MASTER PLAN STEERING COMMITTEE
MEETING MINUTES
April 10, 2012 - 1:00 PM
Conference Room B, 3rd Floor, Town Hall
Voting Members Present: Brian Choquette, Rodney Frias, Don Garcia, Justin Provencher, Chris Yates, Sam Wong
Ex Officio Members Present: Paul Blazar, Linda Ghiloni,
Others Present: Michelle Ciccolo, Jennifer Burke, Kerin Shea, Julie Papazisis, Len Belli
Members Not Present: Charles Corley, Terrence Joyce, Lorraine Nelson, Jim Quinn, Arthur Redding, Lynn Valcourt, John Blood, Dick Braga, Tony Marques, Dave Stephens,
RFP Subcommittee Report
The Town received 3 proposals in response to our Request for proposals for a Master Plan Consultant. They were all well known in the consulting community & well qualified. The subcommittee chose to interview all three. They were then ranked according to overall score. The highest ranked was VHB, Inc., with a score of 17.5 out of a possible 18 points. The town’s procurement officer, Mr. Blazar, then opened the sealed price proposals. Our highest ranked choice firm was also the lowest bidder, with a base bid price of $72,000, excluding extraneous services. Mr. Blazar noted a restriction that the extraneous services not affect the ranking of the firms in order of best value.
Ms. Ciccolo performed reference checks on the company, with nothing of detriment turning up. She explained that they presented an exceptional presentation & plan on using some fun tools for data gathering. Ms. Burke explained further that they are a very well-known firm, with our project manager working with MAPC, as well as having done the traffic studies for Highland Commons & the 495/Metrowest Compact.
Ms. Shea said that the proposals were available electronically. Any members wishing to read the proposals should contact her.
Consultant Selection
There were no objections to the selection process. No members had any other questions or issues at this time.
Don Garcia, seconded by Chris Yates, made a motion to recommend VHB to the Board of Selectmen.
Vote: 6-0-0, unanimous
Timeline
A memo with the Steering Committee’s recommendation to award a contract to VHB will be submitted to the EA’s office by 4/18/12, to be put on the Selectmen’s agenda. The Selectmen will vote on the contract award on 4/23/12. Ms. Burke will notify the firms of the Committee’s selection. Ms. Shea will draw up the contract.
The next step will be a kick-off meeting, or Community Immersion Day. VHB will meet with stakeholders, department heads, Town staff, etc & perhaps do some walking tours. Mr. Yates stressed the importance of community outreach. Ms. Burke said it is also important to hold this meeting before school lets out for the summer.
Other Business
Len Belli will serve on the Steering Committee as another alternate for the School Department.
No members had any other questions or issues at this time.
Minutes
Chris Yates, seconded by Brian Choquette, made a motion to approve the minutes of December 19, 2011, as written.
Vote: 6-0-0, unanimous
Justin Provencher, seconded by Don Garcia, made a motion to approve the minutes of February 8, 2012, as written.
Vote: 6-0-0, unanimous
Adjournment
The meeting was adjourned at 1:40 PM.
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