4J Stadium. June - September 1999

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AUG -26 -1999 08: 07 SD4J FACILITIES MANAGMENT 15416873686 P.03/13 Eugene Public School District No. 4j Appeal of Decision Letter August ?.A, 1999 Page 3 of 5 they had no experience designing, specifying, and inspecting. This fee was significantly Tess than the fee we proposed in the original proposal but in the publics best interest we were attempting to work with WBGS to meet their requirements for fee. In an additional attempt, we also included In this fee all of the track and field modlfications/upgrades related to the synthetic turf fields (ie. the javelin area relocation at Sheldon) since it relates to the synthetic turf fields and Doug has expertise in this work (he is a spelt architect). Bill Seider appeared agreeable to the idea and was surprised we would also include the field modifications and engineering for the areas around the field. including connecting to the City system. He told us to put this in letter form and fax it to him. We have attached a copy of this letter dated August 20, 1999. He said he needed to run it by their contact at Cameron- McCarthy-Gilbert Monday before a fee negotiating meeting they had scheduled with Bill Hirsh at 1 :30pm that day. We received a call from Bill Seider on Monday, August 23 around 4:00pm stating that they had reviewed our proposal and felt this fee was too high and that we would have to do all of the design for the fields including engineering for 375,000 or they would attempt to complete this work themselves. We obviously were very disappointed that they would take this tact and it also reconfirmed to us their lack of experience, qualifications and knowledge of what it takes to complete the Athletic Fields Component of this project. it also seems ironic that WBGS, who is $164,285 higher than WRG Design in overall fee, was now telling us we were too expensive. Our proposed fee of $210,800 to WBGS was only 35% of the 3600,000 fee proposed by WBGS and would be used to complete 51 % of the work. This fee allowed WBGS $389,200 to complete the design of the parks and to manage the project. This mandate to reduce our fee to 12.5% of the overall fee was preposterous and obviously immediately stopped any negotiations for WRG Design to work with WBGS in a cooperative effort. The public's interests were obviously not the focus for the selected team. Schedule We were told by Bil Hirsh after the interviews that the committee was impressed with our presentation of the project schedule and approach. We prepared a detailed schedule (reduced copy attached) that we felt was realistic and met the final substantial construction completion date in the RFP of 8/1/2000. We developed this timeline based on our experience with these types of multi -use projects, which require consensus building with the various user groups. We explained in our interview that the schedule is extremely tight. Bill mentioned in the interview that we had taken all of the slack out of the design element of the schedule by pushing the completion of the CD's to 1/19/00. Based on our experience, however, we felt this a realistic approach understanding all of the elements and sign -ofd's we would need before completing construction documents, ano due to the holiday season we would be up against during the heat of the construction document stage We did state that our fee included any necessary overtime to stay on this schedule. We were asked, that if selected could we schedule the kickoff meeting for Friday 8/20/99. We said we could do that or sooner if you would like and that we would need to start establishing dates for the user group meetings immediately. We also Stated that the site surveys needed to be completed immediately to not hold -up the schedule. Again, this schedule was based on our recent experience with these types of projects; Hillsboro Sports Complex and the Lake Oswego /Lakridge Synthetic Turf/Track Improvements Project. We also understood that Bill had talked with at least one of our references, Jennifer Joiner on the Lake Oswego /Lakeridge project, who gave us a positive and glowing recommendation.