all right we are good to go thank you Dr kushen um I'm going to read the meeting notice Dr Cushing I think there's some folks in the waiting room if you want to let them in um so I will read the meeting notice so we can get started uh please be
advised that on Tuesday February 11th 2025 at 7M there will be an msba OPM selection sub committee meeting held through remote participation via Zoom the meeting can be viewed live on Med for public schools YouTube channel through Comm through Med for
Community media on your local cable which is Comcast channel 98 or 22 and Verizon Channel 4345 or 47 the meeting will be recorded since the meeting will be held remotely participants can call or login by using the following link or
call-in number um the meeting ID is 919 3243 1716 questions can be um submitted during the meeting by emailing Jenny Graham medford.ma us those submitting must
include your first and last name your mford street address and your question or comment um I'm going to go ahead and call the role um Jenny Graham here Fiona Maxwell have Fiona Arin LTI sorry sorry Jenny I am
here sorry thank you f um Peter Cushing present John mlin saw John is's here and Bob Dixon Bob
Dickinson see Bob as well so um three voting members present zero absent um we have a quorum um so what I was hoping to do tonight was um a couple things so first provide some updates and talk a little
bit about this next phase of the project for um for msba um and then actually um look at um a drafted deliverable that we'll need to complete for the msba I'll talk about that in just a second and then um you
know implicit in all of that will be to discuss like our vetting and selection process so um hope my hope for tonight is that we can come out of it with uh an RFS that is pretty well complete um and ready to be vetted and viewed by msba
which is one of the steps in the process um but you know between now and then we have you know a couple of things to look at um in the RFS so we'll get to that in just a minute um in terms of sort of what happens in this next module there's there's two components two big
components of module 2 one is to hire the OPM and the other is to hire the designer so we're not going to worry about the designer just yet because we have to hire an OPM before that can happen um I believe that we will um be uh recommended for approval at the board
meeting coming up on the 26th of February um and that will um be our invitation to the next phase of the project so this is module two of msba which is where we hire our team that's actually going to help do the line share
of the work so I'm excited for the next phase because I think our work gets easier when we have um the professionals on board who do this for living instead of all of us having to figure out and learn um all the moving parts of the msba process so um once that happens we
will have to um do a number of things so we will have to um identify an opam selection committee um which we actually have already done it is this group um we identified and voted on this back in
September um as I think about the work ahead um and we can maybe come back to this at the end but as of right now we have three voting members on this committee um myself Aaron and Dr Cushing and we will make the selection of the
OPM so that's actually in my mind quite a small group of people um to pick uh what becomes a really central figure in our process so we may want to think about at our um next full committee meeting um adding some number of voting
members to this committee um members so thank you for joining um and um certainly you know the more the marrier is probably not their right thought process to make this happen um but I do think we should
welcome um some perspective out outside of um School administration and elected officials um to the process so we have to think about that um we can come back to that at the end once we have once I can give you a little bit more information about um what this process
is and what the and more and I think as importantly what the timeline is so um once we get sort of flagged through to this next phase we will have to do a couple of things to msba we will have to designate our mcppo procur admin um
that's Fiona so we know who that is we just have to officially put that in writing and move along um we have to let them know who our selection committee is um which we will be able to do pretty quickly um and then we will have to give them a
draft of our what they call RFS request for services um that shows our redlined version of their template so msba does require that we use their template it's quite prescriptive um it made it actually quite easy to fill out which
was wonderful as um I was working on this with um will from our Communications team um so we will have to um seek their approval on how we have filled out this document um the document
includes any number of things um once they approve um we will then have to advertise this in three places um we will have to advertise it in what the msba calls the central register um we'll have to advertise this
in a newspaper and we'll have to advertise this on comis is my understanding um generally um they do recommend that we hold an on-site meeting for interested biders um we will then have to go through a process which
we do have to lay out in the RFS where we uh score all of our um all of the bid submissions that we receive we will then down select to a short list Ser um set
and invite those folks in to visit with us live um we will then um call references make a selection and bring that selection to um the the OPM review panel that is hosted by the msba on a
monthly basis um one once they agree with our selection um through that process then we're free to move into executing a contract so that's like the process in a teeny tiny nutshell I'll
stop there and find out if there are any questions thank you for providing that yeah that process in a nutshell that that sounds um great good and fiana um I think I did have one question for you um it talked about
advertising in the central register the newspaper and combis am I correct in assuming that your office will be able to handle that upon issue absolutely that's what we do every day yep okay perfect
um so um really having said all of that this team will have its work cutout for us as we look at um the the bid submissions and and pick our partner in all of this as
we go forward um so I'm going to share my screen and walk through the RFS with you all I'm happy to share a copy of this once we're done um I meant to share it before now but I was still working on it like five minutes ago
so was that um but I think overall what we're what we need to make sure that we're doing is giving biders an opportunity to know sort of what we're looking for and what we're seeking um as well as um sort of staying compliant
with um what the msba is asking us to do um so let me pull that up real quick um and I'm going to apologize in advance because it's a little uh um little wacky with all of the red
lines but that's okay um and everybody see my screen yeah okay um so this is the template that the msba provides and the first piece is um instructions right so
um we have to follow the instructions we have to um review this RFS and make sure that um all of our owner specific information is in here um we need to H review this RFS with our
legal council um to ensure it's in compliance with our federal state and local laws for the school committee that's Howard Greenspan um he um is our school committee attorney so unless Fiona there is somebody else that typically isn't
involved from a procurement perspective my thought would be to pass this by Howard to make sure that he is on board do you agree with that 100% yes he is yeah okay great um so we'll have to submit this Redline version for mba's
review prior to advertisement yes um the um we will also include um any a series of attachments which I'll talk about later um we'll have to um a copy of the final RFS and
advertisement needs to be submitted to the msba um with a sample narrative summary and checklist um so we'll have to get that done um an owner should allow a minimum of 10 business days for the msba to review the
RFS and um we should not be advertising until msba approves so those are our sort of rules and requirements here okay so as we um move forward here essentially in this template everything that's in like bold and italics are
places where the msba is telling us this is for you to fill out so this first section is pretty straightforward um in terms of just replacing our
um our name and that kind of thing um this part right here um it does talk about potential proof approved project may include a renovation of an existing School a renovation of an addition an an addition of an existing school and or
new construction which is why these total project costs have a big range um this is a range that I looked at based on what I see in the marketplace because if we are going to pursue some sort of renovation it might be much smaller if
we're pursuing a completely new build it would be much bigger um and it's all dependent on the solution that we all agree to questions about that so far okay um then um it asks for the for
a background so this um did right uh with the help of my techn my uh technological uh friends over at chat GPT um who have the benefit of all of our documents um posted to the website
um but essentially what they are asking for here is some um some information background information about the the city the the school building committee our grade configuration just things that
um are pertinent so I will read what I've written um I take no offense if you think it's terrible but we can word Smith it as we go um the City of Medford located in the Greater Boston area is a dynamic and growing community that places strong emphasis on educational
Excellence the district is committed to providing an inclusive and Innovative learning environment with a focus on preparing students for success in a rapidly changing world the Medford High School established in the mid 20th century has served as a Cornerstone of the community's educational infrastructure however over time the
building has become increasingly outdated and no longer meets the evolving needs of students Educators or the broader Community the facility's Aging systems limited space and lack of modern learning environments have prompted the City to pursue significant Renovations and improvements to the high
school campus the Medford Comprehensive High School building committee is comprised of a diverse group of stakeholders including elected officials City officials School District representatives and community members with a variety of backgrounds the committee's primary mission is to oversee the planning execution of the
Medford High School project ensuring that it meets academic social and safety needs of students the committee has broad support to also pursue expansion of its portfolio of chapter 74 programs its Early Childhood programs and to collocate the current Curtis TS program
to increase accesses access to Pro programming for students uh of this of this school I used to program a lot in that sentence so I will fix that um The District's grade configuration includes elementary
schools K to5 middle schools 6 to8 and the high school grades 9 to 12 the existing high school facility now serves approximately 1,200 students and is expected to see future growth the Medford High School campus also houses athletic facilities Arts spaces and administrative offices that serve the school community and the community at
large as part of the ongoing effort to upgrade the district's infrastructure the meder public schools submitted a statement of interest to the the msba highlighting the need for a comprehensive solution to address the building shortcomings the accepted sooi serves as
a reference for the project and outlines key of concern such as structural Integrity accessibility energy efficiency and Technology integration the project aims not only to enhance the learning environment for students but also to ensure that the school can serve the community for generations to come this request for services seeks to
engage qualified professionals who can contribute to the success of this transformative project providing expertise in design construction and project management the goal of this is to the go the goal is to create a state-of-the-art educational facility that Fosters creativity collaboration
and academic excellence and do the project with substantial Comm input from the community at large and specifically from the students and staff who will work learn and thrive in the new building um thoughts questions things that are
missing I know that was a lot remember set it better myself Dr pushing yeah I think it's phenomenal I really do um the only my only suggestion would be where we talk about facilities art spaces perhaps say fine in Performing Arts uh just because one of the things we've tried to do is shift
to that um performing as well but I thought it was extremely well done see Arts um fine and okay e any other questions thoughts about that
leadin no okay um um this section is pretty um straightforward the next thing that we have to um provide is to provide specific inform information regarding
the ident ifed school including but not limited to the total square footage site information age of the building historical components of the building and our site if any building conditions and problems grade structure and enrollment and msba agreed upon enrollment so
um we have a starting point here that says the Medford High School and Medford Vocational Technical High School complex was constructed during the late 60s and open in the fall 1970 from its opening until 2017 it housed two distinct schools Metford High school and Medford Vocational Technical High School in 2017
the Medford school committee voted to merge the two schools into one Comprehensive High School but despite the forward-looking vision aimed at establishing one Flagship school to serve as the epicenter of public education for the medord community the facility is designed for the delivery of instruction in a bygone era namely the early
70s the challenges yielded by its anti Antiquated design have been exacerbated by the increasing severity of infrastructure that ranges from deteriorating to inoperable MPS envisions Medford High School as a comprehensive high school with a broad array of academic programming and a host
of vocational educational program sanctioned under mgl chapter 74 but the 55-year-old facility housing MHS is an obstacle to to Optimal learning conditions meford High School currently serves a combined 12 1210 students in
grades 9 through 12 over 50% of these high these students are CTE students additionally MHS house is a preschool program that includes X students and a daycare for a for children ages X tox that has an enrollment of X together this total enrollment of current
students is why so we have a few blanks to fill in there the district's agreed upon enrollment projection for a new MHS is 1800 students of this figure 1395 are Grade 9 to 12 high school students 200 are prek students and 100 students are
students in the district's daycare so we need to um Shore up those num numbers um based on our enrollment certification um but those are placeholders to describe um what we've got going on there remember Graham yeah uh I think we also
have to add a placeholder for our 18 to 22 program okay unless I unless I GL glossed over it no that was one of the things I am I okay to to speak absolutely absolutely that was going to be one of the things that I was going to
say to Peter and then I can easily get those numbers for you to fill these in okay [Music] um any other thoughts about what might need to be added
there mogram I just had a good question I know we've been in a ongoing discussion with the CT the Curtis tus school about implementing what that may look like on the same campus at the very least is this a place where we might put that about the way we
envision having that um therapeutic program also imped in the same building yes that's a great suggestion do that we can come back to this too if we get to the end and think like oh there's
something else we should be adding so um you don't have to speak now or forever hold your piece um the next section is um our project objectives under um that we're thinking about and
they did provide a list um of things that we might want to put in here um I sort of broadly accepted that list um and I just reordered them so uh identification of community concerns that may impact study options so I think
we want to be very upfront that we care about the community input of this process um the north Northeast collaborative for high performing schools and or the US Green Building Council leads for school certification
system um the life cycal cost of operating the school as it relates to Future operation budgets of course that's very important um uh a CM at risk delivery method so I do think that is a growing Trend in school buildings um and
given the uncertainty in the environment we probably definitely want our CMS on board sooner than later um and then planning to ensure learning continuity for all students and particularly for our vocational programs so I think that is one of those things
that feels very unique to us um in other schools if you need to displace students you have the option of you know temporary trailers you have many options you can't um you can't put the culinary program in a temporary trailer and think that they're going to be able to continue their education so I do think
we have um some particular um things there um vetting potential alternate sites so we have identified a handful of alternate site potentials um and we would want to make sure we're doing our due diligence about um that um and then
I did add in site adjustments required to increase the number of egresses from the property if the new project remains in place meaning if Medford High is going to continue to be at 489 winth Street um I think one thing that we've
talked about is um the need for an additional egress and how very complicated that actually is given its Pro where it sits and how it's situated um I thought that might be a good thing to call out here is like something
special that we should be making people aware of as they think about their their bid responses to us did anybody come up with anything else that we might want to add okay we can come back if anybody is
inspired um all the rest of this is all very um um very standard until we get to evaluation criteria and um what we are required to do is be transparent about how we will
rate and evaluate um our bids and the list here was broadly um provided by the template so you can see that the changes here are really my
starting place of points um and then really the only thing I added was like um this piece about knowledge of and experience with the cmat risk procurement methodology um so before I like go through all of these top to bottom I
actually worked of from the bottom up and I generally assigned 10 points to the thing that I feel like were sort of compulsory so um mostly down here like um identifying the current and projected
workload for projects that are substantial familiary with um the lead um certifications and demonstrated experience um knowledge um of the purpose and practices of the services of building commissioning
Consultants um the CM um knowledge of procurement law um those were the ones that I felt like okay you sort of aren't in this game if you don't know those things um so I sort
of gave that like a compulsory level 10 points and then from there I said okay what are the things that sort of escalate and are but are still like what I would consider to be s of table Stakes right so things like knowledge um and
demonstrated experience with life life cycle cost analysis and cost estimating with actual examples of how they've done this in various communities um and the CM at risk felt like something that was a little bit
less everybody does this um so that felt like um something that might warrant 20 points as well as um a little bit of increased emphasis on um State Building Code particularly around the Ada because
I think we have um a lot of energy and need to make sure that our buildings um are compliant and serve students um with all kinds of abilities so that was sort of my 20o bracket as it were um and then there was
like a 30p point bracket which was really capacity and skills so talk to us about um you know how many people you have and how they would be involved in our project um the management approach and
the kinds of things um that they're thinking about um and there was one more 30 point that was it um then there was a 40 Point bracket around Key Personnel so who are
these people that are going to work with us every day and are they people that are good fit for us with their experience and their their approach um to school buildings and then um 50 points um being
allocated to past performance and um you know the the kinds of projects that they've worked on that align with what we're looking to do so that all tallies up to 270 points
which is why we have such an odd scale but I felt like it was easier to keep the points section sort of normalized and bracketed like that than it was to try to get to like 100 points because then we'd be aing you know 12 points and
17 points and on and on um so if I go back to the top um H happy for you all to tell me that's the craziest thing you've ever
heard um trying to make sense of this list so it was nice to have a starting list from the msba to say this is what we you know these are the kinds of things we should be looking at um and so with the exception of the CM at risk the
list really didn't change um I was just curious if anybody has any thoughts or feedback on like the points allocation here okay I will fill these x's and y's in and
then once we complete that process of reviewing um the respondents um we then create a short list essentially of the highest
scoring in um firms and then um we would uh then sort of start over with the ranking and talk about um how we plan to do that I actually was surprised they didn't have anything super specific
about this so um I basically said at this point we're going to talk about um the quality of three reference checks um the quality of the finalist presentation and the value presented in the cost
proposal um so not to say it's going to be the lowest bid but the best value bid All Things Considered so um this I felt like it was a little easier to like tally to 100 points um and um welcome
any additions to this list M gram I just have a quick question that perhaps Fiona or Bob could answer when we talk about value presented in the bidder's cost proposal um is this something that will
open the cost proposal in line with the bid or is this something that as I know happens in other situations you rank you make your selection and then you open that one cost proposal so great question
Peter as we're dealing with uh HVAC um so yeah you would we would wanna um I think it's a great point system Jenny I think that um you know there doesn't need to be an even number but you know
you need to know what your overall number is and um we want to rank our you know our proposers and then we definitely want to put emphasis on the interviews because I think that's where
you're going to see uh that vendor you know ex and um and that's where you want to focus on your analogy and summary and then um we open
the price proposal piece of it are you saying that the cost proposal cannot be a factor in our finalist selection um so it depends it and and this may be a little different than what
I'm used to as far as an RFP process or a request for qualifications as well um I'm I'm not 100% familiar with the CM at risk I'm actually taking a class next month and we're actually dealing with that with an HVAC project so
um the the cost um is is important but it's it's not necessarily the the factor that determines your
um you know your end result right so I just changed it a little bit to say that the final 20 points is uh um based on the value presented in the bidder's technical response and cost proposal because to me
it's a package deal right like if if Paul wants to charge $10 and he's going to give us two widgets and Aaron is going to charge us $20 and in fact we assess that the very
same two widgets are available like the value conversation sort of shifts to cost but if Paul's widgets and Aaron's widgets aren't the same we have to make a value decision about which W which widget we
want and how then the cost lines up with those choices so to me like in a finalist situation you would want to be thinking about cost at least on some level but in a value context so does that change of
wording make it okay for procurement perspective Fiona um I would have to like really look at that more deeply to be honest with you but um I I think highlighting it and sharing it I I can look into that
more okay yeah great um so I will put this for you to take a look at thank so yeah this is a I think a super important conversation about this because um I mean
not the poo poo Metford high school but um you know we could get somebody who wants to just take everything out of the box you know doesn't actually want to do anything new or interesting
and um if it's just like a a road activity for them then of course this should cost less right um so I think that cost of course matters but um but what are we
getting is is really the it's not I mean if if the only thing we actually think is even reasonably affordable is this out of the box kind of like um cookie cutter thing then you know that's our
decision but we don't want to be tied to the fact that a cookie cutter approach might in fact the price I mean or whatever so I like this conversation I I think figuring out
how to get this so that we have the the freedom to do this the way we want rather than just you know we're not buying we're not we're not asking like for bids to buy 10 of some widget that you could get on Amazon
so yeah and I guess my thinking was that um you know if I were doing this evaluation that would be the last you know we that would be the last thing we would do we would you know open those those cost bids at the after the presentations are done after the scoring
is complete for the reference checks and then that would be like the final way for us to say okay where do my points go now like what what am I willing to uh sign based on the the bigger picture right um so that was my thought sop
Fiona um I will send you a copy of this so you can just take a look at that and confirm that that works um my thoughts on next steps are to um bring this to the building committee on Monday the 24th and get their um you know get their
agreement um and their feedback obviously because we have lots of talented qualified people in the mix um at our larger committee so we would want to get their input and then we'll be ready to send this um to the msba pretty
quickly um and um to get their feedback sounds good okay um so um this next section um gets a little bit wacky um we
have to outline our elction process um and um include adequate documentation of rankings um which I believe we have
basically done at this point [Music] um so we should be good there um we will um have to fill some of this out so this is um this is the OPM selection
committee um and we will talk through this process so we will um identify and describe the interview process um on the committee's basis of ranking after the interviews we will outline how the owner plans to negotiate the fee um
so those are things that we have to do um in this process as well as if I scroll down um and um we may want to include Provisions to read advertise if we get not enough
um responses so this I didn't actually make that much progress filling out but would welcome any thoughts or comments on this section I'm just not sure what the statute requirements are on that section so um as it relates to you know this
type of project so um you could highlight that maybe Jenny and I can take a look at that section as well so it does talk about the identified um reviewers must rank their responses based on the weighted
evaluation criteria um and must short list our minimum of three responses so we don't really have choices there that's a requirement right we do have to describe our interview process and we we'll talk
about the dates in just a second um but I I'm guessing this is a place where we might want to say like we will invite um like we you know we may say like we'll invite short-listed respondents to
a meeting that is not to exceed a certain amount of time and um in that meeting they'll be invited to provide an overview of their proposal and in advance of that meeting um we may
provide them a list of questions to um to respond to that are specific to the details of their proposal so we could do something like that um I don't know spon if you have typical language that you use for something like that or if anybody has any suggestions or thoughts
that um about the time you know what is an appropriate amount of time for such a finalist meeting to be we have spent uh for the HVAC OPM and CM interviews I believe well I know
because some were yesterday but about an hour and a half to two hours for each interview okay and oh go ahead Fiona I was just going to say into Peter's point I just know what the HVAC project so the requirement is
to receive a minimum of x amount of bids or proposals I think it's three off the top of my hand for the CM at risk but um as long as you receive the minimum of three you don't necessarily have to
interview those three it can be a minimum of two um I think the requirement is just receiving at least three that's why I said um I'm not sure how what that language
the requirement needs to to be based on this the msba requires that we talk to three people it does okay thank you yeah we have to short list three okay so um to Peter's point we we had a list of
four and then um we did two interviews about two hours each and so everyone's also aware you know those are those are the the the visiting team will bring a full te team
of individuals um you know uh upwards of 10 or more people have been on on those interviews presenting by the companies sure um so what I am saying here is no longer than two hours in length um and the interview will include an
opportunity for the bidder to present an overview of their proposal and a chance to answer questions that we provide to them at least 48 hours in advance does anyone have any other thoughts about what that bullet might need to say um the next one says outline how the
owner plans to negotiate the fee and what documentation the owner will require I was curious Fiona if you had any input on what that might mean um I'm not 100% sure what exactly
that means and what that language should look like um so I I can we can mark that maybe for me to look at Jenny um for sure because I do know that
the language and the CM at risk we just did for the hpac um has some specific language that actually we are relooking at so um yeah if you could highlight that for me this isn't for the CM at risk it's for the
OPM so no I understand no I understand that but I just want to make sure that I'm looking at the OPM that we hired for the CM at risk and I just know the C at risk language was we we really narrowed in looking at that language uh yesterday
so I want to make sure that you know we're accurate with that language that is for this got it yeah um and I did change this to a requirement saying that we um
um like we reserve the right to re advertise if less than three responses are received or to re advertise if fee negotiations fail okay [Music]
um okay if we move on to the timeline um what I did um I actually sent some questions um to our contact just get a little bit more context about this
review cycle um so this timeline um anchors to two things one is that we're like ready to post this the day after we get the goahead to do so so that is still very much a TBD um and the
other thing this anchors to is the scheduled OPM review panel meeting that happens in early April um they happen on a monthly basis so um pending information from um our
contact about the the review timeline up front and then the the process to be at an OPM review panel meeting we may need to like slide this whole thing in One Direction or another
but my goal is that we're ready to go so I I think if you as you look at this timeline I would think about it in terms of its proximity one step to the next knowing that like the whole thing could slide out based on some input from msba
so it wouldn't happen faster than this or sooner than this but it could happen later in this and sort of we would slide the whole thing accordingly um having said that 227 would be the date that we um push this in the central register as
well as a newspaper Etc um we would hold an informational meeting in site inspection on 36 which is about a week later um the following day we would um have it be the last day for questions from
respondents um the following week we would have responses due so that does give um bids like two full weeks to put their responses together and my understanding is that's pretty typical um then by the following week we would
have done our work to identify who the shortlisted participants are a week after that within the next week we would um interview our short list respondents and we'll publish the two dates where we would plan to do that we'll block sort
of block time for whoever the committee is in order to be able to do that um then we would begin negotiations immediately filing which is like the Monday we would let msba know on 41 and
then by 4:7 we're ready to talk to the um OPM review panel um and with an expectation that we'd finish the contract by the end of April does that feel terrifying Jenny I'll jump in there this is my uh area of
uh experience so um you you know we could work with this schedule um but just minor minor Logistics and details um you know um an advertised date in the cental register of 227 automatically makes me look at my
calendar and you need to realize there lead times when um the advertising date is due and then um um the availability is due so those those automatically get pushed out about six or seven days and then as far as the informational meeting
in in site inspection that gets pushed out a little bit because of the adverti date in the center register and the local paper and the minimum requirements so if you want to share that timeline with me I can edit that and be mindful
of other people's time right now I could edit that to reflect some true time frame okay and um in order to do that Fiona I think what you're saying is there is no chance for us to be at the review panel meeting on the 7th of April is that what
you're saying uh if I look at a quick calendar [Music] uh it's not no just on my phone looking at a quick calendar it's not
um I I would have to probably estimate to push that out about a week or so okay because those review panel meetings are fixed meetings like they are on a calendar that it's not ours so um two things I I can send you this
timeline and we can make those adjustments and I can also seek some guidance from msba about um the lead time required and and whether um we do need to in fact slide this out
or if there's some other way they work around this for communities that are ready to go okay you and I could probably talk about that offline because you know when you talk about a 227 appears in the center register that puts a 219 deadline date that it has to be
submitted and that's next week okay so if we're ready you know I'm I'm not opposed to it certainly not and I I love the aggressive of timeline but um I'm just saying logistically we need to be realistic got it I appreciate that um so
it sounds like we do have to shift everything out maybe by one week um and I think the only question then um and maybe you could you and I can look at the timeline and figure out yeah um if if there's a possibility for
us to make this selection more quickly like what would that entail um so let me get some answers to that from our contact and then I will um Circle up with you about yeah of course what that looks like okay perfect um and
then I think from a like select we we have to determine whether we're going to add folks to the selection committee or not but um then we also will need to block the the dates and times for the meetings that we'll have to have to do
these reviews um Fiona since this is um all subject to the open meeting law um our meetings are open to the public and I guess my question is how do
we protect I guess um various bids from their competitors sitting through these conversations like is that how is that done
typically um so that's a good question a great question um so the RFP process is a unique process that it you know is uh subject to the statute and um I I I guess
I'm I'm not 100% sure how to answer that as far as you know public input um the evaluation committee is is is a is a is a committee that's established
before um any evaluations are done so and it it the RFP process you know doesn't uh um typically under certain statute or certain sections of the statute it
doesn't require us to have any public input or uh public information um access I guess is the better word but depending on the statute and how it's
done there may be certain SE certain things that are required we are required to share with the public so um I'm not sure how how this uh process works but I can certainly look into
that our member so um yes I am wondering though if the uh in the executive session um exceptions um one of them is um specifically to consider the purchase exchange release of real property
um I'm just wondering if that doesn't provide an exemption you know one of the other things I'm noticing here is that um you know when we do a search for like a new superintendent um in the early phases
those are not open to the public and um yeah this feels very much like that kind of scenario where sure it being open to the public would be detrimental to our position um so I don't know I
mean this is you know outside of the area I typically think about when I think about executive sessions so we'd have to get advice but yeah and doing it in public would be terrible no no and the real property uh disposition of real
property is totally different so that um falls under a different statute so that actually does require us to provide um the information to the public but under this it may be
different well and I think the central thing that may be different in this procurement is that the procurement is being done by a body that is subject to the open meeting law which is completely different than how a typical like
procurement in the city would work right like certainly there's public records but you all don't work under the open meeting law in the same way that like we do on the school committee or this body does so I can seek some clarification
from msba about that as well in terms of like how do all of these things fit together um so I will see what I can come up with there too that's very interesting yeah um okay um and then the rest of
this um is sort of filling in some of the same information that has been held elsewhere um we are requiring hard copies so we'll need to determine how big the committee
is so we can make sure we get enough copies and um then uh if I keep going there's um a section here that says the owner shall list any and all certifications here that the respondent will be required to submit as attachment
D required certifications um the owner should consult with its legal counsil to determine what CER ifications may be required so Fiona I didn't know if this was a question for Howard or a question for you in terms of what certifications we may be requiring people to provide at
this stage uh yeah so I I would put that as both that is something that um typically procurement would check with legal um so I I can do that
yep and if we keep going um all of this is very typical and then we get to the end and there's a series of attachments here um so we'll need to provide all of these documents um what I did add to it is our educational profile
and our chapter 74 viability program because we worked really hard on those documents and describing what we thought the educational programming should be here in Medford that is driving our uh you know thoughts around this building
so so um those things will need to be um attached as well so and those documents exist so that's not a problem yep um and everything else is um boiler plate attachment for the
biders to fill out um and yeah that's it questions thoughts places you want to go back to so I think there are maybe two things
left to do one might the uh motion to bring this for a final input um with its amendments to the full committee and the other might be to
recommend to the committee um an expand ion of this team of voting members which right now stands at Dr Cushing Aaron and myself so um those are the two things sort of on my mind that we may want to do in
terms of votes tonight so that we can be prepared to bring those back to the committee on the 24th thoughts about that member Graham did you have an idea about the amount of people you wanted to
bring in as voting members or is it did you want to see how people felt about increasing the number and go from there what my main feeling was that maybe it shouldn't be just the three of us making this decision um but I hadn't
really you know an odd number seems prudent um so I hadn't really thought about it or the makeup of those additional folks any further um so
totally open to suggestions mogram one thing I would say is it is a significant time commitment um so rather than I think for us to say the specific makeup I definitely have people in certain job types that I think would be really
tremendous additions but I mean it is a tremendous time commitment to be able to one review the technical proposals score the technical proposal and then participate in the interviews and discuss um you know it all depends on
how many people on how many organizations submit but um each one having gone through it on the HVAC side for OPM and CM uh to review the proposals and participate in usually takes between
four and five hours just to be fully transparent yep I agree with Peter it it is timec consuming but um I would suggest in uh as you mentioned in odd number but I
would suggest almost increasing that from three to at least five does adding to makes sense let me just think for a second um so I'd say a minimum of two possibly as
many as four but um it's it's just because it it's really great to hear what people have to say around the table as you're going through the interviews and reviewing them and what I may have seen another person may have missed or what I may have missed
another person may have seen and so there's really tremendous value from that collaborative approach especially on something as important as this project so I mean I definitely a minimum of two but yeah I would I would agree um I
think at least two we have I believe 15 voting members so I don't find that it'll be difficult to find other members who would both be willing and excited about this opportunity but also have some consideration that might be outside of our perspectives thus far um I think
I think it's probably it probably best to go back to the the larger group um and and um let them also hear this and see what people's perspectives are because I think the time commitment seems like a large one so um see how people feel about that as
well would it make sense to entertain a motion to recommend increasing the size of the OPM selection committee from 3 to five to the full committee and then um that will give us sort of an opening for um the committee
to think about that and make those appointments I will make that motion of increasing the committee from two to five from three to five three to five sorry my apologies so motion by Dr Cushing seconded by
second roll call Jenny Graham yes Dr Cushing yes um aarona yes green the affirmative zero the negative motion passes so we'll bring that back to the committee to try to increase the party here just a little
bit um and um I think the other question is is there a motion to um bring this adjusted RFS to the
full committee for input a motion for that I will second by Aaron seconded by Dr Cushing um Jenny Graham yes um Aaron Opa yes and Dr
Cushing yes three in the affirmative zero in the negative motion passes um okay I think if I'm going to flip back quickly to our agenda
uh we have talked about the key elements of module 2 we have reviewed and edited the drafted RFS and we have also discussed the vetting and selection process um during our review so only thing left to do is
adjourn is there a motion to adjourn motion to adjourn and I have a second motion to adjourn by Aaron seconded by Dr Cushing uh Aaron yes Peter yes Jenny yes three in
the affirmative zero in the negative motion passes meeting adjourned thank you 10 minutes