Development Team Meeting Notes (96-99)

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Dan asked what fees each of the three companies were charging: Melvin Ma.rk Company quoted 1.75%; Mattson quoted 1.35% with not to exceed; and Milstead & Associates quote was not to exceed $330,000 based on 23 months construction. It was determined that the interview process would be used to obtain more info~mation to find the best "personality mesh" with the group. The proposals came from varipus companies ranging from the "out of the garage" to the big project management type companies. Arbuckle Costic had no "red flags" on any of the companies on the short list of three: Milstead & Associates, Larry Mattson, and Melvin Mark Co. It was recommended that a representative from Arbuckle Costic and Pence/Kelly sit in on the interviews with Randy and RG, supplying resource information on any architectural andlor construction concern that might come up. It was decided that Leonazd (Arbuckle Costic) and Dave (Pence/Kelly) be available for the interview process, but Randy and RG would have the final decision on selection. The interviews be scheduled for Wednesday, May 28'~ and it would be requested that the on-site manager or the company's key person be included in the interview process. The field would probably be nanowed down to three companies to come in for interviews. The question was raised about going with the low bidder on the contract and would anyone feel upset about this process. Randy responded that the numbers aze realistic and we aren't going ~,, after low bidder necessarily. There are issues that would be negotiable. A complete set of proposals received were left for the architect and general contractor to look at to 5ee if there aze further questions generated for the interview process. Dave and Leonard would be informed of the interview schedule as soon as possible so they could arrange their schedules to attend. Unless timing and other factors interfere, we would like to set up a partnering session in early to mid-7une for the design team and the new project manager. Randy is getting information from his daughter. Curt has used a company in Portland and he would obtain information from them as well. If there is a local group in Salem that anyone knows about, keep that in mind too. Discussions centered around Centurywest's proposal for the project manager position. They didn't appear to spend a lot of time on their proposal. However, Randy is prepared to sign another contract with Centurywest to act as interim project manager for environmental demolition services. Leonard reported that we may be working with them on de-watering on the site as well. They will be covering quite a few areas in the weeks ahead. Randy and RG each completed their own analysis of the presentations, and they agreed on 4 out of 5 that made it on short list. There was consensus in the room with 3 out of the 5 on the short list. Randy and RG will use outside sources for references to help firm up the short list. Other Issues Discussions were held on the meeting yesterday with the city of Salem. The participants felt Page 2 of 6