April 23, 2014 Joint Board Meeting with Marion County

JOINT SPECIAL MEETING
Marion County
Board of Commissioners
and
Salem Area Mass Transit District
Board of Directors
April 23, 2014
Index of Board Actions
ACTION
PAGE
Moved to approve Change Order #9 adding $13,573.06 to the contract with Structural
Preservation Systems LLC for a total of $25,074,761.41 for the Courthouse Square
Remediation Project……………………………………………………………………………
Total
County*
70.38%
Transit*
29.62%
4-5
Purpose
Original Contract Sum
$22,894,850
$16,113,395
$6,781,455
Change Order #1
($50,625.00)
($35,630.00)
Change Order #2
$144,426.86
$101,648.43
Change Order #3
$20,888.89
$14,702.63
$6,186.26 Electrical system inspection
Change Order #4
$1,174,919.25
$932,846.56
$242,072.70 Tenant improvements - Actual
Change Order #5
$406,244.34
$249,781.64
$156,462.70 Misc tenant improvements
Change Order #6
$112,041.98
$0.00
Change Order #7
$232,576.16
$73,032.87
$159,543.29 Drive aprons, misc tenant improvements
Change Order #8
$125,865.87
$68,935.43
Change Order #9
$13,573.06
$5,002.11
$56,930.44 Modular relocations, security cameras
Various final credits and costs for
$8,570.95
building & transit mall improvements
Total Change Orders
$2,179,911.41
$1,410,319.67
$769,591.75
Contract+Change Orders
$25,074,761.41
$17,523,714.67
$7,551,046.75
($14,995.00) Builder's risk insurance credit
$42,778.43 Design & demo for TI's
$112,041.98 Overhead passenger info system
*Not all change order items are allocated by percentage split. Actual charges are identified in individual change order documents.
[This meeting was video recorded and can be viewed on the CCTV website at: www.cctvsalem.org]
_________________________________
Minutes of the Joint Special Meeting
Salem Area Mass Transit District Board of Directors
and Marion County Board of Commissioners
April 23, 2014 – Page 1
_________________________________
Minutes of the Joint Special Meeting
Salem Area Mass Transit District Board of Directors
and Marion County Board of Commissioners
April 23, 2014 – Page 2
Joint Special Meeting
Marion County Board of Commissioners
and
Salem Area Mass Transit District Board of Directors
Wednesday, April 23, 2014
Courthouse Square – Senator Hearing Room
555 Court Street NE, Salem, Oregon 97301
MINUTES
Welcome
and
Introductions
Commissioner Sam Brentano called the meeting to order at 9:00 a.m. and noted that a
quorum was present:
Marion County Board of Commissioners Janet Carlson and Sam Brentano
Marion County Staff: John Lattimer, Chief Administration Officer; Jan Fritz, Deputy
County Administrative Officer; Peggy Mitchell, Contracts and Procurement Manager;
Bruce Armstrong, County Counsel; Barb Young, Government Relations Manager;
Jolene Kelley, Communications and Administrative Manager; Hitesh Parekh, Manager
Analyst; Lynne Coburn, Department Specialist; Don Russo, Economic Development
Manager; Michael Neal, User Support Specialist; Walt Beglau, District Attorney
(arrived at 9:10 a.m.)
Salem Area Mass Transit District (SAMTD) Board of Directors: President Jerry
Thompson; Directors Marcia Kelley, Steve Evans, Kate Tarter, Brad Coy, and John
Hammill (arrived at 9:10 a.m.); Absent: Director Bob Krebs
SAMTD Staff: Allan Pollock, General Manager; Gregg Snyder, Capital Projects
Manager; Sadie Carney, Community Relations Officer; and Linda Galeazzi, Executive
Assistant
Guests: Jay Thomas, Vice President, Structural Preservation Systems; Dave Clark,
Project Manager, Structural Preservation Systems; Ken Oliphant, Owner’s
Representative/Senior Structural Engineer, CASE Forensics
Presentation
Final Review
of the Scope
& Operations
Jay Thomas read a letter of thanks from Peter Emmons, founder and CEO of the
Structural Group (Attachment A). Mr. Thomas then gave a final review of the scope and
operations of the remediation project with a PowerPoint presentation from the
beginning with the field investigation, permit process, construction safety and quality
control, to the life safety and serviceability work that was done on the Courthouse
Square building, in the parking garage and on the transit mall.
Forensic
Investigation
Ken Oliphant reported on the forensic investigative work from 2010 to the RFP
development in 2011, contract negotiations in 2012, the remediation itself from 2012 to
2014, and the owners’ role in quality assurance.
_________________________________
Minutes of the Joint Special Meeting
Salem Area Mass Transit District Board of Directors
and Marion County Board of Commissioners
April 23, 2014 – Page 3
Special
Thanks
Commissioner Brentano reached out to all who worked on the Courthouse Square
project with special thanks.
Director Kelley and President Thompson recognized citizens, Geoffrey James and
Gene Pfeifer for their valuable assistance; and thanked the project team.
Director Tarter was impressed with the remediation RFP process and felt that it was a
great public engagement process for other agencies to follow.
Commissioner Janet Carlson shared that there had been 103 public meetings
regarding the remediation project; to include 27 public hearings and 23 editorial board
meetings which helped them to gain back the confidence of the public and employees.
Mr. Thomas was asked and spoke on the fifty year life span and earthquake/ seismic
expectancy rate.
John Lattimer thanked members of the project team – Peggy Mitchell, Gregg Snyder,
Bruce Armstrong, Ben Fetherston, Barb Young and Jan Fritz – and then the audience
watched a video presentation hosted by Mr. Lattimer.
Allan Pollock thanked the Marion County staff for helping Salem-Keizer Transit through
the remediation project. He said it was Marion County that had the horse power to get
the project moving forward.
Commissioner Brentano said they all knew what it took to get the project done and he
was very happy to be back in Courthouse Square.
Action Item:
Change Order
#9
Mr. Lattimer reported on the final change order for the Courthouse Square
Remediation Project that consists of 16 remaining items and contains various credits
for work that will be self-performed by the Owners, as well as costs that the Owners
have authorized to make additional improvements to the building and transit mall.
Change Order #9 adds $13,573.06 to the existing design-build contract. The District's
direct costs for this change order is $8,570.95. Portions of the Change Order are
subject to the existing cost sharing agreements with Marion County. Two items are
District-only, not subject to cost sharing agreements. Funding for the Change Order
comes from a variety of sources including legal settlements, FY2015 State LotteryBacked Bond proceeds, Federal 5307 and Transit Enhancement funds, and if
needed, the District’s Facilities Maintenance Fund.
Table 1 in the agenda showed the previously approved Change Orders and the
contract total to date:
Table 1 - Courthouse Square Remediation Project Contract Changes
Total
County*
70.38%
Transit*
29.62%
Original Contract Sum
$22,894,850
$16,113,395
$6,781,455
Change Order #1
($50,625.00)
($35,630.00)
($14,995.00)
Change Order #2
$144,426.86
$101,648.43
$42,778.43
Purpose
Builder's risk insurance credit
Design & demo for TI's
_________________________________
Minutes of the Joint Special Meeting
Salem Area Mass Transit District Board of Directors
and Marion County Board of Commissioners
April 23, 2014 – Page 4
Change Order #3
$20,888.89
$14,702.63
$6,186.26
Change Order #4
$1,174,919.25
$932,846.56
$242,072.70
Tenant improvements - Actual
Change Order #5
$406,244.34
$249,781.64
$156,462.70
Misc tenant improvements
Change Order #6
$112,041.98
$0.00
$112,041.98
Overhead passenger info system
Change Order #7
$232,576.16
$73,032.87
$159,543.29
Drive aprons, misc tenant improvements
Change Order #8
$125,865.87
$68,935.43
$56,930.44
Change Order #9
$13,573.06
$5,002.11
$8,570.95
$2,179,911.41
$1,410,319.67
$769,591.75
$25,074,761.41
$17,523,714.67
$7,551,046.75
Total Change Orders
Contract+ Change
Orders
Electrical system inspection
Modular relocations, security cameras
Various final credits and costs for building &
transit mall improvements
*Not all change order items are allocated by percentage split. Actual charges are identified in individual change order documents.
Marion County Commissioner Janet Carlson moved to approve Change Order #9
adding $13,573.06 to the contract with Structural Preservation Systems LLC for a total
of $25,074,761.41 for the Courthouse Square Remediation Project. Commissioner
Sam Brentano seconded. The motion was passed unanimously by those present.
Director Marcia Kelley moved to approve Change Order #9 adding $13,573.06 to the
contract with Structural Preservation Systems LLC for a total of $25,074,761.41 for
the Courthouse Square Remediation Project. Director Kate Tarter seconded. The
motion was passed unanimously by those present.
Adjourn
The joint meeting was adjourned at 9:50 a.m.
Respectfully Submitted,
Jerry Thompson, President
SAMTD Board of Directors
_________________________________
Minutes of the Joint Special Meeting
Salem Area Mass Transit District Board of Directors
and Marion County Board of Commissioners
April 23, 2014 – Page 5
For Minutes of the April 23, 2014 Joint Boards Meeting
ATTACHMENT A
LETTER FROM PETER EMMONS TO CH2 TEAM APRIL 23, 2014
Dear Commissioners, Board Members, and Support Teams for the CH2
Project:
As we move towards a final completion of this interesting adventure, I
would like to use this occasion to thank you all for the opportunity
afforded us to work on this project as well as your trust in the Structural
Preservation Systems Design Build Team to deliver a refreshed and
functioning facility.
Your leadership and commitment have truly taken a difficult situation
and turned it into a very positive event.
Although STRUCTURAL has completed 1000’s of strengthening
projects in the past, I can say with confidence that the entire experience
and process of working with your teams at CH2 has created a new high
water mark for our company.
We should all be proud of not just for the end result but also the
processes and cooperation between us from negotiations through
conducting the work…it was a key component to the success of this
project.
Thank you again and be safe
Peter Emmons
Founder and CEO
STRUCTURAL Group
Confidential: Any unauthorized use or distribution is prohibited.
Z:\District Share\BOD Agenda Items\06-26-14 BOD Mtg\06-26-14 F.1.a(2) 04-23-14 MINUTES Jnt Mtg ATTACH A LTR SPS re CH2 Prj.doc
06/13/14
06-26-14 F.1.A(2) 04-23-14 MINUTES Jnt Mtg ATTACH A LTR SPS Re CH2 Prj.Doc

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