Notification letters had been dispatched to firms, while two addendums addressed various inquiries raised by the respondents. With six firms advancing to the RFP stage and two subsequently withdrawing, the committee focused on the remaining contenders, preparing for interviews scheduled on December 15th and 16th.

A central theme of the discussion was the necessity for standardized questions during interviews. This approach aimed to ensure equity among competing firms. However, a consensus emerged that while having a base set of questions was essential, allowing follow-up questions was equally important. These would enable a more conversational interview style, fostering a clearer understanding of each firm’s capabilities and approach. The committee agreed to meet 15 minutes prior to the interviews on December 15th to finalize these questions, with members to review and consolidate them beforehand.

A logistical plan for the interviews was also established, proposing a 50-minute session for each firm: 25 minutes for presentations, 20 minutes for questions, and 5 minutes for closing remarks. This structure was designed to facilitate a thorough yet fluid discussion, accommodating the tight schedule between interview sessions. The committee recognized the challenge of reviewing substantial RFP documents in advance, considering a division of labor approach to manage the workload more effectively.

The meeting location was confirmed at the Reuben Library in Littleton, with the importance of a respectful and distraction-free environment underscored. Firms would present in isolation. Technical provisions, including screens and projectors, were available for firms to deliver their presentations using various formats.