Westborough municipal building committee sets RFP timeline and small review panel for golf-club project
May 02, 2024 | Town of Westborough, Worcester County, Massachusetts
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The Town of Westborough municipal building committee on May 1 reviewed the request for proposals (RFP) developed with Shab and set key procurement dates for a project involving the town golf course. A committee member reported the RFP was posted in the state central register the previous Monday and that a pre-bid conference and walk-through is scheduled for May 7 at the golf club.
The committee recorded these deadlines: written questions due May 17; submittal closing date May 23; target award by June 15; and a final report and presentation by September so the project could be discussed at town meeting. “The next key date is a pre bid conference, at the golf club itself, next Tuesday, May 7,” said an identifying committee speaker during the meeting.
Members debated distribution channels for the RFP. Staff noted the state central register and BidNet are standard distribution outlets but that BidNet requires a paid subscription (about $110 a year) that may deter smaller firms. Committee members asked staff to check whether the RFP could also be posted on the municipal building committee section of the Town of Westborough website to broaden public visibility; the group asked Rob to follow up with Shab to confirm posting details and to correct an address error on BidNet that listed “121 Main Street” instead of the correct West Main location.
To manage evaluation workload, the committee agreed to create a small screening group—up to three members—to review proposals and shortlist finalists based on the RFP criteria. The screening group will evaluate written proposals and bring finalists back to the full committee for interviews and final selection. Members suggested a candidate interview schedule of roughly 30 minutes per finalist (15 minutes presentation, 15 minutes questions) and proposed a full-committee finalist interview session on June 5 beginning at 8 a.m.
The committee discussed logistics for notifying finalists: materials will be screened after the May 23 close, and the committee agreed to notify selected finalists with at least one week’s notice so they can prepare presentations. Members emphasized keeping the screening group small so that the group’s work does not create a quorum issue for unscheduled public meetings.
Procedural action at the start of the meeting: the committee approved minutes from its April 10 meeting by unanimous vote.
What’s next: the pre-bid walk-through at the golf club on May 7; proposals are due May 23; the screening group will review submissions and the committee expects finalist interviews on June 5, with a target award by June 15.
The committee recorded these deadlines: written questions due May 17; submittal closing date May 23; target award by June 15; and a final report and presentation by September so the project could be discussed at town meeting. “The next key date is a pre bid conference, at the golf club itself, next Tuesday, May 7,” said an identifying committee speaker during the meeting.
Members debated distribution channels for the RFP. Staff noted the state central register and BidNet are standard distribution outlets but that BidNet requires a paid subscription (about $110 a year) that may deter smaller firms. Committee members asked staff to check whether the RFP could also be posted on the municipal building committee section of the Town of Westborough website to broaden public visibility; the group asked Rob to follow up with Shab to confirm posting details and to correct an address error on BidNet that listed “121 Main Street” instead of the correct West Main location.
To manage evaluation workload, the committee agreed to create a small screening group—up to three members—to review proposals and shortlist finalists based on the RFP criteria. The screening group will evaluate written proposals and bring finalists back to the full committee for interviews and final selection. Members suggested a candidate interview schedule of roughly 30 minutes per finalist (15 minutes presentation, 15 minutes questions) and proposed a full-committee finalist interview session on June 5 beginning at 8 a.m.
The committee discussed logistics for notifying finalists: materials will be screened after the May 23 close, and the committee agreed to notify selected finalists with at least one week’s notice so they can prepare presentations. Members emphasized keeping the screening group small so that the group’s work does not create a quorum issue for unscheduled public meetings.
Procedural action at the start of the meeting: the committee approved minutes from its April 10 meeting by unanimous vote.
What’s next: the pre-bid walk-through at the golf club on May 7; proposals are due May 23; the screening group will review submissions and the committee expects finalist interviews on June 5, with a target award by June 15.
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