Can I get a motion to call this meeting to order? >> So moved. >> Seconded. >> Yep. Second. >> Second. All right. I have to go through roll call. So, uh, Jim, >> yes. >> Mike,
>> yep. Sesh, >> present. Peter. >> Yes. >> Mary Lee >> here. >> Perfect. All yours, Peter. >> Okay. Thanks. Um, good afternoon, committee members. I hope you can see my
screen, which is the agenda. Scroll down. Um, I have the minutes. I'll switch over to the minutes. If you need the minutes, u, Mr. Chairman, just a a vote to approve the
minutes from last week, November 6th at 2 p.m. >> Perfect. Can I get a motion to approve the minutes? >> So moved. >> Second. >> Perfect. Uh, roll call. Uh, Jim, >> yes. >> Mike,
>> uh, yep. >> Shereesh? >> Yes. >> Peter, >> yes. >> Uh, Mary Lee, >> yes. >> Perfect. Motion carries. >> Okay. Uh thanks, Mr. Chairman. I'll committee members. I'll continue to move
down um the agenda. Um item three, which is the just talk about the progress of the RFQ. I'll put this all together, the update on the reference, the scoreeet, consensus,
then the letters. Um the progress on the RFQ evaluations are near completion. We do not have everything at this time finalized at this moment. uh waiting for some
additional reference checks to finalize the point structures for those for the firms the CM firms that have submitted and a one or two scores are um still to be coming in from some of the committee members. I hoped certainly to have that
wrapped up in the next certainly next day or so. Certainly by by Friday, which at that point I would get the the consensus score sheet out to the committee um in terms of showing everyone where the scores landed and
with the idea that we would have a final discussion on the RFQ phase, which would be my suggestion here, Mr. chairman would be Monday the 17th of November at 2:00 p.m. to
finalize the RFQ phase and make the advancement of those into the next phase the RFP which would begin that that day as well. >> Does that work for folks? >> Work for me. >> Great.
>> Yeah. >> Um okay, >> looks like we're looking at ahead. Stafford is waiting in the waiting room. If you could add him, please should be all set now. >> Okay,
>> I am. Thank you very much. >> Okay. Um, back to number three on the agenda that following the notification letters will go out that day on Monday. If if the decision is finalized on Monday the 17th, uh the OPM will clean
up the letters and get them out that day before close of business on Monday, November 17th. If there's nothing else, Mr. Chairman, committee members, I can move down to um item four.
And in fact, maybe I'll skip to item five, which would be more in sequence before number four, if you don't mind, if that's okay. >> Mhm. >> So, with respect to the schedule, uh, a couple of screens. I'm going to switch over.
Um, here's the calendar. I'm going to zoom in on where we are, November, December of 2025. and then I'll take the OPM's milestone schedule which is right here on this screen. I took the liberty to highlight
some of the next three key point steps and put some dates in there. Again, just kind of my worksheet if you will for the committee's consideration. So, here we are on row 164, the selection of the CM firms into the RFP
stage. It looks like it's going to be Monday the 17th. So that'll be as I highlighted here in red and I will update the schedule if it's agreeable to the committee. Um then we we start the RFP process
essentially Monday night or Monday the 17th of November or Tuesday morning the 18th and with the idea kind of backing into the goal of bringing the final selection to the full committee on the 17th of December.
We thought we would have the RFP process um continue from the 17th of November. And if I look go back to the calendar for one second um here. So, if it starts on Monday, the 17th of November,
that week, I know there's the week of Thanksgiving, which is a funny week, but it is a week. It is time. And then we would probably have the RFP's submission date either on Friday the 5th, give or take. Again, conversation.
And we can wrap these dates up on Monday during our meeting. Gives the committee members opportunity to think this through. or the submissions are due no later than Monday, December 8th as a timeline. Again, I go back to the schedule and
then we can begin to interview potentially Tuesday the 9th, probably no sooner than certainly no later than the 16th of December. Go back to the calendar
again. If submissions are due on the 8th, that gives committee the day and a 24-hour period to read the RFPs, do the interviews the week of the 9th, the 10th, excuse me, the 9th, 10th, and
11th, depending on people's availability. Any one of those days, or if things get tight, it's the 15th and 16th. with the following day the 17th of
December being the full committee at which time the qualification committee should have a selection of the CM. Again, there's a kind of a floating timeline in there. I'm thinking it's probably going to be two days of
interviews depending on how many firms are selected and what time of day will the interviews take place. again, availability of the committee members. Is it going to be during the business hours or would it be in the evening 5:00 p.m. 8:00 to 8:00
p.m. depending on how that works out? And I'm certain several committee members have other commitments to the town, be it um town meetings, school committees, meetings, what have you. So, things to think about. Um, I'll stop for
a minute. If there's any kind of open conversation regarding that sort of timeline, I'll go back to this if that's helpful. I'll turn it over to you, Mr. Chairman, for any questions or thoughts. >> Yeah. Is there any discussion?
>> Yeah, I have a I have a comment. Uh, what format are we expecting the interviews to take? because if we're asking them to come prepared with any sort of presentation or handout or anything, I would prefer to give them a little bit of time to prepare that. So,
I think either we add more time in between when we receive the proposals versus when the interviews happen, or we could say that if they're invited to submit a proposal, then we're assuming that we're interviewing them and then we
can let them know from the get-go. Yeah, I like the ladder option, but I'll leave that to you guys what you guys think. Anyone object to that of uh inviting everyone that we move forward to make a deck? That's correct. So once we invite the
people, the folks that we invite for the RFP, we short list. That's the ones we interview and you know they they can be made aware of it at that point. Make the submission by this deadline and then the interviews start you know right after that so they're aware of it that they
have their presentations ready after that. >> Great. Thank you Marley. >> Go ahead Mark. >> So we have eight qualified CMS. We're going to we're going to rank them come Monday afternoon.
Out of those rankings, what's the committee's sense of how many of those eight firms you going to short list and or interview? >> Well, that wouldn't that be a discussion? That's what we're going to discuss on Monday.
We get the right. >> No, absolutely. But if you know mely's good suggestion, you know, if it's five, then you know, get it right to them right away and say, you know, get your proposals in and we're going to be scheduling interview
for use for you. >> If it's three, same situation. But if it comes out of Monday that whatever the number of firms are going to be interviewed, then you know, I I agree that process is good to give them. So it gives them a little bit more time
to prepare. Yeah, I think I I had like four or five in my head probably. >> Yeah, I'm guessing we see where everything comes out. I was talking to Peter a little bit. If things are tight, we can make make call based on that. But if there's a good gap between, let's
say, two or three of them and the rest of the field, we can uh make decisions that way. >> Mhm. >> Yeah. And if it's if it's four or five, then you're definitely looking at two days of interviews. You're not going to be able to squeeze them all in. So, >> cuz it's a minimum of three and we have
eight. >> I mean, I doing like three a day for two days. Is that I mean, well, we'll see how that plays out. Maybe it's less than that, but does that work for people to kind of break it up that way? >> Yeah. >> Yeah. >> Great.
>> Yeah. And I I would just again my two cents here. I would anticipate each interview window for each firm from start to end would be 1 hour. Again, 20 to 30 minutes of presentation,
10 minutes, 15 minutes of conversation, questions and answers, 5 minutes of closing remarks and then they tear down and the next firm comes in and sets up. By the time all that happens,
it's 60 minutes and then you go on to the this the next interview. So again, see how it goes. Again, I'm kind of forecasting that's that's a few weeks out, but just as a thought.
Okay. Um I can Mr. Chair, I can go back to the agenda. If there's any other discussions on those timelines, I'll go back to this calendar. That's kind of what we're looking like. I I believe the goal still is to have a final selection to be
prepared to submit or to discuss with the full committee on the 17th of December um to to move forward with the with the full um close out of the process. >> Yes, that's to be the goal.
>> Okay. Very good. So, we basically got a month to go. Give it give or take. Okay. Um, I guess that's number five. We'll go back to the number four if that's okay. The RFP I I I know Mary
Lee, you said, "Can you send me a draft?" And I said I'd get it out to the committee. I don't have it quite ready to get to you yet, but I'm feverishly pecking away at the keyboard and I'll get that to you shortly. >> Thank you. Thank you.
Um, with respect to the on-site when the RFP stage begins, I'd like to put into the RFP a on-site briefing date and time. I'll go back to
um this calendar because maybe it makes sense. I have had an early communication with the school department, the superintendent and the principal to alert them that the next stage of a CM selection will require
an on-site briefing session which is helpful. They've come back and they they welcome the opportunity for the comm for the firms to visit the site. Um there's a few restrictions with respect to rec recesses and things that school
operations have underway. So we're probably thinking sometime midday like 12:30 to 2:00 p.m. would be an on-site window. I'll confirm that between now and the RFP gets finalized.
But using the calendar here, if you don't mind, if the RFP process truly begins, close of business or let's say on Tuesday morning, the 18th of November, do we want to have a briefing session
that week, either the 20th? Do we want to have it the 24th or 25th? Or do you want to have it the first week of December? That doesn't give much time the first week of December if the
submissions are due on the 5th. >> Again, thinking if if I'm one of the firms, make a site visit, got to go back to my office, prepare my slide deck, prepare my submission, give giving the firms adequate time to
produce a set of documents in their RFP regarding the site plans and and their site visit or any questions by way of addendum. So my thinking is probably the 20th or maybe the 25th of
November for a site visit. Again, conversation here with the committee on people's thoughts and ideas. And again, I'm going to say we can finalize this on Monday. These are just seeds I want to plant in your mind. So when we send the RFP out, I can just
change the date within the RFP >> to whatever's decided unless we decide today. >> Uh to the chair, Peter, I would recommend doing the 21st, no later than 21st, cuz the following week people are making plans now. Some of them are
driving because of what's going around. So I would not you know have people like to change their plans to come for a walk through at this point may not even happen and you don't want to lose out the interest. You want the senior people to come at least. So if you give them a
I think the 21st would be the latest I would recommend no later than 21st of the you know cuz you know after that the weekend starts and then people already have their plans predetermined at this point. >> Yeah I agree. I think the 20th would be
perfect. >> Yeah. >> Okay. >> I'm I'm in Not that I'm a voting member, but I would sway in that direction as well. I'm thinking Thursday the 20th. >> Okay. >> 12:30 p.m. plus or minus. I'll confirm
the time with the school department, but that's what we'll be looking to have an on-site briefing session for the CM firms. >> Mark, go ahead. >> Is it mandatory? >> No. Okay,
>> I'm more or less guarantee everybody will be there. That's the way how it goes. >> And you really don't want to have a mandatory because then you have to have two walkthroughs a minimum. So >> yeah, >> that makes it more logistical issues.
>> Okay. Um, thank you for that decision. I think that's that's locked in at this point. I'll zoom out on the agenda. That's more or less the the crux of the the agenda, the topics, the items for discussion.
Um if there's nothing, I'll move down to six with any other business anticipated. I I don't have any, Mr. Chairman. Back to you, the committee, unless anybody else does. Anything else?
Okay. Can I uh call for a motion then to adjurnn unless there's anything else? So moved. >> Second. >> Perfect. >> Mr. Chair, I'm I'm sorry if you don't mind just to say it out loud before we adjourn. The next meeting
>> will will be Mon will be Monday, >> November 17th at 2 p.m. Okay. And if anybody has any loose information that needs to be forwarded on for the final consensus, please forward that. Be greatly appreciated. >> Thank you, Peter.
>> Thank you. Yeah. Back to you. >> Roll call. Mike? >> Yep. >> Mary Lee? >> Yes. >> Shesh? >> Yes. >> Jim? >> Yes. >> Are there any other voting members? So, Peter, you're not a voting member. Mark, are you a voting member?
>> No. >> Okay. >> Then then we're adjourned. Thank you all. Thank you.