The Town of Millis School Building Committee authorized starting a construction‑manager procurement “at risk” so firms can prepare proposals before the holiday break and be onboarded in early March if the ballot passes.

Unidentified Speaker 2, who outlined the timeline, said the process would begin with an application to the state Inspector General and an advertised prequalification notice targeted to run on Dec. 3. The committee was told firms would submit RFQs for a February review, with full proposals expected around Feb. 4, interviews the week after the February break and a recommendation by early March to align with Vertex’s pricing‑set package.

The committee also authorized a $655 ProjectDOG web‑hosting fee for public posting of the initial procurement documents, to be submitted as a reimbursable expense. “For the first stage, I like to do it publicly and have that up on an official website,” Unidentified Speaker 2 said.

Members discussed the benefits and limited risk of starting the procurement before the Dec. 8 ballot: if the ballot fails, the procurement would be canceled with little downside to the town. The committee was told by Unidentified Speaker 2 that early action gives firms time to assemble teams and delivers proposals before the typical holiday slowdown.

To manage the selection, the committee voted to establish a five‑person prequalification committee (a subcommittee). Unidentified Speaker 3 moved to create the panel consisting of the named local participants and the Vertex representative; Unidentified Speaker 1 seconded and the motion passed by voice vote.

Unidentified Speaker 2 explained the statutory minimum for such a committee is four members and that the subgroup will evaluate RFQs, develop a shortlist of three to four firms for the RFP phase, run interviews and then recommend an award to the full committee.

The committee discussed expected market interest. Unidentified Speaker 2 estimated six to ten proposals for an ad‑reno project, noting Vertex has already spoken with several construction managers who plan to attend the walk‑through. The committee asked that members be allowed to observe interviews and comment, even if they are not voting members of the subcommittee.

Next steps: Vertex will file the application to the Inspector General, advertise the RFQ on Dec. 3 if authorized, and Vertex and town staff will present a design‑development work plan at the committee’s December meeting.