Well, welcome everyone uh to our uh Wednesday uh December 17th, 2025 Shaker Lane School Building Committee. Our uh we're officially uh in session. Item two on the agenda, public comments.
Do we have anybody out there, Steve, that would like to make a public comment? >> Uh, nobody with their hand raised. No. >> Okay. Hearing none. >> Uh, yeah. Lydia does. >> Who? Lydia. >> Lydia. Hold on. I'll
>> Sure. Lydia, you should be able to talk. Hold on. Let me let me bring her in as a panelist. That's probably easiest. >> Lydia, are you there? Lydia, you're muted, so you have to unmute.
>> Hello. >> There you go. Full full name for the record and address, please. >> Yes. Uh so I think uh this is Yolanda Davis from 33 Shaker Lane. Um it's Lydia is my daughter's name. Sorry. Um so
congratulations on uh I've attended the interviews on Monday and Tuesday. Um, and congratulations first of all on getting the money and then on choosing the um, uh, CM. Um, and I was wondering if somebody could talk about what the
next steps are. Um, who and when and how will start including um, the neighbors? Um, can we get the most recent design? Um, and then I know that the schedule is still being worked out, but um, can you
talk about when will you be going in front of various boards and committees for permitting? Thank you. >> And Mary Lee, could you help out with that? >> Yeah. So, I really appreciate how on top
of this you are, Hila, and your your dedication to staying informed on this. I appreciate it. Um, as of now, we have not announced who the CM is. Uh, hopefully we'll be figuring that out tonight. So, it's not officially decided
yet. Uh, and then after that, there's still negotiations with contracts that have to occur and then there are a few uh sort of initializing type of activities that have to take place. So, we don't really expect things
to really uh pick up pace until January. And then by the time we're meeting with the neighbors, it will be after that. But I do have uh setting up a schedule and setting expectations for communicating with the neighbors as uh one of my very first agenda items when
we start talking to the CM. >> Great. Thank you very much. >> Yeah. Thank you. >> Uh can was there did I miss the mean minutes already or did we do that yet? We're That's item three. >> Okay. Sorry. So, uh item three, approval
uh of the 11/19th 2025 minutes. Uh are there any additions or deletions? >> Um I have one comment, please. Um please let the record show that I attended the meeting. I'm on the I'm on the committee. I'm just not a voting member.
So, okay. >> I'd like the records to reflect I was at that meeting, please. >> Perfect. Thank you. Uh hearing uh no other comments, I'd like to entertain a motion to accept the meeting minutes from 111925
uh with the addition of Steve Mark as a participant. >> So move it as amended. >> Second. Do I have a second? >> Second. >> Thank you. Uh SC, this will require a roll call
vote. Seymour. Uh, yes. >> Sean, >> yes. >> Stephen Venudi, >> yes. >> Jim, >> yes. >> Rob, >> yes. >> And Kelly, yes. Motion carried. Thank
you. Project schedules, uh, Turner, Towns, and Harry. Milestone schedule dated 11:30th, 2025. And who will be uh speaking for Towns and Turner? >> Oh, sorry. My microphone was muted. It's
Peter Collins. >> Hi, Peter. Welcome. >> Hello. Good evening. Uh good evening committee members. Um Peter Collins with Turner and Townsen Heari. I will be speaking tonight on behalf of the OPM. With regards to the schedule, as Mary
Lee indicated a few minutes back, we are in the process of putting together the various components of the schedule, but I did just highlight on the screen where we are today. Uh in particular, the last several weeks we were in the process of
um selecting or going through the process of selecting the construction manager at risk, the RFQ and the RFP stages, which we'll talk later this evening during this meeting. But more than likely, um,
what I see forward and I'll be working with Mary Lee's office, the studio G, and the construction manager at risk when they get selected and under contract to start to put together a more robust schedule with more details with with respect to the design phase, the
permitting phase, uh, when we when we intend to, um, do some investigation or should I say preparing for the site and walking around getting things ready of that nature. maybe later in the spring doing some some test boring and things of that nature, but all that to yet to be
determined and scheduled. So, um what's highlighted here essentially, let me just move my screen one second. Um and I'll roll this up a little bit. That's where we've been um with this uh
construction manager at risk um pretty much since uh October uh actually September I should say when we started to advertise up until where we are today where we're going to be um where there'll be a recommendation this evening to the full committee from the
pre-qualification committee um on a selected CM firm that was recently um voted on last night. So again, the schedule is um in in progress or under under development for further things. Well, by the next meeting, we'll have
some additional details we can add to this. But I can certainly say as Mary Lee indicated, yes, once we get underway in January, we'll uh start to have some things underway with the design development, things of that nature as well. I'll kind of stop there for a minute if
there's any questions in particular. If not, Mr. Vice Chair, I go down to the budget. >> Sure. >> Okay. I was going to I jump around from screen so you can see what we have on display here. Um, move my keyboard for one second.
With regards to the project budget, I've put this together. Um I have not populated it with any um cost as of yet from the feasibility study which I will do right here in rows. Let me zoom in a little bit. It's probably difficult to
read. The first um 15 rows is the feasibility and schematic design phase. There was a separate budget. I will populate this so it's one master budget uh incorporating all the figures that were recently extended uh during the schematic design
and feasibility study from that point forward under the project scope and budget agreement essentially on row 17 all the way down which I can quickly scroll these are the values and I'll zoom in a little bit more the first column here it's column D
which is the project scope and budget agreement in accordance with the MSBA and the town of Littleton that was recently uh executed. These are the figures for the for the various uh categories.
OPM services. We get down to designer services. I'm sure you familiar with this. It's in your package as well. If I'm going too fast, please please alert me. uh but I've populated it for now to re
uh represent the agreement between the town and MSBA. And here's the project totals here. Then at the very bottom there's the worksheet on the design enrollment, the budget, the square footage, the
eligible costs, the ineligible expenses expected. Then the bottom total line project budget down here at 99,704151. At the next meeting, I will populate like as I mentioned the feasibility study schematic design up above and then
as we get going throughout the next several phases, this this uh budget will begin to expand with respect to actual expenses and I will show you the headings that we have here. There's going to be a there's going to
be a PFA amendment more than likely. >> Oh boy. >> And then there's um what we have here what we call committed funds. Then a balance of uncommitted funds. Then we track it by approved invoices,
balance remaining of the committed funds. And that that'll all trickles down to the bottom. So we'll know at at the end of each month how much money has been committed, how much money has been spent on the committed funds and what's
the balance of the uncommitted funds we against the budget. You'll start to see those figures populate in here and you you'll get a flavor of how it comes together. I can stop Mr. Chairman and if there's any questions.
>> Does anybody have any questions? >> Hearing none, Peter, you might as well go on to the next section, the project update. >> Sure. on the project update within the uh agenda kind of laid out three different uh entities to speak about the
OPM the designer then the owner uh who has anything to to speak about uh during these meetings. So from an OPM perspective just wanted to give an update on the CM at risk process of where we've been the last several weeks.
Um what I'm going to do now is more or less change my screen. wanted to give this summary of activities if you will. So, here's a quick summary table of the process that unfolded since uh
essentially September 24th. I made it relatively brief, but um you'll see here, I won't read everything. Essentially over here on the right side is the dates. 24th of September is when the
advertisement went live in the RFQ where the qualification committee solicited construction managers for the RFQ process. On the 20th of October, eight construction management firms submitted
their qualifications. The committee reviewed those qualifications, did a scoring, elected to choose six out of the eight firms to move into the next stage called the request for proposal stage. That was
done on the 17th of November. On the 18th of November, the next day, the RFP was issued to those six firms as shown right here on row four. Shortly thereafter, just prior to the Thanksgiving break, there was an on-site
briefing session for the firms to come to the project site, Shaker Lane, get familiar with the territory, the neighborhood, things of that nature, ask some questions if there were any. It was attended by Steve Marx, myself, Mary
Lee, um and most of the um four of the six CM firms attended because shortly thereafter um row six here, two of the six firms withdrew from the RFP process for a variety of reasons that they
indicated. We turned around and the the four CM firms delivered their RFP submission package here on row seven on the 10th of December, which was last Wednesday, by the way.
The pre-qualification committee rolled up their sleeves and got to work throughout the weekend. Did an evaluation pre prepared for the interviews which were held this past Monday and Tuesday as shown here on road 9 and 10. There were two CM firms
interviewed Monday night and two CM firms interviewed last night. At the conclusion of last night, uh here on row 11, the qualification committee collaborated after the last interview.
They we all assembled a consensus score sheet. We tallied it up. There was a lengthy discussion, so to speak, on who was the best fit based on the interviews. based on the reading of the proposals and things of that nature, the committee
in the end uh will bring forth and I'm going to ask the the um the chair uh Mr. Stea Hearn, he can announce uh the selected firm from last night's discussion and after the process of the interviews and the score sheets and who
with the firm that is being recommended to this committee tonight for vote. Um, so that's where we ended up and that's where we are here tonight with respect to the process of selecting a construction manager.
I can turn it over at this point if you'd like. I can say I will say before I turn it over, it was um it was a good process. I I'm going to say from my perspective where I sat, the town of Littleton um received
eight very good firms to become a construction manager. In the end, it was it came down to the final four. All very qualified, all very good firms, all could do the work. It was not an easy choice, so to speak.
There were great interviews, great dialogue, good discussion, and the committee um I'm going to say kind of sat around and scratched their head saying who do we choose and how do we choose it because that's how good the firms were. It was not a slam dunk decision. It was a lengthy discussion
and uh a tough decision to make and unfortunately we can only have one construction manager. We can't have two or three. So um it came down to the final decision. Um I'm sure the the the three other firms that were not selected
it's going going to be a little bit painful for them but um unfortunately we can only have one firm. So um it was good and I I want to say I appreciate the u effort the participation the personal time uh that the qualification
committee um delivered to the process. But we've we met at least eight times publicly to review this process and to discuss it thoroughly. So I will stop there and um give kudos to the qualification committee members. Uh Mike
Scodudo, Shauna, Jim Dugan, Mary Lee, and Sesh. Um Steve uh Sean, if you want, I'll turn the microphone over to you. >> Sounds good. Thank you, Peter. Uh also want to thank
uh the folks on the subcommittee and it was a lot of work. Uh I know Peter you you shared the scoreeet. Um so it really came down to Gilbane and Shamat after a good deal of discussion because they were the ones that ultimately had the highest scores. Um and ultimately the
subcommittee felt that Gilbane was the most compatible and the right fit for Littleton. Um if folks have questions happy to take them but um I feel pretty strongly that we made the right choice. Um, and we were very fortunate to have the bids that we had. >> Well said.
>> Yes. Well said. And thank you to the subcommittee. I I realize how much time you spent on this and and uh I'm thrilled that you you have a CM at risk uh company that you're recommending to us this evening. That's great great news.
So Sean, is the intent this evening? Yeah, I was just looking at the agenda. Do do you want a motion to officially accept uh Gil Bane as the CM at risk? >> Yes, that'd be great.
>> Okay. So, uh I'd like to entertain a motion from somebody to uh formally appoint uh Joe Bane as as the CM at risk firm that will be working on the Shaker Lane project. So, moved.
>> Second. Second. Thank you. The roll call vote. Steveore. >> Uh, yes. >> Sean, >> yes. >> Stephen Hoody. >> Hoody. Yes. >> Jim, >> yes. >> Bob,
>> yes. >> And Kelly, yes. Uh, motion carried. Congratulations. Uh, I don't know if we have anybody here from Joe Jane that would like to say a few words or Steve, do we have somebody representing the company here tonight? you know,
>> I I don't know if we do, Mr. Chair. >> Okay. >> Couple of people, >> but if we if we do, they're welcome to speak. I I can't see everybody on the screen. >> Yes, we have somebody from Gilbane. I promoted him in >> Gilane. We have Jim Conley. >> Thought I promoted him. Let me try it again. >> He should be there now.
>> Here he is. >> Jim Jim, are you there? >> Yes. Can you hear me, guys? >> Yes. >> Yes, we can. Hey, terrific. This is uh fabulous news. We've been tracking this project for several years. Um couldn't be happier uh with this result and we
look forward to rolling our sleeves up uh with partners in Littleton Studio G and Turner Towns and Harry. >> That's great. We're happy to have you on board. We're excited to get this project rolling. So, thank you so much. >> Thank you.
>> Congratulations, Jim. >> Thank you, Steve. Appreciate it. We will uh stand by stand by for further notice from uh the OPM. Thank you. >> All right. Thank you, Mary Lee. I have on the agenda designer Studio G. Is there anything you would
like to >> Mr. Chairman? >> Oh, yeah. >> I'm sorry. Before just I wanted to also um thank the other three firms that did not make it to the final >> uh firms. um they they put a lot of
effort in as well. They dedicated some time equally as Gil Bane had done and um just want to thank them as well for their time, effort, participation and interest in the project. They were all very interested in the project throughout the process. So, a lot of
good questions, a lot of good activity. So, uh a lot of thanks to them as well. >> All right. Appreciate that. >> All set. And Mary Lee, do you have anything you would like to add to the conversation or >> uh
I don't want to repeat what people have said, but it was a really rigorous process and we we put in a lot of effort to make sure that we made the right pick and I am very confident that uh it's going to lead to a successful project and I think it says a lot that we were
able to choose among the the best firms available the best of the best and they gave us the best teams. So, uh, everything is lined up for this project to be a huge success. >> Oh, great. Well, I'm so excited that we have somebody on board now and, uh, I'm
sure January is going to be a pretty busy month where we're going to be getting together starting to look at design and and moving forward on the project. So, it's very exciting news. Thank you. Uh item seven uh project contracts,
change orders, amendments, purchase orders. Uh that back to >> Yeah. >> Yeah, Mr. Chairman. Sorry, that's just my note takingaking there to alert the committee that there are on ongoing discussions with respect to the next phase of contract services with the um
with the LPM and the the architect engineer studio G. So that's kind of a a point here for discussion this evening. >> Okay. Are there any is there any discussion to be had at
this point in time? >> I I I guess I'll I'll offer and Mary Lee can certainly jump in. um she indicated or studio J has indicated their office will be submitting something in January for the committee to consider more than
likely at the next meeting and I believe um the Turner Towns and Hairy OPM may have sent something in already and maybe I'll defer to Chuck Adam to he was taking the lead on that particular task. >> Okay. >> Good evening everybody and I echo everything Peter said about the CM
proposals. They were phenomenal. They were all very good. Um yeah, we we submitted we sent our proposal our um fee proposal in the MSBA amendment one contract amendment to Mr.
Dugen and I'm trying to think who else Steve and to um Steve Moore for review. Um I'm more than glad to share that with the entire committee if you will. Um if you ask us to that'd be fine. It's a a public record doc document. Anyhow, uh
the breakdown that's in there reflects what was in the U project scope and budget agreement that was just approved by the MSBA, but I'm glad to sit and discuss it with anyone once you've had the opportunity to review it. >> All right. Would anybody on the panel
like to uh go over that document now >> or do we need to take some time to to review it first? >> I I think we need some time. >> Okay, perfect. Um if I may, if I may, uh there is a there's a there's a point of concern
um not about not about the statement. So, it's it's and and Chuck, and I'm going to I'm going to be looking some for some uh direction from you. >> Sure. >> The the reimbursements from MSBA last time
that was it was since September 16th uh was completed $166,000. What's going on? >> They're still holding it. I have we we have reached out. I have spoken to everybody I know how to speak to up there. I'm going to try one more time again this week and then to be honest
with with you Jim I think it may take um you and I and the superintendent to have a conversation with them to find out what it's holding up. It not not not that there's any um solace in this but there's a number of number of projects
for some reason they're just holding these things up. They have simply just to move a dial. have to click a box to fix an amendment that was sent to them months ago. And each time we asked them about it, they said, "Oh, it's an audit. We're getting there. Oh, it's an audit.
We're getting there." Uh, it may take you and I and like I said, the superintendent to have a conversation with Chris Als, which I can set up at any time. Chris is full fully aware of our our frustrations.
Okay, let me um just inside baseball, let me let me try and make a call to a contact that I that I've worked with before in the past and >> and instead of >> and then if the >> if the if the the feathers need be need to be ruffled, they'll be ruffled. But
let me let me at least try and and and do that. >> Just the other the other concern that and I need to and I'm sorry I hate to >> but this is a it's it's it's this is repeating itself. Um, we need to understand on a consistent basis when
this is not happening. >> And I know that Michelle had emailed you and I'm sorry to do this in public. I don't usually do that, but this is something we need to be aware of that and not just waiting and for for an email for an email response. So, if we
can just be kept in the loop uh more aggressively, that would be much much much appreciated. I >> I agree with you 100%, Jim. And when we met with her uh last month, Steve and I and met with her and the finance director, we agreed that as the project got moving forward and everybody was
under contract that we would set up if she wanted them bi-weekly meetings or at least monthly meetings to discuss just exactly these finance things and we were and we're planning on doing that. That has not changed. So, but in the meantime, I will reach out to her and discuss this as we discuss it with the
MSBA. >> Okay, fair enough. Thank you, sir. >> Thank you, Mr. Chairman. Mr. Vice Chair. >> Yeah. And Jim, if you uh decide that we need to have a meeting, uh don't hesitate to send an email to it. >> I'm not shy.
>> I know you're not. And I I like that. That's great. So, uh moving along with the agenda, I believe we can go right down to uh item 11. We have two invoices this evening. Uh
I I can can I interrupt? I'm sorry. Can I >> uh I know there's nothing under new business, but can I mention something, please? >> Of course. >> Okay. So, uh and I just found out about this today or I would have put it on the agenda sooner. So, um under the commissioner's weekly update, this is
the commissioner of educations. Um he has uh information in there about the green school works funding and I would just like to read this please. The Massachusetts Clean Energy Center is accepting proposals for projects that improve efficiency,
reduce carbon emissions, and/or mitigate the impacts of climate change at at public K through2 schools. While all proposals will be considered, there is strong focus this year on ground source heat pumps. Awards can range anywhere from 50,000 to 5 million. The deadline
to complete the application is Friday, February 13th. I looked at the application. is 30 pages long. >> Um I I would um welcome some help in reviewing one reviewing the application,
two filling out the application, uh and three um I guess you know like let's see if we can get some money out of this. Um it is I did read some of the finer print. It is for projects that are in current design phase or further along.
Um, and I believe we qualify under there and it's for projects that are expected to be completed within 36 months. Um, and I believe we're within that time frame. So, um, I would like to send this link and the application uh to the whole
committee and we can look at it and then maybe talk about it again at the next meeting. But I just wanted to mention it because I think if we're going to do it, we need to start looking at the application. Thank you, >> Steve. If I can um happy to help and
I'll I'll engage Tony um s um Susa in this uh also uh to be able to help help um fill out the application, do what it was, you know, what'sever needed will uh >> Okay. >> Tony and I will work from our end. Okay.
>> Thank you. I appreciate the help. Um, Mary Lee, we may need some help from you uh on some of the technical aspects as well. Um, some of the project costing and uh estimated cost. Um, I again I scanned through the 30 pages and it's
pretty extensive what they're looking for. So, um, I'd like to send it to everybody and then we can discuss it again next time. >> Yeah, this is this is great. Thank you so much, Steve. I had looked at this uh the green schoolwork grant previously
and then the it was a couple years ago they did a round of these grants and at that time they had a restriction on the the I think it was based on the affluence of the community something like that and Shaker Lane was not uh
eligible at that time but if if we are now eligible that is fantastic news and I am very happy to help with that effort. >> Yeah. So, I'll I'll forward it along and we can pursue it some more and see one if we think we're eligible and two what we need to do to fill out this
application. So, great. >> Thank you everyone. Thank you. >> Yeah, thanks Steve for bringing this to to our attention. Nice if we can uh seek some additional funds for this project and make our uh school as green as
possible. So, we have two invoices uh item 11 from project dog. Uh there are two different invoices with two different dates. Uh one is from 10 the 30th 2025.
The second invoice is from the 12th 21st uh 2025. Does anybody have any questions about the two invoices? They're an amount of a of $595 each. >> Yeah, m Mr. Chairman, I can offer just some insight. The these are two invoices
from project dog who uh provided electronic hosting for the CM at risk process. There were two phases >> the request for qualification phase and the request for um proposal phases. Um it was all done
electronically which worked out very well for everyone the the responders along with the committee. So, our office has reviewed these invoices and they are in compliance with the agreed to values that was approved previously and we make
a recommendation for the committee to consider approving them as well. >> Well, perfect. Thank you. >> Motion to pay him. Second. >> I'll second. >> All right. Roll call vote. Steve Moore.
>> Yes. Sean, >> yes. >> Stephen, >> Steven, yes. >> Jim, >> yes. >> Bob, >> yes. >> And Kelly, yes. Motion carried. Perfect. Thank you. Uh, is there any other
business that anybody would like to bring up tonight? Hearing none, uh, our next meeting date is, uh, January 21st, 2026, 7:00 p.m. like to wish everybody a wonderful holiday break and a happy new
year. Looking forward to seeing everybody back in uh, 2026. Have a great evening. >> Same to you.