PV roof committee confirms RFQ is live, sets review and interview schedule for designer selection

Mike Alexander, chair of the PV roof replacement committee, opened the meeting on June 22 and reviewed the first agenda item: the designer-selection process to secure an Owner's Project Manager (OPM) for the PV roof replacement project. He told members the RFQ and related documents are available online and on the central register, and that the solicitation is active.

Marlene, who the group addressed by name during the meeting, said the RFQ is visible "on the website and in on the central register" and emphasized the town’s procurement practice: "So it is a live solicitation...everything will stay closed and sealed until the due date at noon, and everything will be opened at the same time." The committee discussed plan-holder registration and how the town will provide RFQ copies and scoring sheets after the due date.

Committee members reviewed the planned evaluation process. Members will receive blank scoring forms for each responding firm and may return evaluations either on paper or by email using Word files Marlene will circulate. A member summarized the schedule: responses are due July 10; members will independently score submissions and return their evaluations to Marlene; she will compile the results and return a summary by July 22 so the committee can set interview finalists.

The committee agreed to interview the top-ranked firms in person. The group generally favored interviewing three finalists but noted past processes sometimes expanded to four when composite scores were close. The committee settled on a format similar to recent practice: roughly 30 minutes for presentations followed by about 15 minutes of questions.

Mike Alexander said the committee plans a preparatory meeting on July 22 at 3:00 p.m. (Zoom) to compare written scores and finalize the finalist list. In-person interviews are tentatively scheduled the week of July 27–30, with members suggesting a July 29 evening start so interviews can be completed in one night if possible.

Michael Rausch of the Boren Enterprise confirmed he was recording the meeting: "I am audio recording the meeting." The chair closed the discussion on the RFQ process by asking members to register as plan holders if they wished to access the RFQ before it closes.

Next steps: responses due July 10; individual scoring returned to Marlene; compilation and committee review on July 22; finalist interviews the week of July 27–30, with a tentative July 29 start time.