1985-09855-Minutes for Meeting March 20,1985 Recorded 5/9/1985t
DESCHUTES COUNTY BOARD OF COMMISSIONERS e�
MARCH 20, 1985 VOL 64 PAGE 3S
85- 9855
Chairman Tuttle called the meeting to order at 9:00 a.m.
Commissioners Prante and Maudlin were present; Rick Isham, Legal
Counsel was also present.
Amendments to Chairman Tuttle stated that there is a 10:00
the Agenda a.m. bid opening for the Library Book
Detection System.
Public Hearing Chairman Tuttle opened the Hearing; however,
Regarding Appli- reqested that a motion be entertained to
cations to the postpone the Public Hearing on applications
State of Oregon to the State of Oregon Intergovernmental
Intergovernmental Relations Division for a grant to provide
for Grant to Pro- additional revolving loan funds until the
vide Additional regular meeting of March 27, 1985 at 7:30
Revolving Loan p.m.
Funds
MOTION: PRANTE so moved.
MAUDLIN: Second.
VOTE: UNANIMOUS APPROVAL.
Central Oregon
Greg Cushman and Craig Moore, representing
Economic Develop-
COEDC requested the approval of the Board
ment Council
for $9,000 to relieve some financial obliga-
Presentation
tions the organization has encountered.
Mr. Cushman stated that a new director of
COEDC will be hired within 45 days to help
lead COEDC in the 1985/86 budgetary process.
Chairman Tuttle suggested that
gg prior to the
`'--
budgetary process that COEDC meet with repre-
sentatives of Deschutes County and invite
other counties to express concerns and share
information at a preliminary budget meeting.
Cn
MOTION: PRANTE moved that we grant the
`-=
request of COEDC and authorize
payment in the amount of $9,000.
MAUDLIN: Second.
VOTE: UNANIMOUS APPROVAL.
Request to Pro-
Chairman Tuttle explained that this is a one
vide Other County
time grant to authorize payment of $500 to
Funds Grant for
Eastern Oregon Health Systems Agency.
Eastern Oregon
Health Systems
MOTION: PRANTE moved to authorize payment
Agency
of $500 to the Eastern Oregon
Health Systems Agency from the
Other County Funds Grant.
1
Home Health Close
Out
Soil Study Con-
tract Renewal
Signature of
Contract with
Keeton/King
Health Depart-
ment Remodel
MAUDLIN: Second. r VOL 64 FACE 37
VOTE: UNANIMOUS APPROVAL.
Mike Maier, Director of Administrative
Services, requested the Board to authorize
payment of close out funds to the Home Health
Department.
Chairman Tuttle entertained a motion to
authorize payment of close out funds to the
Home Health Department.
MOTION: PRANTE so moved.
MAUDLIN: Second.
VOTE: UNANIMOUS APPROVAL.
John Anderson, Community Development, stated
that the intent of the contract renewal is to
do a soil survey of the County and to renew
the contract in the amount of $21,160 - same
as last year. Mr. Anderson requested the
Board to sign the contract which expresses
their intent to appropriate funds for the
soil study.
MOTION: PRANTE moved to confirm our intent
to renew the contract (letter
format) for the soil study.
Chairman Tuttle stated that prior to signa-
ture of the contract, that Legal Counsel
review and modify the letter to say we intend
to renew the contract.
MAUDLIN: Second.
VOTE: UNANIMOUS APPROVAL.
MOTION: PRANTE moved to sign the contract
with Keeton/King for the remodel
of the Greenwood Building - Health
Department Remodel in the amount of
$246,674.33.
MAUDLIN: Second.
VOTE: UNANIMOUS APPROVAL.
Chairman Tuttle left at this time and
Commissioner Prante took the chair.
Declaration of Dave Hoerning, County Engineer, explained
Dedications, that the Declaration of Dedications, Brooks
Brooks Resources, Resources/J.L. Ward Company; Bob Hershey;
J.L. Ward Company/ Ross Every, and Acceptance of Declaration of
Bob Hershey;Ross Dedication for the Necessary Right of Way to
0
VOL 64 PACE 38
Every/Acceptance Realign Parrell Road at the China Hat Road
of Declaration of and Highway 97 Intersection should have been
Dedication for the placed on the agenda together and recommended
Necessary Right the Board's acceptance of those deeds.
of Way to Realign
Parrell Road at MOTION: PRANTE entertained the motion
the China Hat to accept the Declaration of
Road and Highway Dedication for Brooks Resources for
97 Intersection the China Hat Road Project.
MAUDLIN: Second.
VOTE: UNANIMOUS APPROVAL.
MOTION: MAUDLIN moved to accept the
Declaration of Dedication for the
Odem Medo Project
PRANTE: Second.
VOTE: UNANIMOUS APPROVAL.
Computer Enhance-
Mike Maier, Director of Administrative
ment Approval -
Services, stated that the Computer Upgrade
Upgrade the
was discussed extensively at the Work Session
Deschutes County
on Monday; therefore, the recommendation
Central Computer
would be to the Board would be to approve
and Library
the enhancement of the main frame computer
Computer System
in addition to the Library computer.
MOTION: MAUDLIN moved to approve the
computer enhancement and the
upgrade of the County Central
Computer and Library Computer
Systems.
PRANTE: Second.
VOTE: UNANIMOUS APPROVAL.
Appointment of
Clyde Rose, P.O. Box 1119, Sisters, Oregon,
the Panoramic Ac-
explained the situation surrounding the
cess Special
urgency to appoint a Board of Directors for
Road District
the Panoramic Access Special Road District
Board of
in Sisters, stating that they missed the 1984
Directors
levy and are approaching the 1985 levy;
therefore the need for a Board of Directors
is immediate.
MOTION: MAUDLIN moved to appoint Bruce
Withers to the Board for one year,
term expiring December 31, 1985;
Kenneth Blatchley, two year term
expiring December 31, 1986; and
Bob Branstetter, three year term
expiring December 31, 1987.
PRANTE: Second.
VOTE: UNANIMOUS APPROVAL.
3
Appointments to
the Farm Advisory
Request for Re-
funds/Community
Development
Department
10:00 a.m.
Bid Opening for
the Library
Book Detection
VOL 64 FACE 39
MOTION: MAUDLIN moved to reappoint Don
Williams to the Farm Advisory Board
PRANTE: Second.
VOTE: UNANIMOUS APPROVAL.
Commissioner Prante read aloud the request
for refunds from the Community Development
Department
Ralph Delamarter, County Librarian, presented
the bids for the Library Book Detection
System. (See attached)
The meeting was adjourned.
DESCHUTES COUNTY BOARD OF COMMISSIONERS
LAURE_CX LE, CHAI AN
O BRIST W PRANTE, OMM IONER
iVA2&t",
D MAUDLIN, COMMISSIONER
BOCC:kbw
4
BID PROPOSAL
TO: BOARD OF COUNTY COMMISSIONERS
Deschutes County Courthouse
Annex
Bend, Oregon 97701
DIVISION n �VOL 64 :�AG�
BID PROP06AL 40
Page 1 of 4
PROJECT NAME: DESCHUTES
COUNTY LIBRARY BOOK
DETECTION SYSTEM
The undersigned, hereinafter called the Bidder, declares
that the only persons or parties interested in this proposal are
those named herein; that this proposal is, in all respects, fair
and without fraud; and it is made without collusion with any
Official of Deschutes County, hereinafter called County; and that
the proposal is made without any connection or collusion with any
person making another proposal on this Contract.
The Bidder further declares that he has carefully examined
the Contract documents; that he has personally inspected the
site; that he has satisfied himself as to the quantities in-
volved, including materials and equipment, and conditions of work
involved, including the fact that the description of the quan-
tities of work and materials, as included herein, is brief and is
intended only to indicate the general nature of the work and to
identify the said quantities with the detailed requirements of
the Contract documents; and that this Proposal is made according
to the provisions and under the terms of the Contract documents,
which documents are hereby made a part of this proposal.
The Bidder further agrees that he has exercised his own
judgment regarding the interpretation of subsurface information
and has utilized all data which he believes pertinent from the
Librarian, the County, and other sources in arriving at his
conclusions.
The Bidder agrees that all of the applicable provisions of
Oregon law relating to public contracts (ORS Chapter 279) are, by
this reference, incorporated in and made a part of this Proposal.
The Bidder further agrees that if this proposal is accepted,
he will, within ten (10) calendar days after notifications of
acceptance, execute the Contract with the County in the form of
Contract annexed hereto; and will, at the time of execution of
the Contract, deliver to the County the performance bond required
herein, and will, to the extent of his proposal, furnish all
materials necessary to complete the work in the manner, in the
time, and according to the methods as specified in the Contract
documents and required by the Librarian thereunder.
The Bidder agrees to commence work on or before the 10th day
following the issuance of a "Notice to Proceed" by the County and
1 - BID PROPOSAL
DIVISION D NOl
BID PROPOSAL
Page 2 of 4
fully complete the project within the number of consecutive calen-
dar days after the date appearing on the "Notice to Proceed" in
the time schedule specially set forth in the Contract documents.
Bidder agrees to pay the actual damages incurred by County
for each consecutive calendar day thereafter which are incurred
by County for delay in construction of said project.
It is agreed that if the Bidder is awarded the Contract for
the work herein proposed and shall fail or refuse to execute"the
Contract and furnish the specified performance bond within ten
(10) calendar days after receipt of notification of acceptance bf
his proposal, then, in that event, the bid security deposited
herewith, according to the conditions of the invitation to bid
and information for bidders, shall be retained by the County as
liquidated damages; and it is agreed that the said sum is a fair
measure of the amount of damage the County will sustain in case
the Bidder shall fail or refuse to enter into the Contract for
the said work and to furnish the performance bond as specified in
the Contract documents. Bid security in the form of a certified
check shall be subject to the same requirements as a bid bond.
If the Bidder is awarded a construction contract on this
proposal, the surety who will provide the performance bond will
be Hartford Accident & Indemnity Company , whose address is
P. 0. Box 87 Somerdale N. J. 08083
STREET CITY STATE ZIP
BID SCHEDULE
For: DESCHUTES COUNTY LIBRARY BOOK DETECTION SYSTEM
The undersigned, having visited the site of proposed construction
of the above noted project, and having familiarized himself with
local conditions affecting the cost of the work and with all re-
quirements of Contract documents as prepared by Librarian, and
all addenda to said documents, hereby proposes to furnish all
things as required by said documents and addenda thereto for the
construction of said building for the following amounts:
Alternative 1
Seven Thousand Four Hundred Five and No Cents DOLLARS ($2,405.00
)
Alternative 2
DOLLARS ($ )
DIVISION'D
BID PROPOSAL
Page 4 of 4' VD!
�4 f At c42
(IF SOLE PROPRIETOR OR PARTNERSHIP)
IN WITNESS HERETO, the undersigned has set his/its hand this
15th day of March. , 1985.
Signature of -bidder ROBERT F. CANTONO
Title: SENIOR VICE PRESIDENT
(IF CORPORATION)
IN WITNESS WHEREOF, the undersigned corporation has caused
this instrument to be executed and its seal affixed by its duly
authorized officer this 15 day of March r 1985.
CHECKPOINT SYSTEMS, INC.
Name of Corporation
By.
QftE T
Title: SENIOR VICE PRESIDENT
Attest: a' /
FRANCIS J. aDOS, SECRETARY
TIME OF COMPLETION
DIVISION D
BID PROPOSAL
Page 3 of 4 FVOL 64 FACE 43
If awarded this Contract, the undersigned will complete the work
within 30 - 45 calendar days from the date
of the notice to proceed.Note: B dder shall insert time of
completion.)
ADDENDUM RECEIPT
Receipt of the following addenda to the Contract documents are
acknowledged:
Addendum No. 1 Dated February 25, 1985
Addendum No. 2 Dated March 6, 1985
BID ACCEPTANCE
If written notice of the acceptance of this bid is mailed, tele-
graphedt -or delivered to the undersigned within twenty one (21)
days after; -the date for opening of bids or any time thereafter
before this bid is withdrawn, the undersigned will, within ten
(10) days after the date of such mailing, telegraphing, or
delivery of such notice, execute and deliver Contracts, and
furnish performance and payment bond, in accordance with the
specifications and bid as accepted. The undersigned hereby
designates as his office to which such notice of acceptance may
be mailed, telegraphed, or delivered: (Name and address of the
Bidder who is submitting this proposal)
lM
T
which is the address to which all communications concerned with
this proposal and with the Contract shall be sent.
The names of the principal officers of the corporation submitting
this proposal, or of the partnership, or of all persons inter-
ested in the proposal, as principals, are as follows:
A. E. WOLF PRESIDENT
ROBERT F. CANTONO SENIOR VICE PRESIDENT
GERALD KLEIN TREASURER
FRANCIS J. KARDOS SECRETARY
cHcct����s
s'5'M"S W i VOL 64 FACE 44.
ENCLOSURE # 3 - CP MK III COMPONENT PRICING BREAKDOWN ,& WARRANTY INFORMATION
I. The equipment components included in the total bid price for furnishing
and installing a Library Theft Security System for the Deschutes County
Library are as follows:
A - One (1) CP MK III QSL Library Security System
Full Circulation - Single Aisle
B - One (1) Audio -Visual Pod
C - Sixty Five Thousand (65,000) Detection Tags*
D - Four Hundred Thousand (400,000) Date -Due Tabs
E - Lot - Installation for Items A and B
F - Lot - Freight for all the above
TOTAL BID PRICE: $7,405.00
NOTE: The price for additional detection tags will be guaranteed
for one (1) year at $.07.
DIVISION I - EQUIPMENT SPECIFICATIONS
EVALUATION
PAGE 4 OF 4
1. $7,405.00
2. $1,000.00 per year for detuning tabs to check out 400,000 items.
3. With the CHECKPOINT system using date -due tabs, book cards, pockets, etc.
will not be required.
4. Service is handled by Checkpoint factory representatives; and based on
Checkpoint's national statistics, Checkpoint library systems require an
average of less than one (1) call per year.
One (1) Year Maintenance/Service Contract: $ 475.00
Three (3) Year Maintenance/Service Contract: $1,187.50
NOTE: IF SERVICE IS NOT REQUIRED DURING THE CONTRACT YEAR, YOU WOULD
RECEIVE A REBATE OF $200.00.
cccc Ew�.3. s
SYSTEMS M
DESCHUTES COUNTY LIBRARY
ENCLOSURE #3
Page 2
AVO! 64 FAGE 45
5. The operation of activation and deactivation can be done at any
number of locations you desire since it does not require any equipment
at all.
Also, more importantly, there is no sensitizer/desensitizer that could
interfere with or damage any computers, tapes, discs or other magnetic -
based equipment or software.
6. There is no damage to library materials when applying detection devices.
As with any system, any time a patron tries to defeat the system, damage
may or may not occur, depending on the sophistication of the thief.
Prices quoted F.O.B. Delivered & Installed (excluding Federal, State and
Local Taxes).
Terms: Net 30 days
Please refer to enclosed specifications for descriptive details.
II. ELECTRICAL: The Library shall provide one standard 117 volt AC
Convenience Outlet (2 wire and ground) near the sensing screens.
III. WARRANTY: Each CHECKPOINT System is unconditionally guaranteed (fair
wear and tear) for a period of six (6) months from the date of installation.
All parts, labor and travel are included in the warranty. An optional
Maintenance/Service Contract is available after that period.
BID PROPOSAL
TO: BOARD OF COUNTY COMMISSIONERS
Deschutes County Courthouse
Annex
Bend, Oregon 97701
f VOL, 64 PAGE 46
DIVISION D
BID PROPOSAL
Page 1 of 4
PROJECT NAME: DESCHUTES
COUNTY LIBRARY BOOK
DETECTION SYSTEM
The undersigned, hereinafter called the Bidder, declares
that the only persons or parties interested in this proposal are
those named herein; that this proposal is, in all respects, fair
and without fraud; and it is made without collusion with any
Official of Deschutes County, hereinafter called County; and that
the proposal is made without any connection or collusion with any
person making another proposal on this Contract.
The Bidder further declares that he has carefully examined
the Contract documents; that he has personally inspected the
site; that he has satisfied himself as to the quantities in-
volved, including materials and equipment, and conditions of work
involved, including the fact that the description of the quan-
tities of work and materials, as included herein, is brief and is
intended only to indicate the general nature of the work and to
identify the said quantities with the detailed requirements of
the Contract documents; and that this Proposal is made according
to the provisions andunderthe terms of the Contract documents,
which documents are he made a part of this proposal.
The Bidder further agrees that he has exercised his own
judgment regarding the interpretation of subsurface information
and has utilized all data which he believes pertinent from the
Librarian, the County, and other sources in arriving at his
conclusions.
The Bidder agrees that all of the applicable provisions of
Oregon law relating to public contracts (ORS Chapter 279) are, by
this reference, incorporated in and made a part of this Proposal.
The Bidder further agrees that if this proposal is accepted,
he will, within ten .(10) calendar days after notifications of
acceptance, execute the Contract with the County in the form of
Contract annexed hereto; and will, at the time of execution of
the Contract, deliver to the County the performance bond required
herein, and will, to the extent of his proposal, furnish all
materials necessary to complete the work in the manner, in the
time, and according to the methods as specified in the Contract
documents and required by the Librarian thereunder.
The Bidder agrees to commence work on or before the loth day
following the issuance of a "Notice to Proceed" by the County and
1 - BID PROPOSAL
J
f VOL 64 PAGE 47
DIVISION D 0
ti�
BID PROPOSAL �tv
Page 2 of 4 �a
w c
fully complete the project within the number of consecutive cal m-�` ti �ti,
dar days after the date appearing on the "Notice to Proceed" in C
the time schedule specially set forth in the Contract documents.
Bidder agrees to pay the actual damages incurred by County
for each consecutive calendar day thereafter which are incurred
by County for delay in'construction of said project.
It is agreed that if the Bidder is awarded the Contract for
the work herein proposed and shall fail or refuse to execute the
Contract and furnish the specified performance bond within ten
(10) calendar days after receipt of notification of acceptance of
his proposal, then, in that event, the bid security deposited
herewith, according to the conditions of the invitation to bid
and information for bidders, shall be retained by the County as
liquidated damages; and it is agreed that the said sum is a fair
measure of the amount of damage the County will sustain in case
the Bidder shall fail or refuse to enter into the Contract for
the said work and to furnish the performance bond as specified in
the Contract documents.. Bid security in the form of a certified
check shall be subject to the same requirements as a bid bond.
If the Bidder is awarded a construction contract on this
proposal, the surety who will provide the performance bond will
be Safeco Inst,rance Company of America , whose address is
Safeco Plaza Seattle Washington 98185
STREET CITY STATE ZIP
BID SCHEDULE
For: DESCHUTES COUNTY LIBRARY BOOK DETECTION SYSTEM
The undersigned, having visited the site of proposed construction
of the above noted project, and having familiarized himself with
local conditions affecting the cost of the work and with all re-
quirements of Contract documents as prepared by Librarian, and
all addenda to said documents, hereby proposes to furnish all
things as required by said documents and addenda thereto for the
construction of said building for the following amounts:
Alternative 1
Eight Thousand Five Hundred Seventy-- DOLLARS ($ 8,570.00
Alternative 2
_Eight Thousand Eight Hundred Eighty-- DOLLARS ($ 8,880.00 )
DIVISION D
BID PROPOSAL
Page 3 of 4
TIME OF COMPLETION
rVOL 64 FAGF 48
If awarded this Contract, the undersigned will complete the work
within 45 calendar days from the date
of the notice to proceed. Note: Bidder shall insert time of
completion.) r
ADDENDUM RECEIPT
Receipt of the following addenda to the Contract documents are 3
acknowledged:
Addendum No. 1 Dated 2/28/85
Addendum No. 2 _ Dated 3/06/85 1
BID ACCEPTANCE
If written notice of the acceptance of this bid is mailed, tele-
graphed, or delivered to.the undersigned within twenty one (21).
days after the date for opening of bids or any time thereafter
before this bid is withdrawn, the undersigned will, within ten
(10) days after the date of such mailing, telegraphing, or
delivery of such notice, execute and deliver Contracts, and
furnish performance and payment bond, in accordance with the
specifications and bid as accepted. The undersigned hereby
designates as his office to which such notice of acceptance may
be mailed, telegraphed, or delivered: (Name and address of the
Bidder who is submitting this proposal)
urina Compan
im
uenter, . H I CIcl- 2l i—
iN St Paul MN
55144
STREET
CITY STATE
ZIP
which
is the address to
which all communications concerned
I
with
this
proposal and with
the Contract shall be sent.
The names
of the principal
officers of the corporation
submitting
this
proposal, or of the
partnership, or of all persons
inter-
ested
in the proposal,
as principals, are as follows:
President
James A. Thwaits
Treasurer
Ralph D. Ebbott
Secretary
Arlo D. Levi
(COPY OF ANNUAL
REPORT ATTACHED)
VOL 64 FACE 49
DIVISION D
BID PROPOSAL
Page 4 of 4
(IF SOLE PROPRIETOR OR PARTNERSHIP)
IN WITNESS HERETO, the undersigned has set his/its hand this
day of , 1985.
Signature of Bidder
Title:
(IF CORPORATION)
IN WITNESS WHEREOF, the undersigned corporation has caused
this instrument to be executed and its seal affixed by its duly
authorized officer this 14th day of March ► 1985.
Minnes �M'. and Manufacturing Company
Name o 9 oration
Y
B : .`� J. LaValle
Title: Chief Clerk
Attest:
asCO\
'S\0 sslb'k tag gSe .
J Ota6 `O
tesPO
6.
ATTACHMENT
DIVISION I
EQUIPMENT'SPECIFICATIONS
PAGE 4 OF 4
Evaluation
ALTERNATE NUMBER 1
1. Initial cost of equipment and supplies'
Alternate
number
1
$81570.00
Year 4 -
Alternate
number
2
$81880.00
2. Five-year Operational Cost
Alternate number 1 (400,000 check-outs per year)
VOL 64 FACE 50
Year
1
- All operating
costs for the first year of
Year 4 -
$595.00 *
operation are
completely covered by the
initial cost of equipment and supplies which
also includes
installation, maintenance and
freight.
Year
2
- $2,052.00
Year
3
$2,252.00
Year
4
$2,452.00
Year
5
- $2,452.00
Alternate number 2 '(Annual Operating Costs)
Year 1 - All operating costs are included in the bid
price which includes the system, installation,
freight and general maintenance.
Year 2
- $595.00 *
Year 3
- $595.60 *
Year 4 -
$595.00 *
Year 5 -
$595.00 *
*When new acquisitions are marked with detection strips
or detection labels, it will be necessary to estimate
your total acquisitions per year and multiply times
the cost of detection strips. The price will depend
on the quantity purchased.
3. Operational economy, i.e. what supplies such as book
pockets and date due slips or cards that might be
eliminated. Book pockets, date due slips, and date
due cards will be eliminated with both Alternate number
1 and Alternate number 2.
I'
A
L
r
E
J
6.
4.
5.
ri I TAC;HMENT
Availability oVOL 64 PAGE
f service
and adjustment. 3M C and the ,frequency of service
facility and trained Company
Provides a com y
Metro Area pan service
} which (located in,tic Portland
e calls
Within 48 hours or guarantee to respond to
Maintenance A The details of the r3McGuaranteed
Agreement ,is enclosed.
Ease of operation, particularly in the activation and
deactivation of library materials,
5i
Alternate number 1 - Check --out
stickers are applied to the
detection label for desensitize Pur-
poses. The application
ss
less than 2 seconds. The
re ov takes
al of
the desensitized sticker upon check-
in will cause the protected article
to be resensitized with adequate
security protection. The sticker re-
moval and reactivation process takes
less than 2 seconds per item.
Alternate number 2
Activation and deactivation of
materials protected with library
Detection Strips can be accomplished e"
in less than 1 second b
library material in Y bringing the
the sensitizer or contact with either
Indication desensitizer device.
Of marker status is provided
byan indicatoror light on the activator/
for the deactivation/act
iovation ngoing cost
is incurred with this t Process
Potential da YPe of system.
mage of library materials in a
,users attemltiation of
detection supplies or by library, system.
P ng to defeat
Alternate number 1 A
Potential damage may occur if a de- L
termined library patron attem r
desensitize the Pts to
ys
material b Protected library �
label. Ifthedetection hlabeleision
adequately out of sight, then the
Potential problem is
greatly reduced.
Alternate number 2 Potential damage of librar
has not proven to be a problem materials t
application of detection stripsiand.
if the detection strip is
applied to either the s Properly
area of the item being is
or gutter
is extremely difficulforprotected,
es e,itlibrary
user to locate and deactivate the
security strip. When the security strip
ATTACHMENT
VOL 64 FACE 52 r
is completely out of sight and
undetectable, the problem of
mutilation is essentially eliminated.
A
L
T
E
R
N
A
T
I
V
E