock. Everyone works. Okay, great. Let's let's
do that, Peter. Okay. So, number seven on the on the agenda, the next meeting date is Tuesday, December 2nd, 2025 at 1 p.m. It's great. Uh, at this time, do we have
any other public comment? I don't see anyone raising their hand uh in the attendees, so I think we're good at that point, unless Peter, do you have anything else? >> Nothing further, Mr. Chairman. Can I have a motion uh to adjurnn? >> So move.
>> Moved. >> There a second. >> Back a second. >> Perfect. Roll call. Uh Mike. >> Yep. >> Shesh. >> Yes. >> Mary Lee, >> yes. >> Jim, >> yes. >> And I'm a yes. Thank you all. Appreciate
it.