Facilities Steering Committee
Meeting minutes for 9/19/17
7pm at town hall annex
Attending for the committee: Karen Cruise, Chris Conway, Steve Mirick, Larry Todd
Mary Jo Wojtusik absent
Also attending for the town: Edith Morgan BOS, Bill Lawton
Karen opened the meeting at 7:01pm.
The minutes of the 9/12 meeting were approved.
The committee reviewed a question from Claire Golding of the Princeton Environmental Action Committee regarding the consideration of energy conservation and related issues as the building review moves forward. These are design issues and we are not at that point in the process.
A motion was made and approved as follows:
To waive the potential defect, informality, and/or minor irregularity by one firm, for submitting their proposal package at a time that appeared to be 2 minutes past the time proposals were due. For the purpose of removing any perceived prejudice, please note this Committee did not have knowledge of the name of the firm who was recorded as having submitted a proposal 2 minutes past the time proposals were due.
The committee proceeded to open and distribute copies of the proposals submitted by the following firms; Jones Whitsett Architects (JWA), Gorman, Richardson, Lewis Architects(GRLA), Dore & Whittier Architects (D&W), HKT Architects and Johnson Roberts Associates, architects.
Chris stated he had worked for D&W and also had working relationships with HKT and Johnson Roberts. Karen will review this with Nina to get an opinion on any potential conflict. The committee decided to limit discussion to JWA and GRLA at this meeting.
The committee numbered each proposal so as we proceed with the review we will be in step in our evaluations.
We began by reading the proposal from JWA. We noted there was no specific statement regarding their financial stability (our question 7.1.5). We discussed how to evaluate the proposal for the questions on pages 2 and 3. We should all use our own scoring (1 to 5).
There was considerable discussion as we reviewed questions on page 2 of our evaluation matrix.
We did not finish our review of all the questions, however, the committee members agreed they have a feel for how to read through the proposals and how to answer and score the evaluation questions.
Each member of the committee as well as Bill Lawton and John Rowell will review and evaluate the five proposals before our meeting on 9/26.
We agreed to plan on meetings to interview all five firms on October 10 & 11, starting at 5:30 pm. We will set aside 1 hour for each interview with a 15 minute break for the committee between interviews.
The meeting was opened for public comment at 8:45; there was none and the meeting was adjourned.
Submitted by Larry Todd, secretary
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