ready to go. >> Yeah, just a few seconds. We should be good to go. >> Okay, welcome everyone. >> Good to go. >> Just a few.
>> Okay. Um, welcome everyone. Um the uh Medford Comprehensive High School Building Committee meeting um will be held tonight at 6 PM via remote participation only. The meeting can be viewed on Medford Public Schools YouTube
channel through Medford Community Media on your local cable channel um which is Comcast 98 or 22 and Verizon 4345 or 47. Um this meeting will be recorded and participants can log or call in by using
the following Zoom meeting ID which is 9611 987-9508. Um okay well why don't we go ahead and get started. So our first thing on the agenda is a roll call. So I'll call the role. Um Jenny Graham. Yes. Here I'm
here. Mayor Longo Kern >> present. >> Dr. Galooi >> present. Martica Brawl >> here. >> Joan Bowen >> present. >> Ken Lord saw Ken.
>> Sorry, I lost my mouse. I'm here. >> Uh Libby Brown, >> she's here. I just made her a co-host. She should be good now. >> Hi, Libby. >> Oh, thank you. Got it. I'm here. >> Marissa Desmond here.
Maria Dorsy is absent. She let me know that she could not join us tonight. Brian Hillard >> here. >> Emily Lazaro also let me know that she um is absent tonight. Paul Malone
>> here. >> Paul uh Nicole Morell here. >> Aaron Elate here. and Luke Pryner. Bob Dickinson >> here. >> Fiona Maxwell >> here.
>> Chad Fallon >> here. >> Dr. Talbot. >> She's not here. She's uh welcoming our new kindergarteners. >> Got it. Will Pippelli >> here. Lori Hodgen
>> here. >> John Mclofflin. Uh Paul Rouso >> here. >> Phil Santos. >> I see Phil. >> Okay. And Lisa Miller >> here. >> Hi Lisa.
>> Hi. >> Okay. So, we have um 12 in the affirmative, three absent. We'll call the meeting to order. Um the first item on the agenda is approval of our minutes from Monday night's meeting. Thank you, Will, for the very fast turnaround.
Um these minutes will be certified and they will um go to the MSBA with the submission that was um sent in earlier today for our PDP. So, um is there a motion to approve the minutes? Motion to approve. >> Motion approved by Brian. Is there a
second? >> Second. >> Who was that? >> Suzanne. >> Oh, hi. Sorry. Couldn't see you. Um, okay. I'll call the role. Jenny Graham. Yes. Do Mayor Lango Karn. >> Yes.
>> Dr. Galooi. >> Yes. >> Marty Cabraw. >> Yes. >> Joan Bowen. >> Yes. Ken Lord >> two for two. Yes. >> Libby Brown. >> Yes. >> Marissa Desmond. >> Yes.
>> Maria Maria Dorsy's absent. Brian Hillyard. >> Yes. >> Emily Lazaro is absent. Paul Malone. >> Yes. >> Nicole Morell. >> Yes. >> Aaron Lee. >> Yes. >> And Luke Pryner is absent. So that is 12
in the affirmative, zero in the negative, three absent. Minutes are approved. Um, okay. Next item on the agenda is I'm going to turn it over to the left field team to talk about um the options for
how we will ultimately um build said new something of Medford High like TBD exactly what it will be. Um but there's two options. One is a process called design bid build and the other is called um construction manager at risk. So
there's two different delivery methods and they're going to tell us a little bit about both of those methods so that we can um make some decisions about how we plan to proceed. So Matt, I will turn it over to you. >> Great. Thank you. Uh nice to see everybody again. I know we just met a
couple days ago. So I appreciate all the time uh and dedication everyone is is uh giving to this project. Uh so this presentation uh between the two delivery methods uh like Jenny said design bid build and construction manager at risk uh is a presentation that we are
required to give uh if uh so that the committee can can select uh the most advantageous delivery method for this project. Uh so we'll I'll go through kind of the the differences between the two and touch on some pros and cons uh of both uh and just kind of go go
through kind of each of these. Uh just a quick kind of history of it. Um it was chapter 193 uh of the acts of of resolve in 2004 uh which was also known as the the public construction reform law uh that
uh essentially separated these two delivery methods. Chapter 149 uh which is design bid build or chapter 149A uh which is CM at risk um and uh they went into effect in 2005
uh and in order to proceed with construction manager at risk uh an application does need to be submitted to the OG's office uh so that they can approve uh that delivery method as well. They really want to just make sure that the projects that are being delivered under construction manager at risk kind
of fall into the category that really deserves that delivery method. Uh which is largely around complexity, size um and uh and phasing. Uh so starting with design bid build uh
this is really kind of the tra traditional approach for p public uh construction. uh the project is fully designed by the architects and engineers all the way through uh to the construction document phase. So you would not have any
involvement from any general contractor until the documents are actually uh actually go out to bid. Uh so once they are the plans and and documents are complete uh bids are solicited from file trade contractors and general
contractors uh at the same time. Um there is also a pre-qualification process that those contractors have to go through very similar to kind of what we've done for uh hiring the OPM and and the designer. You
you issue an RFQ. You confirm who is qualified to do a project of that size. Uh and then there's a public bid opening. Um the uh with design bid build the low responsive bidder is awarded the
project. Uh this is a lump sum kind of closedbook uh amount that that we would see there um from each of the contractors. uh you do have to go with the low bid unless there is a reason for them to be um disqualified if there's any bid
protest or um or they don't provide all of the documentation that was required. Uh so it is possible to uh kind of disqualify or not go with the low responsive bidder if that were to happen. Uh it is fairly rare uh but can
uh can happen. Um the kind of one of the largest uh differences uh between the two is is change orders. Uh so the change orders uh for a a DBB construction delivery
method um would be uh a final increase to the construction cost. Um, so overall it's a it's a it's a fairly linear kind of process. You qualify firms,
uh, you issue the the documents for the proposals, you receive the proposals, you you open them all at the same time, uh, and then, uh, like I said, you go with the lowest responsive, uh, bidder. Um so on our time frame, you know, we
have um if the project were to pass in May, uh we would be going into the detailed design uh in early 27. Uh and the construction documents would probably not be fully complete until uh
it's generally about a year from the end of SD to when construction documents are prepared. Um so 2028 is when uh this project would would be bid under a design uh bid build uh delivery method.
The construction manager at risk uh procurement process is based on qualifications and fees. Um, so kind of similar to the DBB process, you do have to go through uh a pre-qualification process
uh to confirm that any of the the general contractors or or construction managers are qualified to do a project of this size and scope. Um, this uh the the biggest difference with CMR is that it allows you to bring on a
construction manager ear much earlier in the process. Um, typically they're brought on in in uh the schematic design phase. Uh, this gives them the ability to to provide design review uh pre-construction services
um and really kind of get into the logistics of of the site. Uh, we would ask the construction manager at risk to uh provide a cost estimate. It's one of the first things that we would do starting in SD uh is
have them work uh closely with the designer uh and and work through a cost estimate. Uh the construction managers obviously have a very close relationship with subcontractors. Uh so they're they're a very good estimating tool. uh and and given that
it's the firm that would be uh building the project uh you get a bit of uh efficiencies with with how closely they can work with the designer uh and really get a good cost estimate at that point in time. Uh we would still be doing cost
estimates through the designer uh as well. So we would still be receiving two cost estimates uh but the second one rather than being through the OPM uh would be the the CM firm. Um the CM uh will then you know after the pre-construction services uh will
become the builder of the project. Uh so again their familiarity with the project uh is is certainly one of the benefits. Uh there is a trade pre-qualification process that uh goes along with construction manager at risk. Uh there's
about 40% of of the bid packages uh that would still have to go through a publicly bid process. Uh and that that is handled very similarly to the design bid build uh where the lowest responsive uh bidder uh would uh be awarded the
contract. The remaining uh contracts are all uh procured through the construction manager. Uh so they have the ability to reach out to to the firms that they have worked with before. Uh typically they
reach out to you know four to six firms. Uh ask them to price the project. Uh they provide them with leveling sheets to make sure that all firms are looking at the same information. they'll bring them in, do a do a final Dcope, uh, and then ask those firms for best and final,
but it gives the, uh, the owner a bit of of control in that subcontractor selection. Uh, the the OPM and the designer and and owner can certainly be involved in those uh, you know, in those discussions.
Um, but it does help um kind of give the owner a bit more control over some of those uh non-trade bid packages. Uh, having a construction manager also allows you to uh release early bid
packages. Uh, in the in the case of Medford High School, we would certainly be looking to release uh site work packages and and kind of mobilization packages early. Um and most likely uh look to do uh
early site work foundations uh in structural steel uh and really any other long lead time items uh can be discussed and and put into a um an early bid package to kind of help with you know
fasttracking the schedule uh and making sure that we're we're hitting all the key milestones. Uh the contract itself is called a guaranteed maximum price or a GMP uh with open book accounting.
Um this GMP uh will will be executed when all of the major big P bid packages are bid. Um there would not be uh you know a GMP per se for early bid packages. Um but there
would be you know contract extensions from early release packages through the the final procurement of all the other scopes uh before a guaranteed maximum price is reached. Uh change orders resulting from scope um
and un unanticipate unanticipated site conditions uh can still increase uh the final cost uh of construction. But the big advantage here is is is having that general contractor on bird early uh with
some of the you know site contractors to do additional surveying um and kind of get ahead of some of the unforeseen uh especially largely in in site work is where we see the majority of that. Um so again kind of gives you a little bit
of a a benefit uh to get ahead of some of that work. The key differences uh and probably the easiest way to kind of look at this is uh you know for a construction manager at risk you're selecting a firm based on
their qualifications in hiring them to manage the construction project. Whereas with design bid build, you're selecting the lowest pre-qualified builder and are purchasing a building through the spec the the specifications
and the plans. Um so on here is our com some of the things that that I kind of talked about previously. Obviously up here at CM at risk the pre whoop sorry sorry the pre-construction services um you know starting at schematic design
is is a big benefit to to get the contractor on board on board early. Um there is the flexibility uh to adjust uh either design or how certain packages
are broken out if uh if packages do come in in high. Um it's less of a of a time constraint with design bid build. If there are issues or if we were to get um
let's say like electrical is is a trade bid that would need to be publicly uh publicly bid. Uh if we were to get all electrical bids that were well over, you know, the anticipated budget, um
we would uh probably go out to bid. There would probably be some design review. uh but because of a very linear process that that hurts us on a schedule uh basis whereas with CM at risk uh again you have that flexibility with some of the
trades to to kind of pick and choose and uh use the CM's expertise to to avoid some of those potential schedule delays. Um, CMI risk is also a much better management of changes um because again
they are on board early they have buy in to the design and the phasing uh so there's you know a bit more skin in the game for them to make sure that changes are are kind of flushed out prior to construction. Uh whereas with design bid
build again you're being handed the documents and building off of those. So, if there's anything that's unclear um or needs to be changed, uh it would result um directly in a in an owner change order. I did see someone's hand go up. Um I
will pause for a quick second just to answer some questions. >> Paul, >> thank you. Um so with the design bid build and the um effects on schedule you know like in the example you used we we
we do the electrical and we are thinking it's going to be I don't know 50 million but it comes in at 150 million and we have to go and be like all right we got to do something here. um all that time while we're figuring out what it is
we're going to do is going to delay the project. And am I correct that the parts of the project that may have already been bid and like we've already decided, okay, we're going to use these folks for roofs. I'm just making stuff
up. Um >> I'm assuming that the thing that they agree to is time sensitive. So if we need an extra 6 months, everybody who we've already picked in their amounts will go up because of inflation. Is that true?
>> Um it it really depends on the length of the delay. I I would say 6 months is is pretty aggressive um and and very long. I don't I wouldn't anticipate like a six-mon delay, per se, but it could be a month, you know, like where um you know,
to kind of go back and look. So, I wouldn't unless it was like a very long delay. I wouldn't anticipate um the the other contractors to say, "Hey, we need to rebid because it's been so long that you know, pricing is totally
different." Um you know, escalation is typically carried and and you know, anticipated in bids. Um so, unless there's a major major scheduled dis uh delay, I I wouldn't say that that would happen. I again it it pro it probably
could but I think that's a very severe uh kind of schedule delay issue um and and probably talking more about um you know major you know design issues uh as opposed to
um you know just looking at maybe some of the phasing or um you know some of the some of the products potentially that are that are being used. Okay. Um and and related to that, so um
how does that so you know in the example I just gave of you know you know we we just decided electrical is going to cost 50 million but the bids come in at 150 is the lowest. >> Let's say well we really can't do anything about it. It's just going to be
100 million more. um where does or how does the MSBA fit into this conversation at this point? >> So MSBA is still reimbursing um reimbursing based off of scope. Um
they do have uh you know they do they do have their their cost caps you know for for certain aspects of the building. And we've kind of talked about a few of those like increasing uh you know auditorium size from 750
seats to a,000 seats. Um but >> kind of >> now is this that you know when we were in the earlier phases and attending um the the MSBA meetings um there was a I
think there were two high schools or schools where they had to agree to a new bigger number because of inflation and for whatever other reasons. Is this one of those scenarios where like everybody here thinks it's I'm just making it's going to be 800 million and at the end
of the day it's 900. Um we don't get as a school building committee, we don't just get to make that decision and call it a day. Like so is this where MSBA has to kind of chime in and be like we are okay with that and vote it.
Yeah, I do I I do think MSBA certainly would would weigh in if there were major, you know, uh buyout issues and and we were way off budget. Um I personally haven't gone through a scenario like that. Um you know, so
knock on wood, hopefully I don't. Um it it's a good question. I don't I don't have a a great direct answer for you. I I can certainly uh you know try to get some more information for you, but um
but the but these are problems that are less um well they're not necessarily not less likely to happen but everyone known so much earlier, right? It's >> Jen Carlson, but I'm calling in from the car. Can anyone hear me? Hi, Jen. We can >> Hi, Jen.
>> We could hear you. Jen, >> are you trying to jump in? >> Can you hear? >> Yes. Sorry about that. I was uh trying to find the unmute button in the car. Um I just wanted to chime in that if there was some sort of um significant overage
um that wasn't expected. There are avenues to uh to pause uh go you know take a lot of scope out of a project or or do some value management back to the um go back to bid. Um there is it would
definitely be a conversation u with the MSBA if there was absolutely no way that we could get back to budget. I will add that there are so many checkpoints built into the process um through estimates and you know every step of the way not just during this uh feasibility study
but once we get onto the other side of this uh we'll have a design development estimate and then a 60% CD uh construction document estimate and then a 90% um so and and if this project does go CM at risk it does give you a lot of
insight what's happening in the market um the the whole time that we're planning and designing. Um, so I I won't say it it couldn't happen that we would be a 100red million um over in any instance, but I I would say that it
would be very closely tracked if you did have a partner on early um throughout the project. Um and uh you know and I think having that partner as opposed to having that happen and then going to a
design bid build firm um it allows for uh going back to the drawing board with the builder um as a partner as opposed to um the design team you know deciding on some to make some changes to the documents and putting it back out on the
street to bid. Um, >> thank you. And I was just I don't want to scare anybody. I was just using round numbers that I was thinking I those those numbers >> scared me Paul. >> Sorry. But you know I I Yeah, I I guess I I you know this design bid build
versus the at risk thing. I mean, when I think about the uncertainty of, you know, tariffs and inflation and all the other stuff, it just feels like designed if I mean, I'm obviously not somebody who's going to be bidding on
this, but you'd have to bake in an awful lot of uh risk into your your bid because you don't want to go bankrupt trying to build our high school. So I that's why I I
personally have a strong feeling for CM at risk because um we get all that earlier stuff and we and am I also correct I'm doing all the talking sorry am I also correct that with the CM at risk we can we can literally like order our steel and have it piled up somewhere
rather than you know long before we would have even done the bid. >> Correct. >> Okay, I'll stop talking now. Sorry. Yeah, >> back to your presentation. >> Um,
>> all right. I'll touch on a couple of uh kind of quick pros and cons. We've kind of touched on them uh just as the discussion has gone. Uh but advantages for CM at risk. Uh so again selection on based on qualifications, experience and
the proposed team rather than the lowest uh lowest price or bid uh design phase uh assistance with budgeting, site logistics, constructibility review um you know kind of what we talked about early uh earlier uh like Jen was just
saying the early cost estimates uh and feedback to help with the design. Uh this is uh you know another huge kind of benefit to the CMR uh getting all of those estimates throughout the the design phases. Uh and again they get a
bit of buy into that design since they're you know assisting in in its review. Um FastTracks uh schedule and early release bids. Uh again that that's another benefit that you do not get with uh
design bid build. Um uh and then team concept with with owner OPM designer again this is just more or less they're they're you know a part of the team you know they have that early buy in they they're you know brought on um with the designer and the OPM to to
assist with um you know the the overall building project. uh design, bid, build advantages. Uh it's a overall a simpler process to manage. Again, it's a it's a pretty linear kind of procurement method. Um
and you know, the the results are are kind of what they are uh from a bidding perspective. Um the scope itself though is is already fully designed uh and you're issuing you know fully developed uh construction
documents. Uh whereas with CM at risk you don't have uh you know those uh complete documents when they are brought on board. Um the owner and and designer can completely uh control design. Um, again,
this is just everything that the that the owner wants to include in the design is put in the designs and that's what's sent out to bid. Um, whereas with a CM, um, you know, there may be some push and pull on the design. Again, kind of depending on where price is tracking and
schedule. Um so yes you know there may be some more um you may have the ability to kind of control the design and design bid build but you don't have any of that kind of cross-checking prior to release of the documents. uh and simple accounting.
Again, it's a very kind of straight uh you know, billing process uh not a overly complicated uh kind of requisition and and invoices from uh from the from the general
contractor. We did include uh include here just kind of what the best suited um projects are for each. Uh so for construction manager at risk projects that are are time-sensitive, challenging
uh to define um or sub uh or subject to potential changes um they often require high construction oversight uh due to site logistics and phasing um and obviously uh the
management of multiple stakeholders. uh for design bid build uh typically are are less complicated projects um that are you know more budget sensitive um but are not as schedule uh sensitive and aren't really subject
to change. So um you know a lot of the a lot of design build bit bid build projects are are generally new construction projects uh generally on the smaller side. Uh there's just less concern and coordination uh with those
projects and and a bit easier to uh go with the design bid build uh procurement process. uh some of the disadvantages. Uh so see the CM at risk uh you are required to have an OPM um and a designer that understands uh
the CM at risk pro uh process and and the guarantee maximum price mechanics. Uh this is really that OAG application proving that you know you you do have a team here both Lefield and SMA have done
a ton of CM at risk projects. Um so that's certainly not uh not a concern but it is uh a factor. Uh there is a perceived higher upfront cost due to pre-construction services. Um so yes CM at risk is generally a bit
more pricey. Um but we have found that the difference and the delta between CM risk and D and DBB isn't as large as people may uh assume uh just because of uh having the ability
to plan with the construction manager uh throughout the design processes kind of filling in the holes in the scope uh to make sure that some of the you know more simple change orders are caught prior to um you know the the packages being bid.
Um the potential oppositional relationship uh when design intent is challenged. Uh this is really just uh you know kind of a a back and forth that that often occurs between a designer and a construction manager. uh you know just
trying to figure out the best uh possible design um in order to to meet budget uh just naturally uh you know difference of opinions uh can happen and and uh having
a construction manager on early uh can certainly highlight some of those um some of those challenges. uh design bid build disadvantages like I' I've been saying linear process uh which can equate to a to a longer
schedule duration uh again we don't have the advantage of getting any pre early bid packages done uh hard price is not known until the bids are received. Uh so again this is just uh the bid opening day. You get the
prices from from your your general contractor and your uh subcontractors and and award to the lowest responsible bidder. Um minimal GC project management. This is just the the management of of of
general conditions. Uh in the construction manager at risk method, uh you have a very detailed list of of uh general conditions that the construction manager is required to to put together in their bid. Uh that's not really as
detailed in design bid build. Um which can sometimes uh hurt in in kind of scope coordination. Um the uh the designer may have limited ability to assess scheduling and cost
ramifications as design is developed which can lead to a more costly final product. Uh again, just not having uh a builder on board prior to the construction documents being released just gives the, you know, the the
builder less time to review the documents, which gives the designer less time to, you know, assess any potential um you know, design issues and and and scheduling uh ramifications. um prone to changes in claims uh which
may increase final project cost. Uh again this is really kind of where that cost difference between CMR and design bid build becomes much closer together. Uh you will experience uh a larger number of change orders on a design b build process. Uh pretty much all
changes are change orders to increase the overall project cost. Um, but it's certainly uh one of the one of the disadvantages for design bid build uh is is kind of finding those changes as they come up uh and not uh really
kind of being able to manage schedule as effectively. >> Question for you Matt before you go to the next slide if I could the chair for the chair. um t you you talk about requires an OPM
or or owner with an understanding and that kind of is my overall question because we've had some success with a CM at risk. I know especially when we have people holding them accountable. So maybe talk about a little bit about left field's experience and obviously how you
would play a part in your team would play a part in holding CM at risk accountable and maybe it being beneficial for us. >> Sure. Um so left field about 90% of left field's
projects are construction manager at risk. Uh myself personally, I have only worked on construction manager at risk projects. Uh so it's something that I am very familiar with. I know Jen Carlson and Linda on left field have also uh done numerous projects. CM at risk and
and same from the design side. Uh Matt Rice and and the SMMA crew uh are certainly well verssed in the CM at risk delivery method as well. Uh so I think you bring a very strong team uh with with your OPM and designer uh having uh
ample experience in the CMR process. Um so you know we we will certainly leverage the expertise that we have not just with this immediate team but but with the rest of our um you know with with the rest of the left field personnel.
Um, I recently assisted in uh hiring a construction manager at risk down in East Bridgewater. So, uh, I kind of just got through this process. Uh, so it's very fresh in my mind. Um, and and certainly we'll have a lot of input as
we, you know, start to figure out how we want to put together the the requests for qualifications, you know, for this project. Every every project is is different. uh this project obviously being the size and and scope and complexity that it is. We'll have to
take a good look at at what the the qualifications for the CMS will be so that we're you know making sure that we are getting firms that that know how to do projects of this scale. uh and not just bringing in firms that, you know,
potentially haven't done projects this big before and and kind of making it a bit more of a hassle for for this team to to make its way through um qualifications and proposals. >> Could I could I add to that? Um just as
you were saying Matt, I think it one it starts at uh the early stages of that RFQ you know making sure like you said uh making sure it's all in there and then once the team is hired um if it is a CMR the key is that they are a team
member from the beginning. Uh so making sure that we're setting up processes from the beginning that help um you know get everyone on the same page. the level of trust I think that's built with a team um mentality like that uh it it
just allows you to uh hold all all three of us firms you know left field um SMA and a CM at risk it it allows everyone to be held to account um throughout the the whole process so I think that's that
is a a benefit to uh having a CM at risk uh on the project um one thing I was also So, I just remembered um I I've personally worked on a project during COVID times that did to Paul's uh example come in um I think it was it was
50 million over budget which is like a gut-wrenching number to see. Um we did work with a CM um at that time. the the CM, the architect and left field came up, you know, got our heads together and
were able to um you know eliminate scope that did not affect educational program that this the SBC, the schools um and the town were all behind. Um and I I I could be wrong on the timeline, but we did get that back that project back out
to bid within two months. Um and it did come in on budget the next time it went out to bid. Um, so just an example that working as a team through something big like that um can can really help when everyone puts their heads together. Um,
so just wanted to add that. >> Thank you, Jen. Um, Matt, did you have additional slides before we open up for more questions? uh really just a highle uh kind of procurement process uh outline.
Um and then we get into just kind of the the current schedule uh if we were looking at CM at risk and and kind of where that would land us at the moment. Um and then uh I think that's pretty much it though.
Um so just quickly the procurement processes between the two construction manager at risk uh is a two-phase selection process. Uh you issue the request for qualifications. Uh again, that's kind of what we were just talking about, making sure that all of the
qualifications for this project are in that document so that we're receiving uh statement of qualifications from uh responsible firms. Uh once the firms are pre-qualified,
um you issue them the uh request for proposal. all of the firms that you in uh that you pre-qualify uh receive the RFP. Um they can
uh they submit their proposals. They the this is both uh just kind of the the pretty glossy proposal as to why you know they are the firm to be selected. Uh and then they submit a pricing proposal as well uh which will highlight
um all of their uh services for pre-construction and how they would man how they they would plan to manage the project. Uh it would it will include their fee their um you know what they plan to to carry for uh con construction
contingency. Uh so those are really two critical documents during during the RFP process. If firms submit a pricing proposal, you are required to interview them. Uh so this is where kind of that qual that RFQ and
making sure we have um our qualifications really spelled out. Uh I have been on projects where uh they're were a bit smaller and we got nine proposals and we had to interview nine firms and and that's fairly
difficult to to kind of weed your way through. Uh so we certainly want to make sure that we're not just throwing out an RFQ and and getting a ton of proposals from firms that we know are likely not going to be able to do something of this size. Um
once you interview the firms uh the the selection committee uh then deliberates and discusses which firm they would want to go with uh and then you proceed into contract negotiation with your top
selected firm. Um if negotiate negotiations were to fail, you can go on to the the second firm. uh I don't find that to be a very common instance but it is it is allowed uh if
you are unable to to come uh to terms with the first selected firm. The design bid build or general contractor uh is again a much more linear process. uh you do still go through a a pre-qualifying process.
Uh and then after you submit the the documents to them, they price it. You get a lump sum from all of the all of the subcontractors. Uh and you have to take the lowest responsible bidder unless again there is
something that would disqualify them uh at that time. Um on the timeline real quick, uh if we were to proceed with CM at risk, um it would allow left field to submit the application to the OAG's office in in
early March. Uh the OAG has uh up to 90 days to review which would put us uh around the May time frame uh end of May, early June uh for receiving that approval.
Um we are allowed to start to solicit qualifications before we see receive the approval from the OG. We can just not we just can't enter into contract before you receive that approval. So that gives us a bit more flexibility. Uh again, if
we needed to pull this the dates back, we we certainly could. I don't think based on where we are, we need to do that. But if that was something that we needed to do, we could certainly start to to issue the RFQ uh earlier than than late May, early
June. Uh I would anticipate having the qualified firms notified by the end of June. Uh which would allow them to submit their proposals. Uh we'll we would probably get the proposals right around the time of the MSBA board of
directors meeting. Uh I'm sorry, right around the time of our submission of the PSR in in late June. Uh and then we'll be able to hold the interviews uh in early July uh and have ample amount of time between
July and the MSBA board of directors meeting in August uh which would be our official kickoff of schematic design uh in the MSBA's eyes. Um, so we certainly have have the time to to do this. Uh,
and we do have the the flexibility to even expedite this a little bit further if if needed. Uh, available feasibility funds. We just wanted to note on this, we will need to use some of the feasibility study other
category. Uh, we currently have $280,000 in there. Uh this would be uh needed for at least the schematic design portion of pre-construction. Uh once the
um if the project is approved uh in May of 27 uh then we would have the full funding of the project uh to assist with uh the other pre-construction phases in in DD and CD. Uh so we certainly have
ample amount of of funds in our other category um to to support the schematic design uh portion of of uh bringing a construction manager on. If I could just add just if I sorry if I
could just add um >> that um that other category. There are things that we do need to um we will be needing um related to the design um of the project that have been identified.
Um so we will have a longer discussion about that how much of that budget should be used for bringing on ACM if that is uh the decision of the committee. >> Jen, can you say more about what these
other things are or can you be prepared to do that at the next meeting? >> Yes, absolutely. for the next meeting. Um the uh the other items are outlined in the um in SMA's contract. There are
some things that uh we are taking a look at right now that will um some of those funds may be um utilized for things like additional surveying or uh wetlands um
additional uh wetland surveying. Sorry for the I'm not sure if Helen is on if you uh are able to I am unfortunately still driving. Um Yep. >> speak to a couple of those. Yeah, you're remembering correctly. I think the biggest one and we're starting to do
some research on is the need for the geothermal test pore. We know this committee is committed to looking into um that system and so um having some um initial meetings to see what grant programs are available to help uh
alleviate um pressure on the budget for that test. Um but Jen is right. You know, if we do end up exploring um additional access to the site, that's where the survey where wetlands um work would need to come in. So again, yes,
there are some other outstanding um items in the other category. We want to make sure we um weigh appropriately with with the need for a CM if that's the decision. Y >> and we will be ready to we'll have that outlined um more clearly in our next
meetings. >> Great. Um are there other questions from the committee? >> Ken, >> I just wanted to ask if we have any concern about needing budget for
potential additional um exploration into contamination. I know there was some question in the PDP about some oil tanks and stuff out back in the past. >> I can address that. So that um ads um
amendment that was approved a couple of meetings ago that is the phase two that is is happening right now Ken. So um that data is is being um um collected as we speak. >> So we've already covered the cost. Great. Thanks.
>> Yeah. Yep. Libby. >> Um, I just want to make sure I understand something you said, Matt. You say we could start with the selection process with before the OIG gives us the approval. We just can't contract with anyone until then.
>> Correct. Yes. >> Is there like Sorry. Was there like a risk that they wouldn't approve this or I mean I'm sure there is a risk but are we at major risk if we wanted to do that to save time or >> I I don't think so. I mean of all the
projects that I have done construction manager at risk on there's maybe one that's I'd say is maybe more complicated than than Medford. I um the last two projects that I did construction manager at risk uh were approved no problem by the UAG's office and were much smaller
much simpler than this. >> Um so I I think there's very little risk of them saying no. >> Um they have they have taken uh applications a bit more seriously over the last year or so.
They I think they were just getting kind of bombarded with a bunch of applications that weren't really filled out >> correctly and just you know people just didn't know really what they were doing. So they're really kind of taking more time with you know making sure that the OPM and the designer know what they're
doing. Uh and that's certainly not a concern here with the experience that left field and SMMA have. >> Yeah. So to expect. Okay. Thanks. Any other questions from the committee? Um
Matt has graciously provided us suggested vote language if we are interest if somebody is interested in making a motion to proceed with construction manager at risk and or design bid build. So I will ask if there
are any motions to be made. Ken, >> I would move that we proceed with construction manager at risk. >> Second. >> Second. >> Okay. So, we have Ken and Libby. Um, using the vote language that is
present, I assume. Yep. Okay. Um, are there any questions before I call the role? Okay, I will call the role. Um, let's see. Jenny Graham, yes. Mayor Lungo Kern, >> yes. >> Dr. Galooi, >> yes. >> Martica Brawl,
>> yes. >> Joan Bowen, >> yes. >> Ken Lord, >> yes. >> Libby Brown, >> yes. >> Marissa Desmond, >> yes. >> Maria Dorsy is absent. Brain Hillard, >> yes. Sorry.
>> Emily Lazaro is absent. Paul Malone, >> yes. Nicole Morell, >> yes. >> Aaron Alate, >> yes. >> Luke Pryner is absent. So, 13 in the affirmative, zero in the negative, two absent. Motion is approved.
Um, the next order of business is to um approve left field to submit the the application um for CM at risk um to the IG. Um, and Matt has graciously uh provided us
some language here. Is there a motion on the floor to um authorize left field to submit the application? >> Isn't that what we just voted? >> We voted to proceed with CM at risk. Oh, did we do them both at the same time?
Sorry, I didn't I missed that. >> Yeah. Yeah, I put the language in in one vote. >> Ah, okay. I stopped read stopped reading. I'm glad I'm glad I'm in agreement with both of those things. Um, okay, perfect.
Um, the next thing on our agenda was just a review of the schedule. We've actually already done that, but Matt, maybe you can pull that up real quick just so people have another visual of the of the schedule. Um and then um why don't you leave the
slide here, Matt? Um the final thing that we have to do tonight is form the evaluation committee who will select the construction manager and um MSBA requires certain representatives um including a representative from SMMA and
left field. So we'll leave that to all of you to decide who those delegates are. Um the um MSBA um also requires at least three people from the district. Um and commonly that's the superintendent and the chair
of the building committee as well as some sort of chief operating officer in our in our context which would be Ken. Um I I would like to see us add two people to that. So, um, that Medford's
voice in the decision of who we will partner with is Medford's voice. Um, no offense to the folks from left field and SMMA, but um, I think it's critically important that Medford really be able to represent. So, um, I guess I will open that up to the committee if there are
nominations. Um, to so two things. One is to, um, affirm the three proposed, which is Dr. Lucy, myself and Ken, as well as um any additional nominations for um participants in this process.
>> Um Jenny, it's Nicole. Um I Hi. I would move to nominate if they have the bandwidth. Um Libby Brown and Brian Hillier just based on their uh professional experience and experience in this space. Thanks, Nicole. Is there a second?
>> I would second that too with my fingers crossed. >> Um, so Brian and Libby, not to put you on the spot, but um, I think we would like the committee probably would like to hear from both of you whether you are
able and willing to accept this assignment. >> Uh, I can jump in absolutely. Uh, I didn't want to nominate myself, but um, sounds good. >> Uh, yes, same. I'd be happy to jump in and imagine I'll have a sense of the the
companies we'll be talking with. So, um, I this summer I'm not traveling till August, so it sounds like we've got some time >> get there. >> Are there other questions from the committee before we call the role on this vote?
Okay, I will call the role then. Um, Jenny Graham, yes. Mayor Longo Kern, >> yes. >> Dr. Galooi, >> yes. >> Marta Bra, >> yes. >> John Bowen, >> yes.
>> Ken Lord, >> yes. >> Libby Brown, >> yes. >> Marissa Desmond, >> yes. >> Maria Dorsy is absent. Brian Hillard, >> yes. >> Emily Lazaro is absent. Paul Malone, >> yes. >> Nicole Morurell,
>> yes. >> Aaron Lead, >> yes. >> And Luke Presner is absent. So, we have um 12 in the affirmative, zero in the negative three absent. Um, welcome to the evaluation committee, everybody.
Sounds like we're going to be spending a lot of time together. So, um, happy happy to have everybody on board and be moving forward with this like really important step. Um, last thing for tonight is um whether
there is a motion to adjourn. >> Jenny, can I just ask a question real quick? >> Sure. >> The motion was just to add Brian and Libby to the evaluation committee or to approve everybody on the committee. >> Nicole, can you clarify?
I mean, my motion was to just nominate those two. My understanding was that everything else was like de facto who had to be on that, but I'm I'm happy to adjust the motion if it needs to be uh different to reflect all of the committee being accepted.
>> Should we take a vote on the other Medford members just for safekeeping? >> Yeah, I think so. Okay. So, we've already um appointed Brian and Libby. So, right now they're the only Medford people on the committee. Um is there a
motion um to um either accept or amend the other uh three folks that have been identified? >> Motion accept. >> Oh, there we go. >> Okay. So, motion to accept by Brian, seconded by
>> I'll second Jenny. Aaron. >> Aaron. >> Okay. Okay, we'll call the role. Um, Jenny Graham, yes. Mayor Linda Kern, >> yes. >> Dr. Galooi, >> yes. >> Marta Cabraw, >> yes. >> Joan Bowen, >> yes.
>> Ken Lord, >> yes. >> Libby Brown, >> yes. >> Marissa Desmond, >> yes. >> Maria Maria Dorsy's absent. Brian Hillard, >> yes. >> Emily Lazaro is absent. Paul Malone, >> yes. >> Nicole Morurell, >> yes.
>> Aaron Lead, >> yes. and Luke Presner is absent. So, 12 in the affirmative, zero in the negative. Um, three absent. Motion is approved. Thank you, Will, for catching that. I was um moving quickly
because we're over time. So, uh is there a motion to adjurnn by Mayor Logo Kern, seconded by >> Second >> by Libby. I will call the role one more time. Jenny Graham. Yes. Mayor Longgo Kern. >> Yes. >> Dr. Gluci.
>> Yes. >> Murda Brawl. >> Yes. >> Joan Bowen. >> Yes. >> Ken Lord. >> Yes. >> Libby Brown. >> Yes. >> Marissa Desmond. >> Yes. >> Maria Dorsy is absent. Brian Hillard. >> Yes.
>> Emily Lazar is absent. Paul Malone. >> Yes. >> Nicole Morurell. >> Yes. >> Aaron Lead. >> Yes. >> And Luke Pryer is absent. 12 in the affirmative. Zero the negative three absent. Our meeting is adjourned.