The committee’s review of the Elmwood School project highlighted critical adjustments to the construction timeline. The issuance of the 90% drawings and estimates was postponed to January 10, primarily to prevent conflicts with holiday schedules that could impede consultants’ focus on the project. Consequently, the bid date was deferred by a week to ensure careful preparation and coordination with the Massachusetts School Building Authority (MSBA), targeting a submission date of February 14. The committee expressed confidence that these modifications would minimally impact the overall construction duration, considering the already generous construction schedule. The target for substantial completion was set for October 31, 2027, followed by a two-month move-in period.

Discussions emphasized the importance of securing necessary approvals from the MSBA. Despite the delay, the new timeline was deemed acceptable, enabling a strategic approach to project milestones.

Following the timeline deliberations, the committee addressed the selection of a third-party firm for code compliance and inspections. After evaluating proposals from four firms, the committee approved Fireo Consultants as the third-party reviewer. This decision followed a unanimous vote, with Fireo Consultants emerging as the most economical bidder at approximately $6,800. The proposal, despite including additional fees for extra inspections and consulting services, was still lower than competitors’ bids, solidifying their selection.

In the realm of road improvements, the committee introduced a new visual aid focusing on enhancements for Hayden Row. The permitting process, distinct from the planning board’s jurisdiction, required the Conservation Commission’s approval due to potential impacts on nearby wetlands. The committee planned to submit final plans for these improvements by November 26, anticipating a review by the Conservation Commission in mid-December. This timeline allowed for possible additional meetings in January to finalize approvals. Coordination with the Department of Public Works and utility companies was highlighted as crucial, with work on road improvements projected for the summer of 2026.

The meeting also addressed stormwater management, with recent infiltration tests revealing that the ground absorbs water at a higher rate than previously assumed. This finding, a positive factor in light of current drought conditions, was noted as beneficial for the project. However, soil risks related to the removal of large volumes of soil were acknowledged, with logistical challenges anticipated if wet conditions prevailed.

Attention turned to plumbing drawings, with an updated set from Perkins Eastman undergoing review. These drawings would be marked for necessary changes before being forwarded to the Vertex team, with a status update expected in December. The committee also discussed pre-qualification efforts for contractors. This process would determine contractor eligibility for bidding on the project.

Lastly, a brief note was made regarding costs incurred by Perkins, specifically a $4,000 mobilization fee for a surveyor to stake Hayden Row. This cost would be processed as part of the reimbursables allowance within Perkins’ contract. An inquiry about a test well related to groundwater monitoring was addressed, with field testing completed but the report yet to be processed.