Board Meeting
July 11, 2003
11:00 a.m. – 1:00 p.m.
Greater Austin Chamber of Commerce
210 Barton Springs, #400
Austin, Texas 78704

I. Chairman And Member Comments:

Chairman Wells opened by informing the Board that making the I-35 drive reminds him of the need for commuter rail.

Chairman Wells then thanked Senator Barrientos for a successful legislative session regarding exclusive development agreement authority for the District; He also thanked Reprentative Krusee for not pursuing a restructuring of the Board’s makeup at this time.

Wells advised the Board that he is enormously proud of how hard the Members have worked, as well as Ross Milloy and the Corridor Council, and Bill Bingham, as Legal Counsel.

II. Call to Order:

Notice was duly posted and a meeting of the Austin-San Antonio Intermunicipal Commuter Rail District Board was held on July 11, 2003. Chairman Wells called the meeting to order at approximately 11:12 a.m.

III. Participants:

• Tommy Adkisson
• Gonzalo Barrientos
• Mariano Camarillo
• Sid Covington
• Gerald Daugherty
• Fred Harless
• Dave Marsh
• Al Notzon
• Shelton Padgett
• Carroll Schubert
• Tullos Wells

Sam Barshop and Jeff Wentworth were unable to attend. Other participants were Bill Bingham and Ross Milloy.

IV. Approval of Minutes of June 6 Meeting:

Al Notzon and Sid Covington moved and seconded approval of the minutes for the meeting held June 6, 2003. The minutes were unanimously approved by the Board.

V. Status of Advanced Transportation Funding Agreement with TxDOT:

Bill Bingham advised the Board that he had signed the Advanced Transportation Funding Agreement and forwarded it to TxDOT for review and signature. Mario Medina confirmed that TxDOT was in the process of reviewing the agreement and was hopeful that the agreement would be signed some time the following week. Medina also confirmed that the project was approved by State Transportation Improvement Plan (STIP). Medina advised that once the Board received a “letter of authority” from STIP, federal funding would be available for use.

VI. Report of Sub-Committee Reviewing Proposals for a Project Management Consultant:

Chairman Wells thanked Mr. Covington for his guidance and assistance on chairing the sub-committee reviewing proposals for a project management consultant.

Mr. Covington explained the mechanisms utilized by the sub-committee when reviewing proposals and deciding on the top-rated firm. Mr. Covington advised that no numbers were requested, only statements regarding qualifications. Mr. Covington added that once the Board selected the top-rated firm, financial terms were to be negotiated by Legal Counsel and the Executive Director. Thereafter, the work will commence by the new project management consultant.

Covington discussed the review process of each proposal and proposed that the Board consider a short list of at least 3: PBS&J, Wilbur Smith, and URS Corporation, in that order.

The members of the sub-committee were present to answer any questions from the Board. Covington suggested that each Member either make his own ranking, or the group move to adopt the ranking as provided by the subcommittee.

Fred Harless made the motion for the Board to approve the ranking as submitted by the sub-committee. Senator Barrientos raised certain questions before the motion was seconded and asked the group to hold the motion.

The Board then discussed, at length, various issues related to the proposals submitted for Project Management Consultant, including the process utilized by the sub-committee:

• Request for proposals placed on the district website on Thursday, June 12, 2003;
• RFP(s) were also made available for pick up and mailed to listed interested parties;
• The RFP was also advertised in the Austin American Statesman, San Antonio Express News, and the Texas Registry;
• 12 days later there was a pre-proposal conference (minority participation – 25% best state effort); and
• Responses were due July 7, 2003 (3 weeks were provided for submitting proposals).

Commissioner Daugherty voiced concerns regarding making a decision on such a large issue without having any idea about financial terms. Mr. Marsh stated that the committee’s job was to assess the best candidate first, then leave the negotiation of financials to legal counsel and the Executive Director.

Mario Medina confirmed that selecting the Project Management Consultant was, in fact, a two-step process:

• 1. Select consultant based on expertise and qualifications; and
• 2. Negotiate a fair and reasonable price.

Mr. Notzon confirmed Commissioner’s Daugherty’s concerns. The committee was advised by Medina during the review not to try to figure in financials, but rather pick candidate based on qualification and experience.

Bill Bingham advised that there was a mechanical device by which a number will be reached with the prospective Consultant, which included 22 items and a number assigned to each item.

Chairman Wells advised that the process being followed is the process that TXDOT requested be followed.

VII. Discussion/Interviews of Proposing Teams:

Chairman Wells asked representatives from PBS&J, Wilbur Smith, and USR Corp. to make a brief (5-minute) presentation to the Board, which presentations were made and considered by the Board.

VIII. Selection of Project Management Consultant:

Chairman Wells asked that the pending motion be amended such that it would bring the issue back to the Board before making a final agreement (i.e., upon agreement of the contract, the contract would be executed by the Consultant and then brought before the Board for consideration).

Mr. Covington seconded Wells’ recommendation. Wells’ advised that the motion would have legal counsel and the Executive Director negotiate terms with PBS&J. Thereafter, the next step would be to have a special meeting to consider the contract and act on it.

It was moved and seconded that the Board enter into negotiations with PBS&J to become the Project Management Consultant. The Board approved the motion with Commissioner Daugherty abstaining.

IX. Report on Right of Way and SH 130 Construction:

Chairman Wells requested that the Board forego the report on right of way and SH 130 Construction. The Board approved Chairman Wells request.

X. Public Comment:

There were no comments from the public.

XI. Adjourn:

There being no further items of business brought before the Board, Chairman Wells adjourned the meeting at 12:58 p.m.