Pat McGough, WLWV Remo Douglas, WLWV Tony Vandenberg HEERY Karina Ruiz, DOWA-IBI Group Norm Dull, DOWA-IBI Group

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1 DULL OLSON WEEKES - IBI GROUP ARCHITECTS, INC. 907 SW Stark Street Portland OR USA tel fax DATE: May 7, 2015 PROJECT: WLWSD 2014 Bond Planning PROJECT NUMBER: MEETING NUMBER: 009 COMMITTEE MEMBERS: (Attendees in bold) Tim Woodley, WLWV Amy Berger, WLWV Pat McGough, WLWV Remo Douglas, WLWV Tony Vandenberg HEERY Karina Ruiz, DOWA-IBI Group Norm Dull, DOWA-IBI Group DISTRIBUTION: All of the above The following was noted: GENERAL The environmental consultant RFP is due today. The selection committee will review proposals and interviews may be scheduled. This consultant will work directly for the District and can assist in preparation of a Phase 1 ESA & all abatement work. WLWV Closed Top 3 scoring firms will be interviewed today. PBS, PSI, & TRC. A selection will be made after all interviews are conducted. PBS was the top ranked firm coming out of the interviews and Tony is working with them to develop a rate sheet. Tony to have a contract out to them early next week. Remo indicated that contracts will go out to PBS today. There are task orders that will be created for District AHERA management as well as Phase I ESAs as those are scoped out. Tony has rates and will work to get the contracts back and get them signed up. Contracts are out for signature for the environmental consultant. Contract still hasn t come back and Tony is following up. The contract has been executed. IBI Group is a group of firms providing professional services Dull Olson Weekes - IBI Group Architects, Inc. is a member of the IBI Group of firms

2 WLWV The MEP and Civil RFPs were first advertised on Monday and they are due on 3/23. The interviews are tentatively scheduled on 3/26 for civil and 3/27 for MEP. Landscape & Testing, Inspection & Geotech will be advertised on Monday 3/16. MEP & Civil Proposals are due Monday. There will be a quick turnaround to get proposals read and interviews scheduled end of next week. The team will come up with questions to ask firms in those interviews. Landscape and Testing & Inspection are out now. The Testing & Inspection RFP allows for 2 firms to partner together to accomplish both Testing and Inspection work. The Civil & MEP interviews are being held today and tomorrow, respectively. GHD, kpff and OTAK were shortlisted for Civil and Mazzetti, PAE and Interface were shortlisted for MEP. Landscaping and Testing & Inspection RFPs close on Monday. Civil & MEP interviews were held and KPFF and PAE were the recommended firms. We are working on getting contracts out and signed. Landscape proposals came in Monday and interviews are being held today. Testing & Inspection and Geotech proposals came in Monday but we have a revision that needed to happen and we are back out on the street advertising this week. Proposals due April 16 th. The Civil contract is prepared and Mark Wharry needs to provide the signed copies to the District for Bill s signature. Task orders will be developed for direct civil work this summer. The MEP contract is prepared and PAE needs to provide the signed copies to the District for Bill s signature. The selection of the landscape architect is still underway. The leading firm will cease operating in Portland in September so the District is stopping negotiations with them. Murase has agreed to withdraw their proposal. The selection committee agrees that the District should begin negotiation with the 2 nd place firm since they are equally qualified and the scoring was so close. The Testing & Inspection and Geotech RFP is back on the street and proposals are due April 16 th. Civil and MEP contracts have both been executed. Landscape Architecture Contracts are out to Walker Macy for signature. Testing & Inspection and Geotech proposals are due today. Walker Macy s contract is out to them for signature. Carlson Testing has been selected for the Testing, Inspection & Geotech and Remo will be generating a contract for them.

3 The Walker-Macy contract has not been signed yet. The Carlson Testing contract is also out to them for signature. The Walker-Macy contract has been executed. Still awaiting the Carlson Testing contract. The District will look to get pricing from three printing companies for use on all Bond related printing. Remo and Karina will work together to figure out what we want to get prices for. Remo will send the WP&BP contract to Karina to use as a base of what printing services are needed and then Remo will create a proposal. Karina to request the services table from WP&BP and provide this as the template for the informal proposals for printing companies. Tony will call WP&BP to request a service table to use for informal proposals for printing. Karina forwarded WP&BP s list of services to Tony. This can be the basis for the informal RFP. Tony has a rate sheet and will do an informal bid selection process. Tony is working on creating an RFP. Progress has been made, but the RFP is in development. City of Wilsonville has a traffic engineer on staff, DKS, through the permitting process. City of West Linn does not. The District will get proposals from 3 firms. Tony to write up RFP. The Traffic Engineering Consultant could possibly then help with the Safe Routes to School work to be done. Tony will prepare an RFP for the Traffic Engineering consulting for work in West Linn.. The RFP is complete and will be advertised next week. The RFP for District-wide traffic support is on the street and proposals are due May 6 th. Proposals are due next week. 2 proposals were received. DKS and Kittelson provided proposals and the selection committee will proceed with selecting the top firm.

4 Closed The District will be posting a job posting for a Project Manager to supplement the bond team. The PM job posting has advertised and closes April 27 th. The PM job posting will close on Monday. The posting closed and there were 5 submittals. The District will review these and make a selection. The selection committee will meet tomorrow to discuss proposals. There are a number of DOWA SA s. Karina has contract numbers and will receive approx construction budgets and concept narratives and standards for DOWA projects. Remo & Tony to develop construction budgets and narratives for these projects to Karina. Karina is developing these Supplemental Agreements. The SAs for programming and concept design on the 2 schools and the summer work should be complete this week. DOWA is looking to schedule a screening of the documentary Most Likely to Succeed and thinks WLWV is a great place to highlight. Karina to talk with the Superintendent about this. Closed NEW WILSONVILLE MIDDLE SCHOOL AT ADVANCE ROAD Tony has developed a preliminary project schedule and will send it to DOWA-IBI. The pre-application schedule would need to consider the requirements for design review and would likely require the level of completion of approximately 50% Design Development. DOWA-IBI and Tony to confirm the final schedule. WLWV-TW DOWA-ND Karina met with Tony and Remo last Friday to go over the schedule for both the new middle school and Sunset. Tony has also gone over the schedule with Keith and made some adjustments. We need to have a master plan meeting before the schedule can be nailed down. Amy to schedule Master Plan Meeting as well as then a Scheduling Meeting for the new Middle School. These meetings are scheduled for tomorrow for Advance and Wednesday for Sunset. These meetings happened and there is some concern over scheduling and delivery methods. Heery and DOWA-IBI will prepare to meet with the Superintendent, Board Chair, and Vice Chair with Tim to discuss options. Tim to schedule. The meeting is confirmed for next Tuesday at 8AM. The team talked about a preliminary plan that shows 12 months for design (June 1, 2015

5 K. Liden N/A through June 1, 2016) and contemplates two packages (a site package that would go to bid/permit on April 1, 2016 and a building package that would go to bid/permit on June 1, 2016). This would allow the contractor 2 months to do the sitework and site utilities and 11 months to construct the building with a completion date of July 1, This schedule still requires that we move expeditiously through programming and design and this will be the basis of the discussion with the Superintendent on Tuesday. Norm, Tony & Tim met with Bill on Tuesday. There was no objection to the middle school approach of two packages, we will proceed. We will have a better understanding of the permitting schedule after the pre-application meeting today. Karina to get Mark to tell us to when he can develop a site package. Keith and Tony met with the City to review the proposed permitting process and Tony is going to update the schedule. The traffic study and the wetland delineation may be the critical path for the Stage I Site review. Tony is working with the City to get DKS engaged for the traffic study. Tony will also get a wetland consultant engaged. DOWA & the District are meeting with the City to review the site design & DOWA can develop the necessary site master plan bubble diagram as soon as there is agreement on the site concept. Mark Wharry is also meeting with the City to review ROW & Utilities and will send out notes about that meeting. Tony has developed a scope of work for DKS and is working with the City to get this executed. Tony will meet with the Wetland consultant early next week. DOWA developed the site master plan bubble diagram and Keith is working with Mark Wharry to develop the narrative to accompany the Stage I submittal to the City. Compass is putting together a legal description of the property that will be used ofr annexation purposes. Once an environmental consultant has been selected, they will commence a Phase I Environmental Site Assessment for the site. Environmental consultants are interviewing today. PBS has been selected and will engage with the Phase I ESA as soon as possible. Amy to research the Advance Road file for any and all information pertinent to the site development. Amy didn t find anything in the file. PBS has a contract and we re awaiting it back. PBS will undertake a Phase I ESA once they are under contract.. Waiting for the PBS contract to be executed. The contract to PBS just went out yesterday. Tony to get them started on the Phase I ESA early next week.

6 Tony to follow up with PBS because we still don t have a signed contract back from them. We will begin the ESA work as soon as possible. PBS is under contract and they have been given a task order for the Phase I ESA of the 2 acre parcel adjacent to the Advance Road site. Tony is coordinating with them on the date for the site visit The School Board approved resolution to authorize the Superintendent to sign the sales agreement for the 2-Acre property at the Lowrie/Advance Road site on May 4 th Kpff-MW Karina and Mark are reviewing the parking count for the middle school. There is an interpretation that needs to be clarified regarding the min/max parking counts that we will clarify with Steve Adams. There are additional requirements that get triggered when there are more than 200 parking spaces. Mark is suggesting that we provide 200 parking spaces. The District is considering maximizing parking on site. Mark will clarify the minimums and maximums and we will work with the maximum number (either 230 or 275, depending on the interpretation) The new storm water requirements may trigger an abundance of water quality swales. Mark would like for the District to provide infiltration rates for the site as soon as possible. Tony to have the geotech provide this info as soon as possible. Karina to work with kpff and Froelich Engineers to determine the geotech scope of work. REPLACE SUNSET PRIMARY SCHOOL Remo to confirm with Keith if a Phase I ESA will be required on this site. Once PBS is under contract, they will undertake the Phase I ESA.. The contract is out to PBS for signature. A Phase I ESA will commence after the contract is signed. The contract is still out for signature. The District feels that for due diligence a Phase I ESA is prudent. The Phase I ESA will be scheduled after the Environmental Site Assessment at Advance Road is complete. PBS is under contract and there is a task order in development for the ESA at Sunset Concurrent to the design of both new schools will require a Safe Routes To Schools (SRTS) plan. Remo and Tony to research the ORS requirements for this.

7 Closed Tony and Remo are reading into Safe Routes to Schools Plan. Tony spoke with Nell who will forward some helpful information along.. Remo & Tony to confirm who can provide SRTS consulting by the end of the day on Tuesday 3/31 so that Tim can bring this information to a meeting with the City of Wilsonville to review the Frog Pond planning.. Tony will talk to DKS.. The RFP for this work will go out next week.. Tony to get out to advertise next week. The RFP for District-wide traffic engineering support is on the street. The RFP for District-wide traffic engineering support closes on 5/6. The proposals are in and will be reviewed. See item We are scheduled for a pre-application meeting with the City of West Linn, May 7 th 11:00am. Keith submitted the packet and Amy has made the payment. This meeting is scheduled for next week. The meeting is scheduled for today Remo to develop a public outreach process and schedule. LOWRIE ROOF GARDEN ENCLOSURE DOWA-IBI provided the drawings for the Land Use submittal to Keith yesterday. Keith is writing the narrative to submit. We are still awaiting word from the City of Wilsonville regarding the Traffic Study and the plumbing fixture counts. We are still awaiting word from the City regarding the Traffic Study. Remo is working with Keith to get the application submitted. The landuse application was submitted on Friday to the City. We are awaiting news about the traffic study and will ask Keith to follow-up with Steve next week. We have not heard anything back from the city. We will need to look at a schedule to get this out to bid. There still is no word from the City. DOWA and their team are working to deliver construction documents on May 8 th and will continue to do so until we hear back from the City. The City has not made a determination of whether or not a traffic study is required so we will continue to wait for the completeness review.

8 DOWA is moving towards completion of the documents. DOWA will submit a 90% cost estimate set sent to the District and Stan on Friday. WLHS 700 BUILDING ADDITION & RENOVATION WLWV-TW Tim to review the schedule for design & programming meetings with the District Admin WLWV-TW Tony to work with Lou to determine the design committee for this project. The schedule currently contemplates four design committee meetings and a day of tours before the summer. Tony to go talk to Lou next week. Tony talked with Lou yesterday and they are establishing a design committee to work with DOWA-IBI. Amy will work with Karina to schedule these meetings. The Ed Spec meetings are scheduled. Tony has asked Karina to put together a SA for this project. The first ed spec meeting is next Tuesday. Tony to develop a budget and scope of work for the Supplemental Agreement and get this to Karina following that meeting. The kick-off meeting occurred and it went really well. There will be three more meetings of this group prior to the end of the school year. Thea is developing the supplemental agreement based on the kick-off meeting. There was subsequent program meeting. Not all of the participants were present. DOWA will need to drive this process more firmly. Tony to schedule the pre-application meeting with the City of West Linn. Tony is working with Keith on this and DOWA will provide him with a site plan. WHS PERFORMING ARTS ADDITION & RENOVATION WLWV-TW Tim to review the schedule for design & programming meetings with the District Admin. Remo to work with Aaron to determine the design committee for this project. The schedule currently contemplates four design committee meetings before the summer. Remo to work with Aaron.. Remo talked with Aaron & Dennis Burke yesterday and they are establishing a design committee to work with DOWA-IBI. Amy will work with Karina to schedule these meetings.

9 Dennis gave us committee member names yesterday. Amy and Karina working together to get meetings scheduled. The first Ed Spec meeting is scheduled for next Wednesday. Remo to develop a budget and scope of work for the Supplemental Agreement and get this to Karina following that meeting. The kick-off meeting occurred and it went really well. There will be three more meetings of this group prior to the end of the school year. Thea is developing the supplemental agreement based on the kick-off meeting. The subsequent meeting was held yesterday and the design process is going well. DISTRICT-WIDE SAFETY & SECURITY Two RFPs from national firms were received and there are interviews scheduled for next week WLWV-TW WLWV-TW WLWV Interviews concluded yesterday. Scores have been calculated and a recommendation will be made next week for a consultant. Elert & Associates has been tentatively selected. Tim to call them to talk about initial scope. After this is determined, a master agreement and preliminary task order will be generated. The contract with Elert & Associates is underway. Scope of work for District-direct as well as architect supported projects is being developed. We need to schedule a meeting for Elert to come to town to discuss this scope and perhaps perform site visits. The district is awaiting the signed contract back from Elert & Associates. Elert & Associates contract has been signed. There is a kick-off meeting scheduled for 5/5. This meeting will happen next Tuesday. The meeting with Elert went well and they are scheduled to be onsite the week of May 26 th -29 th. Remo has received a Task Order and will process this. Tim to generate a memo for all of the Principals informing them of this process. The Room Numbering Project has been started. A memo was sent to the District Safety Committee with ideas on how to label room numbers. Amy will work with Karina to get a spec for the numbering of each room in every district building.

10 WLWV-PM Amy forwarded the Project Memo to Karina, and is awaiting next steps. Karina to get Susan to develop a spec to make these permanently mounted on the exterior window and above the door on this to Amy. Pat to send Karina the prototype to use as model for the exterior only.. Karina has contacted Classic Signs to get the specs of the numbering provided in the prototype. We will also include specs for an acrylic sign with 1 ¾ high numbers mounted to the door frame for the interior numbers. Amy will then create the bid documents. Randy from Classic Signs agreed to provide the specifications for the exterior signage. Once Karina has the info, she will forward it to Amy. Karina will follow up with Randy and get this info to Amy. GYM LIGHTING REPLACEMENT Tony has requested a task order from PAE. We are targeting install for July at both schools PAE-GP There is a meeting on Monday to review the scope of work. PAE presented options for lighting and Pat was more open to T-5 and LED options. PAE to follow up with specifics for fixtures and provide this to the District. The preference would be to reuse existing lighting locations and replacement of fixtures. Greg is preparing info for presentation to the District. DRAINAGE & PLAY EQUIPMENT We are waiting for the Landscape Architect contract to be executed. Tony will send out an to get LA and Civil on board so we can meet to go over scope. Tony to communicate with Joe Percival about this scope of work and notify Walker Macy that their services are not needed on this project. Joe is coming in today to review the project. He has provided a proposal for this work and he will get a master agreement for the District. CARPET REPLACEMENT Remo is waiting to get the cooperative contract back from CFI. Should be today. The pricing in the existing state cooperative agreements will expire tomorrow, but there is new pricing being developed. Remo met with CFI and selected a line of carpet with color options. He will then review these with Principals on Monday.

11 Remo has met with the Principals to review carpet and selected colors. The installation will occur this summer at Willamette, Boones Ferry and Wood MS. PAINTING Remo has a defined scope and has requested a SA from DOWA. DOWA-NR DOWA-NR Nancy Rad is meeting with Remo to review scope of work at Stafford, Willamette and WHS. She will develop a supplemental agreement after this scope is determined. Nancy and Remo met and Nancy is developing a scope of work and the supplemental agreement. SELECT RESTROOM RENOVATION WLWV-PM Pat will handle this project under the maintenance department. WLWV-PM WLWV-PM. Pat is working on this and will get it done this summer. ROBOTICS WHS Dennis provided names yesterday. Amy and Karina working to get a meeting scheduled. Remo has requested a SA from DOWA. DOWA-BC DOWA-BC There is a programming meeting scheduled for 4/28. LUMA Lighting has questions as they are preparing the proposal. There are no as-builts for this building, which is about 24 x 36. Remo will get answers to DOWA. Bill Conboy provided a scope of work for this project that aligns with District scope. The team will move to get this work complete asap. The SA is developed. Karina will review and get this to Remo by next week Compass will go out and verify the existing survey information and send DOWA a base drawing for the project. CLOCK SYSTEM REPLACEMENT WLWV Curt will purchase and maintenance will install. SOFTBALL TEAM RRMS There is a meeting scheduled for next week with DOWA and district committee members. DOWA met with the District and WLHS Athletic Director last week to develop scope and is working to provide a supplemental agreement and schedule.

12 Tim would like to incorporate a sidewalk along the south edge of the driveway from the street to the softball plaza. Tony to convey this info to Bill Tony to schedule a pre-application meeting for this once the preliminary design is complete. Tony to work with Bill on this schedule. DISTRICT-WIDE STUDENT FURNITURE REPLACEMENT WLWV-PM The District is meeting with School Specialties to initiate this purchase arrangement. Pat, Mark and Amy met with School Specialties and asked for the purchasing agreements so we can move forward with purchasing. Amy is looking to get the correct agreements in place. BOND TEAM MEETING MINUTES Meeting minutes from 4/16/15 are approved. Closed Meeting minutes from 4/23/15 are approved. Next meeting: Thursday, May 14, 2015 Tim is scheduled to be out. These meeting notes are a record. If there are any errors and/or omissions in the foregoing notes, please advise our office immediately; otherwise these notes will be considered correct and complete as written. Submitted by, DOWA-IBI Group Architects Karina Ruiz Principal