Courthouse Square Internal Staff Team Minutes

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1. Update on Architectural/Engineering Services ~ Billy Wasson welcomed Dan Petrusich and Craig Lewis, Melvin Mark Companies to the meeting. They will now be attending these meetings since their contract has been approved by the BOC and is awaiting transit board approval. John Whittington and Billy Wasson met with Arbuckle, Costic Architects and summarized these meetings. The goal was to negotiate more credit for past work in the architects contract which had about $425,000 invested in previous design. Arbuckle Costic came back with $180,000 credit and agreed to split one half of the costs for cost estimation services (roughly $22,000 in services), which will be sourced out to a cost estimating service. We will receive about $190,000 credit against current architectural services . There aze appro~mately $50,000 in outstanding invoices, split 50/50 between basic services and additional seivices. Arbuckle will provide from their perspective what the costs would be over the course of the project. It should be less than what is reflected in the proforma now. Transit will be working on a sole source letter to the FTA to accept Arbuckle Costic Architects as the architect for the project. Dan Petrusich will contact Alan Costic at Arbuckle Costic directly regarding the cost estimating service they contacted. The architect/engineering contract needs to be re-edited on the basis of hard bid rather than guazanteed maximum cost approach. John Whittington and Billy Wasson will review this with Ben ~ Fetherston, transit's legal counsel. Dan Petrusich offered services of their contract specialist to review and Billy Wasson will get a copy to them. 2. Lease Studv Ken Roudybush had put out a Request for Quote (RFQ) for a lease study and received two (2) replies: Spencer Powell (Salem) bid $18,000 and Palmer, Groth & Pietka, Inc. (Portland) bid $5,500. Both companies could provide information within 10-12 days. Transit had concerns that the report could generate information that is not expected without seeing a draft first. We have been nailed on "should and maybe's" earlier. Randy Franke is comfortable with the $5,500 bid. Internal staff has put together numbers, but the newspaper has put us in a position where a.n independent review is necessary. There was concern about the difference in price quotes and if both companies were making like comparisons. Dan Petrusich and Ken Roudybush would contact Palmer, Groth, & Pietka, the low bidder and re-iterate the standards and assumptions and make sure the report would address the issue we need to cover for SPOC. The time frame for completion of this work would be two weeks from authorization by county administrator. That would put it a report back in time for review before the ne~rt SPOC meeting. 3. Proiect Budget The budget sheets that were handed out at the beginning of the meeting were reviewed and team members were asked to scrutinize them for accuracy. Randy Franke raised an issue of funding ~ Page 2 of 6