1.       Call to Order

·         The meeting was called to order at 4:30 pm by Chair Ed Brady.  Nine (9) of thirteen (13) voting members were present or represented by an alternate.  Marc Thayer and Tom Welch joined a few minutes later, increasing the quorum to eleven (11).

2.       Consider and Vote on Meeting Minutes from September 16, 2026

·         MOTION: Bill Nash moved to accept the meeting minutes from September 16, 2026, and Peter Connerton seconded.

·         DISCUSSION: None

·         VOTE: The motion passed unanimously (9-0).

3.       Architect’s Update

3.1   MSHS FF&E and Technology Equipment Procurement Update

·         Matt LaRue shared the FF&E schedule for the new Middle-High School with the Committee, which is as follows:

·         Bid advertisement placed: September 15, 2026

·         Bid released: September 16, 2026

·         Bid period: September 16-30

·         Bid package approved: no later than October 30, 2026

·         Purchase Order issued week of November 2^nd

·         FF&E Production phase: November 2026 – June 2027

·         Phase I Installation: June 14, 2027 – July 9, 2027

·         Phase II Installation: July 9, 2027 – July 30, 2027

·         FF&E Closeout: August 2027

·         Matt informed the Committee that ten vendors have responded with proposals, with some providing pricing in almost all categories.  Some offered alternates.  HMFH’s consultant is evaluating the bids now and should be finished by Friday, October 16^th.

·         Justin Bernard stated that Colliers can have the recommendations ready to present to the Building Committee by Tuesday, October 20^th. 

·         Chair Ed Brady suggested that another special meeting be scheduled next week to review Colliers’ recommendations.  The Committee will discuss this later in the meeting.

·         Colliers is working on the technology procurement schedule now.

4.       Owners Rep Update:

4.1   MSHS ePlus E-RATE 2026 Cisco Network Solution proposal review

·         Justin Bernard informed the Building Committee of a request to award the Cisco network solution proposal to ePlus Technology, Inc.  The proposal was put together with input from the Middletown Public School’s IT Group. 

·         The proposal includes network switches, network modules, stacking equipment, SFP modules, wireless access points, and associated licensing and accessories for $799,472.20, consisting of a Universal Service Administrative Company (USAC) share of $219,945.20 and a customer share of $579,527.00, which is RIDE reimbursable.

4.1.1          Consider and Vote to approve the MSHS ePlus E-RATE 2026 Cisco Network Solution proposal. 

·         MOTION: Don Morin moved that the Building Committee make a recommendation for the School Committee and Town Council to award the E-Rate 2026 Cisco Network Solution to ePlus Technology Inc. in the amount of $799,472.20 for network equipment and related licensing to support the new Middletown Middle High School.  This award will be applied to the Data/Telcomm Equipment Budget Line Item of $3,188,000.  Additional IT Equipment procurement is ongoing and is expected to be at or under the current budget.  Tom Welch seconded the motion.

·         DISCUSSION: Chair Ed Brady asked if we needed to approve the full amount or just the customer share and Justin explained that the full amount needs to be approved but that the vendor will then pay the USAC share.

·         VOTE: The motion passed unanimously (11-0).

4.2   MSHS Project Update

·         Justin shared information from Gilbane’s monthly dashboard report.

·         Safety Update

·         Justin informed the Committee that there has been no change to the safety metrics, while acknowledging that a contractor had passed away from a non-work-related condition while on the job site.

·         Document Control

·         64 Submittals in review

·         13 RFI’s (Requests for Information) in review

·         Schedule

·         Upcoming milestones include metal panel and curtainwall installation.

·         Financial Status (as of September 30, 2026)

·         Estimated PCOs (Potential Change Orders): $2,622,218.

·         Progress Photos

·         Drone Flyover – Justin shared the drone flyover from September and walked the group through some recent photos of construction progress.  Masonry façade and windows on the High School section are moving along at a good pace.  The first two skylights have been installed, and the high school elevator installation is nearly complete.

4.3   Forest Avenue Schematic Design RIDE Stage III Update

·         Justin informed the Committee that the Schematic Design was approved by RIDE on October 6^th and that Design Development is proceeding. 

4.4   Master Schedule Update

·         Justin stated that there have been no changes to the major milestones.  The only real change is that the building envelope has been pulled back about a week and a half.

4.5   Budget Update

·         Justin shared the following budget update.  The only change in funding from last month was an increase in bond interest of $100K.

·         Project Funding Available: $203,501,162

·         $190,000,000 Bond Funded

·         $484,308 Appropriation from General Fund

·         $6,000,000 Bond Interest (as of October 2, 2026)

·         $5,700,000 Bond Premium

·         $249,751 NEVI Grant

·         $1,067,103 Welding Shop Grants

·         Project Budget: $203,172,300

o   Middle/High School: $174,690,200

o   Valley Elementary: 20,182,100

o   Forest Avenue Elementary: $8,300,000

·         Expenditures to Date: $86,222,600

·         Contracted: $174,024,900

·         Total Anticipated Costs (excluding Contingences): $196,931,700

4.6   Four Week Look Ahead

·         The MS/HS project will continue with exterior utilities & drainage, Air Vapor Barrier, exterior masonry, roofing, exterior windows, skylights, interior framing & sheathing, acoustical ceilings, interior painting, HS elevator wrap-up moving to the MS elevator, MEP fire protection rough-in, and FF&E procurement.

·         The Valley Elementary Phase III pre-planning, FF&E procurement and playground procurement are all in process.  A pre-bid meeting for the playground equipment took place earlier today, with three vendors attending. 

·         Michelle Fonseca added that the school department has received a grant to pay for the design of new courtyards at the future elementary school.  Ideas for the design came from the school staff and students.

·         The Forest Avenue Elementary School RIDE Design Development phase will continue.

5.       School Building Committee Update

5.1 Cultural, Historical, Memorial Subcommittee Update

·         Bill Nash stated the next meeting of the Subcommittee is planned for early November.  The group has made lots of progress in many areas, including the wall graphics, athletic Hall of Fame, display cases, monitors outside the gym and at the entrances, the stairwell map design and banners in the gymnasium.  He added that a new school district logo has been approved by the School Committee.

·         Regarding memorials, the subcommittee is discussing plans for memorializing JH Gaudet and those who the planetarium and gymnasium are named after.

·         Matt LaRue agreed to bring an update to the Building Committee at either the November or December meeting.

5.2 Four Week Look Ahead

·         Ed Collins explained that packing guidelines have been shared with the school staff and that packing is now underway.  Boxes have been distributed and all packing will be done by the school staff before the school year ends as the plan is to hire movers, not packers. 

·         The Committee discussed the upcoming meeting schedule.  After discussing the need to review RTA recommendations from Colliers, the group decided to schedule a special meeting on Thursday, October 22^nd at 4:30pm to review the proposals for the FF&E at the Middle-High School.  The group also agreed to postpone the November 11^th meeting to November 18^th to allow time for to review the proposals for the FF&E at Valley Elementary.

·         MOTION: Don Morin moved that the Building Committee schedule a special meeting on Thursday, October 22nd at 4:30pm to review the proposals for the FF&E at the Middle-High School and to postpone the November 11th meeting to November 18th to allow time for to review the proposals for the FF&E at Valley Elementary. Tom Welch seconded.

·         DISCSSION: No additional discussion.

·         VOTE: The motion passed unanimously (11-0).

Adjournment:

·         MOTION: Tom Welch moved for the Building Committee to adjourn at 5:38pm and Don Morin seconded. The motion passed unanimously (11-0).

Respectfully Submitted,

Don Morin