Hey, >> we're on. >> Yep. We should >> Good evening everyone. Um, calling the February 9th KSBC meeting to order and we'll do a roll call vote. Um, Pat, are
you there? Don't see him on Zoom. Carla. >> Yep. Thanks, Sean. Sean is here. >> Here. >> Yep. >> John, >> yes. >> Chris >> here. >> Kirk, >> yes. >> Ed, >> here. >> Greg >> here. >> Nancy >> here.
>> And Carla [clears throat] is here. Thank you everyone. Um, quick review of the agenda. We will um entertain public comment leaison reports. um talk about the 90% MSBA design submission. Um we'll
speak about proprietary items and then we'll go into um financial reviews of invoices of commitments [clears throat] and then into the schedule review, upcoming events, pre-quall update, um
approval of prior meeting minutes and future agenda items and next meeting dates. and then we'll adjourn. So, um we have nobody in this room for public comment. It doesn't look like we have anybody
online either for public comment. Nope. Okay. So, we'll go [clears throat] on to um Anybody have a liazison report? I will um talk about the um furniture sit test which is um sample
furniture test that um the furniture vendor and all the vendors will bring in where they're going to be moving a ton of equipment um chairs and desks and and things like that into the gymnasium at Kllum on February 11th,
this Wednesday for about a you know an hour or so for rise and then on the 12th for the most of the day for all the teachers to be able to come in and check out all the different types of furniture. Um it's a fascinating process. We're not concerned about
colors. We're just concerned about um functionality and which types of chairs and desks and dividers and things like that we're interested in. So that will happen. we'll have a good idea of what our furniture will look like and then we'll go on to the next how to we make
sure everything kind of color coordinates and and matches up and things like that. >> Anybody else have a um any updates? >> How do we do that? Second from the RCTV. Thank you. >> Okay.
>> And then um Okay. So, we'll move on to 90% submissions. So, I don't know if you want to talk about it, but I can you can uh we're going to be basically submitting the 90%
um drawing package to the MSBA and um it was a pretty pretty big package. I'd say it's a good size volume document. Um we've had our estimates. I'm trying to pull up my information to share on the screen but kind of struggles with my uh
I can't connect to the meeting to share the documents right now. >> Okay. >> Um [clears throat] to share the estimates and I don't have the numbers on top of my head. >> Give me one second. >> Are you online? >> So I am online. >> Okay. >> But I can't join the meeting.
>> Yeah. Leo was actually saying he can't join the meeting either. >> We have a problem. I just updated Zoom today and I had to update my Zoom and it was a little tricky to get in. >> Justin, something you want me to share maybe. >> Yeah, if you could like because it see how it's not it won't automatically
bring the Zoom meeting up. It just brings me to the Zoom thing and I don't have sign. I never had to sign it. You shouldn't have to >> click just join meeting there. And then you can if you if you click join meeting, then you're going to have to paste in the meeting ID and then paste
in the meeting password and and you should be able to get in. >> So >> yeah, that's what that's what I had to do. >> So if I do this, if I go to the link >> Yeah. >> click the link. >> You want is that the agenda?
>> This is the uh my the ebite. No, go go go to the agenda. Go to the um the packet in the first page of the packet. >> Oh, you put some link on that. secret. >> Mike, do you want to share with us? Could you bring up the the the estimate
just to show the >> I just sent a link as well just so you all are aware but >> thank you. >> Apologies for the Zoom issues. >> No, it it worked for me. >> All right. I'm looking in the folder for
the meeting. Justin is I don't see the estimates in there, but maybe Okay, can we come back to let's start on the finances? We'll come back to the 90% submission because I do want to talk about the estimates where the estimates came in great. They're reconciled. We're at 90 I think it's 91 million uh not
including the two um the the two um ad alternates for off-site work. >> Okay. >> Woo. Yeah, sorry. I'm just gonna take our budget. Are you able to see that on the screen?
>> Perfect. >> Thank you. >> So, yeah, we're at 91 million right now. The reconciled budget is 91,23,873. Um, I think we are still going to carry the 101, the box to the left that Mike Scott highlighted on the left. 101,521,394
million for the MSBA. Uh, as far as our our our value that we're carrying for construction. Um, you never know what you're going to get till the bids come in. And then our ad alternate is that box that's Mike has Mike has highlighted on the lower right for uh 1.1,493,328.
So if you combine those numbers, that would be if you included to accept all the ad alternates in our total, that would be our our uh our working construction budget as of now for 90% documents.
that the ad alternates, aren't they like 1.6 million and 1.1 million, but that's not the total 1.4. >> Yeah. So, the ad alternates went down compared to the 60% estimate >> because we um readjusted how much of
that work is in the base contract. >> Okay. >> Um because when we took a look closer look at it, once you build a sidewalk, you have to build the ADA ramp. If you build one ADA ramp, you have to build the next ADA ramp. So, it's like it was just kind of like pulling the thread and we ended up
having to include a little bit more >> um work in the base. So, you're right 60% um those values were higher alternates. So >> right here that you were looking at. >> So is is the new is a new number for
alternate one the offsite work on Charles Street. Is our new number 743,978 87 >> 744721 for Charles Street and uh $762,193
for Averil Street. I'm sorry. >> Okay. So that's awesome. Y. >> So, we cut that. Wow. >> So, the total if you were to include both of those >> along with the 91 is just under 93 2.7.
>> Okay. Because I thought it was all right. I expected more like three, you know, almost three million and it's one and a half which is even better. >> Super. All right. Keep pulling those strings. [laughter] That's excellent.
>> That actually includes a $13,000 reduction in the PVs, which I don't think we're recommending at this point. >> The reduction in the what? >> Photovoltaics on the roof. You can see this all for the 13,000. >> Yes. >> So, in in actuality, it's not 1493, it's
1506. If I had that 13 grand back in that >> super. But if it's um Does Mike have the packet? >> He does have the packet. Yeah, >> it's in the packet. >> All right. So, let me pull up the packet next here. Sorry, I'm just going to
slide this over. >> So, the next item on the agenda, Mike, we wanted to go into the proprietary items. If you could pull that up. >> Sure. Give me one. Open up. Let's vote on the 90%. Do you want Right. We're going to vote on the 90%. >> Yeah, we can do that. Absolutely.
>> Yeah, let's um We're going to do that now. >> Yeah, sure. >> Okay. No, no introduction. We're just going to vote on it. We're good. >> Um >> anything I feel like we need some like ceremony. >> They submitted a 90% um documents for um
committee's review. that drawings are getting. It's a big package. So, we it's been reviewed by um it's being reviewed by MSBA. It's been reviewed by the OPM. It's been reviewed by the commissioning agent. [clears throat] Lots of eyes on it. Um but the vote here is to approve
that 90% sub submission and to send it to the MSBA, which will happen. Our due date is tomorrow. >> Yeah. >> What what's the status on the peer reviews? So that is uh we're going to be voting on to accept uh who's going to be doing those reviews and then soon as we
uh accept that they'll be on it tomorrow. >> Move to accept the 90% submission to the MSBA. >> Second >> second beat to it. John um any
discussion? >> Okay, going to the vote. Um Sean, >> yes. >> John, >> yes. Chris, >> yes. >> Kirk, >> yes. >> Ed, >> yes. >> Greg, >> yes. >> Nancy, >> yes.
>> And Carla is a yes. Thank you everyone. >> That's awesome. >> Probably should have said this before the vote, but I don't think it's going to affect the vote at all, but just so everybody knows, we've done this in the last couple of versions of this or the last couple rounds, we do have a value engineering list that we're we're we'll
be sorry, we will be submitting it to the MSBA. I I think most of it we didn't actually put values to because we're we're so far below the budget right now, but we do always have that list as a backup if if and when the need arises. So, it's something that we always have as a belt and suspenders. But, uh I I
feel pretty good that with the current budget 101 uh and us being at 927 that we're going to, you know, we're trending in the right direction. Let me leave it that way. So just want to make sure everybody knows that that's going to be part of
the package that value engineering log. >> Thank you Mike proprietary items. Okay I can introduce this. So um uh the design team is um proposing four five six seven different
proprietary items. Um so these are um components of the building or building systems that um the facilities team um andor the IT team at the district have requested that we specify these as proprietary.
Um typically um Massachusetts open bid law requires that we specify everything as an open bid. So we have a basis of design product. We give three equals and then the contractor can even propose some different system as long as
it meets the specification of what we outlined. In the um situation of these six proprietary items, we're going to be specifying these as proprietary, meaning they have to provide exactly this system by this manufacturer.
um for all of these items the and to meet Massachusetts public fit law we have to um give a justification for why these systems being specified as proprietary is um in the public interest um and
we've done that in this narrative that we shared with you and then we need a vote of this committee to um approve and um recommend [clears throat] these items be specified as proprietary in general All all these items are proprietary
because um of interoperability with existing systems in the town. So um I'll just go through them at a very high level really quickly. So we have um on the security system side we have access control that's the system like card readers that control access to the
building. Um CCTV and video surveillance and um duress alert which is like a panic button. These systems will all tie in to existing systems that are in the town. So they need to be by the same manufacturer here.
Um the PA system, building management system, um and building management system, same issue. They need to be able to communicate with existing systems in town. Um, and the door hardware, um, just the
cores, um, that control the keying, which are like removable little components that, um, uh, allow you to set the keying for each door. Um, the cores need to be, um, the same type that you use in the
district um, for compatibility with existing hardware and the master keying system. Um, so those are the ones that we are requesting KSBC to vote [clears throat] to
allow us to specify as we're granting. >> We do them all. Do we do them all together or do we have to do them? >> All together. [clears throat] >> What What is the total value of these items? >> I don't have the total value. >> Any
>> I would have to do uh some investigation to give you the value. And Jenny, I think what we would be voting on is this would go on to town letterhead, right? Our district letterhead, and it would be submitted to
the MSBA. >> Yeah. After this vote, then we'll need a letter from the facilities department, which I'll follow up with Joe and and Jane about, attesting that this body held the vote and that it's recommended that these six systems
are specified as propri proprietary. And that's the letter that we'll submit to the MSBA along with a record of the vote. >> Yeah. Move to um accept the proprietary systems for genetic Genitech Balcom
Honeywell and Coors as written by LBA. >> Second. Any further discussion? >> I would just say if you can maybe that last one instead of Kors the last one would be >> Schllay
sorry Kors Schllay Primus Everest. >> Yes. >> Seconded by Ed as amended. Um any discussion? >> I just had [clears throat] sorry Kyler I just had one quick question. Does any of
the existing Kllum licensing transfer over to uh the new building like anything that we had previously subscribed and for three years or five years is any of it carrying over?
So, one thing I would say, Chris, for example, if I can go up to the um the video cameras, for example, typically what we see districts doing, if you have somewhat newer cameras, maybe there's some several that have been updated or whatever, those typically get taken
down, returned to the the owner, and the owner would distribute them somewhere else in the district, not necessarily for the new building. >> Yeah. No, what I'm thinking is that obviously if you had a server at existing Kilum, it's probably not going
to be sufficient enough for the new one because it's going to be twice as many cameras, access control, all of that. It's more of like the licensing associated with it. Like if you bought a 30-year support uh 30 license pack for 3
years, those cameras, regardless of which ones they are, it's going to carry over with that, which will bring the overall total, you know, down. It's it's not super expensive, uh, you know, that we're we're making waves here, but it's
something as opposed to nothing. I suppose that's a I suppose that's a question for your tech director who's been in on all the meetings. He will he he probably sets all those up and would know those, right, Jenny? >> Yeah, Julian. >> Julian. Yeah, he he just knows all that
stuff. So, um we can ask uh for a uh thought about that if that's helpful or you can ask him yourself, but we can ask. >> Um yeah, I guess if you guys wanted to. I only know from my own experience that, you know, when I do camera licensing, if
I did a housing authority and we do like 30 cameras and, you know, they want to add six more on there, like the the licenses that we already had for their cameras are going to be good for whatever we do going forward. It doesn't matter if they subtract them out and put different ones on. It's it's carrying
over. So now this is a newer building, >> so obviously it's going to be twice the amount of cameras, but I'm just wondering like if we had to have been locked into long-term licensing before. Um that's why the pricing was always so high. So it's either one, three, or fiveyear licensing, and you pay less
when it's 5 years. I just don't want to see that get eliminated. And it can transfer over maybe, like you said, in other areas of the district. Maybe they can put cameras at Birch now depending on if they're newer. Otherwise, if they're five-year-old cameras, they're getting tossed. You know what I mean?
So, >> so it would depend on what the licensing agreement that we have says. >> Yeah. I only I only brought that up because I know when we went over the licensing, it was some outrageous price that I said, I can't believe we're spending this. And it's always take it
offline. You can't know. The public can't know what we're talking about in terms of building security. And I understand that, but like licensing is a massive impact to this budget going forward because we're going to be paying for it year over year over year. >> So whatever it was before, it's now
going to be doubled and if we can at least save some of this, you know what I mean? If if anything is carrying over because I know with me it would be some of it, not all of it. >> Yeah. >> So it's just something to keep in mind. We can definitely look at that and I would think um like Lee mentioned
earlier with the IT director, he he would know what you have there. The other thing to keep in mind is oftentimes when like you have a regular maintenance program, we're replacing cameras every every 3 years or whatever. Often times once the building is, you know, into the construction design, some
of that maintenance gets put on hold. So even if we're at 5 years, by the time by the time the project was started and then by the time the building's open, it might actually be pretty close to that 5year window, if you will, from you know, if you think from when the design team first got on to when construction's going in. But we should definitely we
can definitely follow up on that. >> Yeah. And it's partially my fault because, you know, I should have been in a couple of these meetings as well, but you know, things happen and >> no, we're all doing doing what we can. I I appreciate that.
>> All right, I'm all set, Carla. Thank you. >> Thank you, Chris. Um, any further discussion? Let's go to the We have a second on this, so we'll go to the vote. Um, Sean, >> yes. >> John, >> yes.
>> Chris, >> yes. >> Kirk, >> yes. >> Ed, >> yes. >> Greg, >> yes. Nancy, >> yes. And Carla, yes. And that passes. Thank you. Okay. >> Mike, do you want to bring up the the
the uh cost summary? >> Perfect. Thank you. >> All right. So, you'll see we have the 10 uh 101,521,394 for our construction budget. That'll stay at that value uh until we receive
our um our project bud uh our project bid amendment after we receive our bids. Um right now we have for architectural engineering a uh sorry a total expenditures to date of
$4,976,78 um with a balance of 5,918,922 or uh administrative costs. We have uh spent a date of $2,268,998 and then uh with a balance of $6,177,357.
Um we haven't bought any FFmpe items. So we still have a a subtotal value for both equipment and technology uh sorry furniture and technology at 3,175,000 $175,000. Um, so that brings our total project
budget including all the contingencies to the $122,767,47. We have uh a few commitments. Um, one is the first one we have on the list is the Daily Times Chronicle. that is the advertisements that we have been
submitting for uh the different RFPs that we issued as well as the RFQ that we just recently issued. Um that value is uh for um $1,372 which is uh will make up several
advertisements. Um the next three are from the RFPs that we issued and indeed we are recommending um uh approval of the proposals that we received. So the first one is the peer review recommendation of the company
called forleaf. They will do our third party code review uh our steel peer review and um the various access code systems review. Um, I'll go through these and if you guys we can vote on the individual ones after. Um, so the next
one is the uh switch gear package. The early um switch gear proposals that we received uh systems contracting cut off there, but the the uh the um company that provided the best price was
called system contrasting contracting and that was for $147,800. And then uh we have materials testing and uh the company that we're recommending for approval is called UTS. Uh how we issued pricing on all the different testing that you do in
construction. We provided uh a quantity of all these tests that we would want priced and um and so they provided unit pricing and then an overall total. So we were compare, you know, their apples to apples comparison throughout the three firms that provided pricing and UTS
[clears throat] came in with the best pricing. So, those are the three firms we're recommending for uh proposal approval as well as the advertisement budget. >> Justin, if I can just on the material testing specifically, um you you just mentioned a minute ago that it is done
on unit prices. So we we get we kind of give them a menu of various um tests with various quantities, you know, based off of kind of a best guess, but also to try and get a apples to apples comparison amongst biders. Um but oftent
times we do see as the project progresses, depending on how concrete pores are done and stuff like that, sometimes you need more tests of one type or less of another or things of that nature. So even though we have that built up based off very specific quantities of each test, I just want to
make sure everybody understands that we we actually do it off of the quantities that we actually have out there. And often times um we may even come back to at some point in the future to say we need to to put a little bit more money there. And if I go back to that line just for a minute in the overall bud budget, we're we're committing right now
that that 54,000. We're recommending to commit that 54,000, but our total budget is actually 400,000 for that item. I I I feel pretty comfortable saying I don't think we're going to ever hit the 400, but if that 50 gets more towards 100 by the end of the project, I wouldn't be
surprised. Just want to again just [clears throat] be open and transparent to everybody. Any questions if we have form one to vote? I have some questions about their proposal that maybe we'll come to that when no appropriate not about the price
but about some of the items in their proposal >> in the testing construction material assessment >> I'm doing now or >> um okay it's on the [clears throat] go down to the UTS proposal
which is on page seven I of their proposal. [clears throat] >> AJ, >> I would assume you're doing rebar testing as well as masonry, not just concrete.
>> That's correct. >> There also will be probably roof inspections. This is [clears throat] all going to be inclusive for UTS. >> That's correct. So, um I don't know if we have the summary in this package here or not. Um
>> I only put the pricing in because I know that certain information shouldn't be shared with the public as far as their um like tax ID. So I simply just cut off the pricing when I in this package. >> So mechanical analysis is so for soils we have analysis proctors um mechanical
analysis engineering as needed. When we get into concrete, we have field inspection, cylinder testing, um concrete specialists, F number testing for the flatness and the levelness of the of the concrete. >> Yep. masonry, mortar cubes, grout prism, prism blocks, uh [clears throat]
structural steel reinforcing steel, um like edge metal framing review, fabrication installation, uh erection, shear shear stud connections, uh ultrasonic testing, magnetic particle density testing, um uh specialty
inspections from CWI inspectors, AB, fireproofing, fire, >> waterproofing, fire stopping, um batuminous concrete, window testing. Um so we do try to hit hit the the variety. Often times if there's a
specific test that comes up that somebody's looking for, they they can often cover that as well, but we we try to hit a majority of of the typical test you see out there. >> Foam insulations and all that as well, right? >> Yeah. >> John, what was your what was your question? Sorry, I think there's still
to you first. Okay. Well, I have two items here which are on page seven, I think, of the uh UTS proposal. Um, no, page eight. I correct that page. >> Page eight. >> Page eight. Item J.
Client agrees to not hire UTS personnel for at least one year after completion of this contract. This is a this is a noncomplete clause which the courts have not looked very kindly on recently as being um enforceable. And this one seems
to be particularly ownorous. Um, >> so John, they may have put that in the proposal, but that wasn't in our RFP, and that won't be in the contract. >> Say that again, Mike. >> When we put out the RFP, we didn't have that as a requirement in the RFP. So
even though they put that in the proposal, when we put it in the contract, we're not going to have that as a part of the contract. >> So you're going to strike item J. >> Correct. We in reality, we don't include the whole proposal. We just include basically we we include the the values that they provided within the contract
that we provided in the RFQ >> or the RFP. Sorry. >> But this is a proposal which includes item J, right? And if you accept the proposal, you you accept that. >> We're not accepting the proposal. We're accepting the values in accordance with the contract that we
submit submitted with the RFQ. You're absolutely right. They shouldn't have that in there and that that's not that that's not going to be accepted. >> Okay. um go down to item O same page which is a hold harmless
um paragraph which says basically if UTS does anything wrong um it's the town's fault um to [clears throat] put it in plain terms um which is again is um it's a paragraph which is totally one-sided
um doesn't deserve to be in the contract town doesn't deserve to enter a contract with a UTS with that >> clause in it. Is that going to be struck? >> Yes. >> As Mike was saying, the the contract
that we submitted with the actual RFP is the contract that they're going to agree to. This is simply for pricing and and uh total cost approval. >> Okay. Take your word for it. >> We can certainly get that confirmation. We can have them update the proposal to to be uh to be inconsistent with that.
>> All right. I have no further comments on UTS proposal except I agree with you, Mike. This this price is too low. >> Yeah, like I said, budget of 400 grand. I don't think we'll spend the 400, but the the pricing was to try and get apples to apples on everybody.
>> Yeah. Okay. >> Good. >> Okay, that's easy. It's never been easier than that before. [clears throat] >> I like it easy. He's still depressed from the game last. >> He's still depressed from the game. >> The game.
>> Yeah. [laughter] >> One, didn't they? >> Okay. >> Okay. So, you need a motion for each of these. Is that how you want to do that? Do you need a motion >> to to approve these? Yep. >> To approve the commitments.
>> Yeah. Do we need uh one for each one or or >> I would suggest one for each one because they are kind of unique. So I think the first one is just those are daily time chronicle um advertisements that were we had to do. So I would I think that's just approval of the the overall value.
I think on the other three it would be accepting the the OPM's recommendation of forleaf to do the peer review of of systems to do the switch gear and then UTS to you know I think three separate or four separate um because they are
kind of unique here. >> Okay. Uh move to um accept the commitment for daily times chronicle at $1,372. >> Second. Seconded by any discussion going to the vote. Sean, >> yes.
>> Sean, >> yes. >> Chris, >> yes. >> Kirk, >> yes. >> Ed, >> yes. >> Greg, >> yes. >> Nancy, >> yes. >> And Carla, yes. >> That passes. Move to accept the OPM's
recommendation for for leaf contract to do the peer recommend. Peer review. Yeah. Period. >> Second. >> Second. If I add any discussion, >> who are what is this company or
>> invest? No. [laughter] The building is the wrong color, but that's a desert color. It's not It's not Massachusetts gray. >> Yeah, really. [laughter] >> Not impressed. >> You haven't been inside.
>> They didn't design it, >> right? They were improving aesthetics. >> Well, they should have changed the color, but Massachusetts gray is is [laughter] Arizona, it is. >> All right, we'll go to the vote. Sean,
>> yes. >> John, >> yes. >> Chris, >> yes. Kirk, >> yes. >> Ed, >> yes. >> Greg, >> yes. >> Nancy, >> yes. >> And Carla, yes. That passes. Thank you. All right. Move to accept the OPM's
recommendation for systems to do the early package. >> Systems contract. >> Systems contract. >> They got cut off. >> Systems contract to do the early package. >> Second. >> Second. If I add any discussion,
seeing none, we'll go to the vote. Sean, >> yes. >> John, >> yes. >> Chris, >> yes. >> Kirk, >> yes. >> Ed, >> yes. >> Greg, >> yes. >> Nancy, >> yes. >> Carla, yes. Thank you. >> Finally, move to accept the OPM's
recommendation for UTS contract to do the M materials testing. >> Second. >> Seconded by Ed. Any discussion? >> Going to the vote. Sean, >> yes. >> John, Chris, >> yes. B, >> yes.
>> Ed, >> yes. >> Greg, >> yes. >> Nancy, >> yes. Yes. >> Thank you. >> Thank you. >> All right. Um, so if we move through the um cost
summary, you see the project budget adjustments. There's no adjustments. All the commitments you approved have budget line items for the items approved. Um for project invoices we have uh bid docs
which is our online bid hosting um platform and we have l uh bid docs is for $350. Uh lba's uh invoice for December services which totals to $55,83.50 50 cents
>> million. >> Not that >> 505,000. >> I tried [laughter] 55,850. Sorry. >> Um and then we have our Daily Times Chronicle, which is the advertisements
that we placed for the RFPs and for the RFQ recently, which that is a total of uh $1,372. motion. We'll do each of these. Uh move to accept the invoices for bid docs at
$350. Invoice number 25-9 KRD-1. >> Second. >> Seconded by. Any discussion? John. >> Yes. >> John, >> yes. >> Kirk Chris,
>> yes. B, >> yes. >> Ed, >> yes. >> Greg, >> yes. >> Nancy, >> yes. >> Carla, yes. >> Move to accept the invoice from LBA. Uh, invoice number 23076
for $55,83.50. >> Second. >> Seconded by. Any discussion? >> Sean? >> Yes. >> Don? >> Yes. >> Chris? Yes. >> Yes. >> Ed. >> Yes. >> Greg. >> Yes. >> Nancy. >> Yes.
>> Carla. Yes. >> Move to accept the invoice from um the Daily Times. Did I say Daily Times Chronicle already? Daily Times Chronicle. Um various invoices. Do you want me to read the numbers? I should.
251245. Number 251246. Number 251247. number 251305 and number 260087 for a total of 1,372.
>> Second. >> Second by any discussion. >> Sean, >> yes. >> John, >> yes. >> Chris, >> yes. >> Yes. >> Ed, >> yes. >> Greg, >> yes. >> Nancy, >> yes.
>> Carla, yes. >> All right. Uh so our next uh page on this summary we have the forecasted cost. This is uh the items listed here are the uh parking uh at the church for teachers and construction workers um as
well as the uh cost for the reading clerk salary and for the potential cost that we'll have with a uh tax consultant. Uh I can provide an update for the tax consultant. I've uh received some availability for them to meet with us and discuss exactly what they're
going to do for us uh for next week. So, I'll circulate that and see when we can lock in a time to talk with them. Um I will put this over to if uh either Jane is on the call or she had another meeting. Yeah.
>> Okay. Um I know Jane is is pretty much there with the contract or it's going to be a license agreement for the parking >> at the church. >> Yes. >> Yeah. And we are waiting for I think it's a little bit in their court right now. We we've communicated with the church. We're waiting to hear back from
them. Was last I heard. But if all goes well, then we would be doing that. >> Okay. Y >> and then on the clerk, I think we're just waiting on the paperwork, right? I think that was already voted on. >> Yes. Yeah. Yes.
>> I think um we would like to um include if if it's resolved by the time we issue the documents, we would like to this information about the parking in the specification to let the contractor know that this many spaces are available. Um
do you have any sense of when timeline? Jenny, I think when we were talking with with um Jane on this before, I think originally she was trying to secure the spots for the parking for the contractor as well. And I think more recently, and Matt, if you
have more better information than I do, please let me know. But I think what we had said is we were going to secure directly the the spots for the teachers. But if there was the option for those, maybe we would give that information to the contractor so that and and let them reach out direct so that they could kind
of deal with them direct. I'm not I'm not sure how that how that's played out because I know there's been some back and forth, but sometimes the contractors can make a deal where, hey, I'll I'll plow the lot and and instead of paying you, you know, rent for the spots, I'll, you know, kind of barner, if you will. they can do different things like that
rather than just straight up, you know, a payment, if you will. Um, and sometimes owners are more perceptive to that if they can let the the contractor plow and they they plow it early because their people need you in there early, it's a a win-win for everybody. But to your point, if if we have something that
we can provide, it certainly would try to do it. >> Yeah. As soon as I have a further update, I'll let you know on that. >> So, you're looking for that for 100% bid 100% design, right? Yeah, >> which is in a month basically. >> Um, yeah, March 26th is our date that
we're submitting those documents. So, whatever information that we know, we should tell that to the contractor. >> Yeah. >> I don't think the church's information is going to change significantly in a month. >> Mh. >> Right. So, they might if we can maybe
kind of push them into let's sign it. I mean, it Okay. >> If something happens and they sell off a property, Yeah. we're dead in the water anyways. that whole agreement goes away. Yeah. >> So, it doesn't it doesn't hurt them in my eyes, it doesn't hurt them to sign it now because nothing's going to change in
the next. >> Okay. Yeah, we'll push back. >> It will help it will help us to have >> I can understand that. Yep. Yep. We'll push back over. >> Okay. Perfect. >> Yep. >> Thank you. >> All right. I don't think we need to have any votes on that. Move on to uh project
cash flows. Uh so right now we have uh an incumbrance of uh 7,244,376. Um I love to always skip this part and go right to the graph because the graph is
a better representation uh for me at least to show exactly where we are. We're we're basically riding right below what we projected in our forecast. And you can see as we get into um uh June, August, October, that's when it will start to rise because that'll be when we
get our contractor invoices coming in. >> Almost there. >> One other one other quick one on that, Justin, because I think we maybe changed the way we did this just a little bit from last month or from previous is >> That's right. as as we a as you saw this
previously I'm going back to the invoice uh expenditures tab in the past if you go back to see last month's for example all these dates were blank and by those dates being blank these expenditures don't get shown they don't
show up on the cash flow if you will so we were projecting that you were going to approve those all tonight if you didn't we would obviously change those dates and everything but as you see the cash flow going forward Here you can see that we're actually um into February
here because we were projecting that that $500,000 was going to be approved tonight basically. So just with these numbers, they're reasonably large, but when we start getting the contractor's bills, and they can be multi-million dollar, it could be 2, three, four, five, even $6 million a month. If you're
not showing that, then you your cash flow looks like it's falling behind a little bit when it's really not. So, our recommendation is that we uh you allow us to continue to forecast this, but everything everything gray is previously been reviewed and approved. Everything that is white is new to you, but we're
going to just plug those dates in. So, that way there it's it's catching the current invoices in the cash flow if that makes sense to everybody. >> Yeah. As long as you keep it white, I think it's fine, you know? >> That's exactly right. Yeah. >> Yeah. >> Yep.
Yeah. And like I said, if you for some reason decided not to vote on one of these, we would just update our log tomorrow that it was not approved basically. >> Yeah. And that could be and that that could be part of the conversation, you know, that we would just we would just confirm that on the back end. >> Yep. Absolutely.
>> If that ever came up. >> Yeah. >> All right. So, that's good. Like I said, as you see the cash flows, what what what we were realizing is always like a month behind basically and and we don't want we want to give you the most up-to-date information. So that's >> going to be helpful. Thanks, Mike.
>> All right. Um, so with that we jumping to the schedule. >> Yep. Please. >> Maybe we can talk about this offline, but when we get into the heart of this um into the construction,
is there a streamlined way that all of these approvals are going to be done? um in terms of approving invoices and stuff. I mean, right, I mean, how how much detail do we have for that >> as far as >> how long is it going to take us to go
through all I mean, does a contractor just get one invoice and all this stuff? >> Is it rolled up or is it itemized or >> Yeah. >> As far as a requisition from the contractor, what they're billing for each month? >> Yeah. >> How like our voting approval, how long is it going to take us to go through all
of these individual? Well, I don't think we would we would have to pick through all the invoices that the the contractor's requisition because we would we would have already vetted that that were coming through the table with that already worked out and any uh cost items that would be reviewed. I would imagine that would go to the cost review
team prior to the meeting. Right. >> So, it's going to be an it's going to be a um one one invoice to the from the contractor. >> Yes. >> For all the subs in >> for all the subs. Yes. Yes. >> Yeah. Carla, if I can, this is a sample from another project we're doing right
now. So, if you looked at the backup, the backup is over 3,000 lines, for example, on this one. >> But ultimately, you vote, you would vote on that one number. That's the current payment is 3.5 million. So, we go through it, the design team goes through it, we vet it out. Uh Dave will be
assisting us with that as well. Um, as he he's your clerk on the work, you know, clerk on the site. Um, but we we literally review all 3,000 lines line by line to make sure that if they say it's 50% and we think it's 30%, we're going to get it adjusted down to 30%. Uh, that
totals out to this one number and that's really the number that you're coming forward. So, when when you look at your invoice log, if I go back to that uh previous file, it's really only adding like one more invoice. I I think when we get to the FFN, you may end up with three, four, five different vendors and
you might actually have a few more invoices at that point, but it's only a couple of couple of months that you're going to have that. So, it shouldn't be a big deal. >> Okay. >> Saved us from a lot of turnover in the in the committee. Uh Mike, [laughter] >> we do all the heavy lifting. You're
always welcome to double check us, but we try to do it all for you. >> Ed has his sneakers on. >> Exactly. I I laced them up. That cup's going back on. >> All right. All right. So, for schedule review, uh right now we are at the 90%
uh submission. We just voted to approve that to submit that to the MSBA. We will be heading towards uh the 100% documents which would be that meeting would be approving to submit the 100% in uh March, the end of March, March, I
believe March 30th, 2026. Um the electrical switch gear package that we just voted to approve, we're anticipating taking delivery. I think that would be next year. That's that's April of next year. Um but just
if you see that highlighted green section, that's the early switch gear package just to see when that would be coming to be part of the project. Um we have done we have worked through the beginning stages of our uh RFQ our request for contractor and subcontractor
qualifications. Uh we the RFQ is live right now and uh currently we've we've have some action on on it and uh we will be reviewing uh all those qualifications uh on the
27th. So those all contractor and subcontractor qualification items are due into bid docks on the 27th. Um from there we'll review approved contractors and then the uh the base
bidding for the contract will be on uh March 31st. I'm sorry that's when the process is going to start. So we'll be from the bidding will be on 529. That's when we're going to hire the contractor. So this if you scroll down. Yeah.
So filed sub bids will be due on uh 56. So May 6, 2026. And um general contractor bids will be due on 519 2026. Can >> I ask a question on award? Sure. does a
it looks like um issue notice of award and then execute the contract is five days. Is that or seven days is that um that's line 201 and 202 is that enough time we
>> technically what they typ that's kind of ma Massachusetts statute once you issue it they're supposed to execute the contract within five days. >> So there's no no negotiations or anything going on there right? No, >> shouldn't be. Okay.
>> Um, the other thing just so everybody is aware, um, we're we're working through that pre-all part right now. If I can just slide back up there for a second. I know um for example, I talked with Pat prior to the pre-quall going out and and I I know Justin had a meeting with the
pre-qual subcommittee prior to going out, but um we did put some calls into some general contractors more so than the filed sub biders, but the general contractors and just giving them a heads up prior to this going out like once the package is out on the street, we can't
really have communications with them other than formal RFI questions and answers, things of that nature. But um people that I I know in the industry, you know, we did try to put some calls out and just let people know that thing, you know, you know, basically look in the central register next week. There's
going to be an advertisement coming out and you might be interested in it basically. So trying to to make sure that people aren't just relying on them finding it, but kind of being a little more proactive and getting the word out for our project. Great.
>> I heard Kellum was it. >> Absolutely. All right. So, and then to to um just close the loop on that bidding, like Justin was mentioning, we're bidding it in in May, and then, you know, basically getting award in May. Um executing the
contract end of May, beginning of June. Once we get the contractor on board, we'll start talking to them about timing of when they're going to mobilize and things like that. I know Lindsay was questioning or concerned are they mobilizing before the kids get out or after the kids get out and I think with the timing there um realistically by the
time they get you know subcontractors on board get the fencing and everything like that it's not a big ask to have them wait till the kids get out of school to to mobilize they we're not going to make that a requirement of the bid but I I think it's probably um re
reasonable to expect that basically it's going take them a little bit of time to order the trailers and get the trailers delivered and and kind of get going out there. >> Any questions on schedule? >> Is asking for a update at their 25th um February 25th meeting?
>> Yeah, because I I wasn't in our last meeting, so I didn't get a leazison report. That's probably why. Oh, >> good. You can take care of it. I'll take care I'll take care of. But they want it for specifically for bidding. Yeah, I I Yeah, I can understand. Um my
question is um and we probably will talk about this like how often do we need to as a committee need to meet like throughout that process or are we just by appointment, you know, kind of like there's we're not any higher touch during this time frame or are we? I
don't just curious. >> I don't think there's really a higher touch. I think once we get the pre-qualls in, there's going to be a couple meetings of that pre-quall subcommittee. We're going to try and work through most of the details there. That committee is then going to come back to you folks and make a recommendation and you're going to vote.
So, I think as we get into there and as we get closer, we may have to tweak these dates a little bit rather than always being is it the you know the the the first of the month or or the first uh or second Tuesday of the month, the second Monday of the month. might we might have to tweak that a little bit
just so that it's like two days after the bids come in or something like that, but other than that, I think I don't think there's a lot of extra meetings or anything like that needed. >> So to that point, Mike, the uh one of the dates we were talking about early earlier with LBA is the um when we issue
the bid docs to the bid documents to bid docs, our our bidding platform. I think they're going to be ready the week before >> March 26th, >> right? So that and then we want to have them approved to be so we want we're going to need the committee to approve that submission on three
>> the 30th >> 30th. Yeah. >> Yeah. And at the moment I don't know what's going on with our kilum school building committee meetings. I can't find a a calendar invite for our March meeting. So um we
would want to meet on March 30th. And then there's a question. Do we meet between now and then or is that our next meeting? Hey Jenny, real quick. I've booked the I don't know why I can send the invite tomorrow morning, but I've booked the room for the 16th and the 30th
for a meeting. >> Okay. >> So, we can meet both if we need to. >> So, I I think that might not So, maybe I'll take it back and say maybe we do want to have two meetings that month. uh only because I think if if the if the documents are kind of going live on the
31st, we should at least get an update on the pre-qualls by the 16th. So, if those pre-qualls are coming in the end of the month by by the 16th, we want to be able to give you a preliminary update. If not, you know, I mean, if we can get it resolved by then, we'll get it resolved by then. But, um I I don't know that we'd want to wait till the
last minute on the on the pre-qualls in case there's any questions. >> Yeah. and then we can get our ordinary business done >> with a quicker 30th meeting. >> Yeah. So maybe the 30th is just a quick uh >> There we go. Mike, that's that's what I
was saying. >> Telecom meeting. Yeah. >> And then similarly with the bidding, we're going to be getting the bids in um the GC bids on the 19th. So we we probably want the
meeting to happen the following week after that in May if you will just looking ahead a little bit that so that meeting might be off off the regular schedule. It might be a little bit later. >> Yeah, looks like review results uh of GC
bids with SBC on yeah week of 522 which is sounds very >> big. [laughter] Then do we have to do something before the or after the 29th or is or is or
>> No, once the contract's executed, then you know what we'll probably do is that the following month we'll invite the contractor to come and kind of say hi to you. Uh we don't typically require the contractor to come to the SBC meetings. We always offer that they can come, but they don't have to. But uh we usually
ask them to come once and at least say hi and and kind of get introduced and then you know from there on you you're probably going to get that once a month invoice from them. Um couple months in we're going to probably start doing change order reviews and we'll have that discussion with you folks like again it's going to be our team along with
Dave uh in and the the design team kind of reviewing those change orders initially and if we need to set up some sort of formal review with the financial committee at that point. I know Justin and I do that kind of with a smaller group in Whitman for example with a smaller group prior to meeting with the
building committee so that smaller group can answer questions ask questions and uh can kind of help support it and so we're not reviewing individual PCOS in this meeting but looking at it a little bit of a higher level in the in the overview. So, if you had to make modifications to
our May schedule, right now we're scheduled for um May 11th. [clears throat] Yeah. So, I think uh right now what we're saying is that the bids again, we've got to kind of see what happens. Like we're hoping that if we have any uh questions or anything like that, the
addendums come out and doesn't delay timing or anything like that. Um, but assuming that the uh, sorry, I'm highlighting the wrong one. The bids are due on Tuesday the 19th. Um, we we could try and do something towards the end of
the week that week or we can wait till the following week and do our our typical Monday evening and it would be the 25th. >> It would be the 26th because that's is more than the 25th >> is all right. There you go. Maybe that's why we were thinking the end of the week rather than waiting
through the through the holiday. But again, that's that's at your discretion. Um, one other thing to keep in mind is when we do get the the biders, uh, Justin, um, we're doing a sitewalk. Are we doing one for the pre-quall or we
just waiting and doing it during the bidding? >> I think it's just for the bidding. >> Just the bidding. Okay, that makes sense. So, we are going to have a sitewalk. We'll we'll talk with Lindsay to kind of coordinate a date on that and everything. It's going to be in the specifications, though. We typically invite the contractors to come out and
see it. On a a new construction project such as this, typically you're going to see the general contractors and the demo contractors because the demo guys can look at the old building. They, you know, they actually have something to see. You're not going to see a lot of HVAC contractors coming out to see, you know, where the building is going to go
in the future, that type of thing. Um, we might have somebody some site work guys or some some drilling uh for the for the geothermal wells, things like that. But we we it is it is a good thing to kind of get interest in the project, get people out there and start asking questions and things of that nature. So,
uh we we do even on a new construction, we we we thought about not having it, but after kind of talking internally, we thought it was is probably worthwhile to do that. So, um we do need to confirm that date for the specs. >> Everybody's welcome. Yeah,
>> students are out of school Fridays by 1, Sean. By 1, right? >> Yeah, it's 12:45. >> Yeah. >> So, assume Yeah. Assume a little bit of time for pickup and everything. So, probably 1:15 is safe. >> Yeah. Maybe 2:00 on a Friday or
something like that. >> Yeah. >> All right. All right. >> Okay. I think we're good with schedule, right? >> Super. Thank you. Um, okay. How about um
a motion to approve the prior meeting minutes of the um January 20th. >> Move to approve the meeting minutes from January 20th, 2026. >> Second. discussion.
Okay. Sean, >> yes. >> John, >> yes. >> Chris, >> yes. >> Kirk, >> yes. >> Ed, >> yes. >> Greg, >> yes. >> Nancy, >> yes. >> And Carla, yes. Thank you. Um, future
agenda. So, we have KS the XLT meeting on March 9th and we have um KSBC meeting on March 16th. I may not be here so I'm going to talk to um Pat to see if we'll be there. Um
that's it. >> Just so uh with the 90% submission, the uh meeting minutes for today that approved that 90% submission, this these meeting minutes will be certified. I think I talked to Josh about this. certified provided to the with that
package uh once they're certified and once we get the comments back from the MBA. >> Sure. >> Perfect. >> And then we have the 30th and so we're going to do the March 30th as well. Another meeting date, right? Is that
>> Yes. Okay. >> Tomorrow morning I'll send all the meeting invitations for March and April. I'll do that. >> Thanks, Josh. Move to adjurnn. >> Second. [laughter] >> Discussion. Sean.
>> Yes. >> Don. >> Yes. >> Chris. >> Yes. >> Yes. >> Ed. >> Yes. >> Greg. >> Yes. >> Yes. >> And Kyla. Thanks everyone. We're journey. >> How long was the last one? >> I was going to say 804. >> Wow.
>> Well done.