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1985-09859-Minutes for Meeting February 20,1985 Recorded 5/9/1985DESCHUTES COUNTY BOARD OF COMMISSIONERS FEBRUARY 20, 1985 REGULAR MEETING 85-985,E VOL 64 FACE 69 Chairman Tuttle called the meeting to order at 10:00 a.m. Commisioners Prante and Maudlin were present; Rick Isham, Legal Counsel, was also present. Amendments to Chairman Tuttle noted that there were no written amendments the Agenda to the Agenda; however, under other concerns, representatives from the Department of Revenue would like to approach the Board to discuss their study of the Deschutes County Assessor's Office. Also noted was that this Board will reconvene today at 1:00 p.m. to discuss a personnel issue with the Public Works Department. Revenue Dept. - Jim Kenney, Department of Revenue, Revenue Building, Study of Assessor's Salem, 97310, stated that his department has been requested Office to do a staff status study of the Deschutes County Assessor's Office to determine whether adequate staffing levels were present; to make certain that all statutory requirements r are determined; and to make recommendations for program improvements. It was noted by Commissioner Prante that a letter written by the Board was needed to start the process. m - -- MOTION: PRANTE movedthat we write the Department of Revenue to confirm our support for the study and our willingness to sit down in a work session and go over the report in detail. MAUDLIN: Second VOTE: UNANIMOUS APPROVAL Citizens Review Jim Mann, 2137 NW Cascade View Drive, Bend, 97701, Workshop - JSC Juvenile Services Commission, requested approval of $980.00 of Ad Hoc Comm. Juvenile Service Commission .funds to bring the Director of the Arizona Foster Care Review Program here to conduct a workshop on citizen participation and review of foster home placement. MOTION: MAUDLIN moved to approve the request. PRANTE: Second VOTE: UNANIMOUS APPROVAL Consideration of Postponed until next regular Board Meeting Request for Title Companies to Access County Computer Award of Bid for 911 Chairman Tuttle provided background, stating that the Communications and Board of Commissioners are acting as the Contract Review Bid Protest Board for the 911 Communications System. Motorola Communications and Slater Communications are the two bidders on that project with Motorola's bid of $187,032, and Slater's bid of $205,542.30. These bids were received by Joe Blaschka, Communications Agency engineering consultant, to make certain they were compliant with the specifications. A letter of protest has been filed by Doug Brown, Attorney FEBRUARY 20, 1985 MEETING MINUTES: PAGE 1 VOL 70 Award of Bid for 911 for Western Radio Company, referring to items relating Communications and to the bidding process. Chairman Tuttle stated that Bid Protest this is not a hearing; it is a public meeting so responses will be accepted from anyone wishing to discuss the bidding process. Dave Dooley, Deschutes County Communications Agency, 61985 Pettigrew Road, Bend, agreed with Chairman Tuttle's review of the situation stating that Mr. Blaschka saw no technical justification for awarding the project to the higher bidder and recommended that the bid be awarded to Motorola Communications and Electronics. The Executive Committee of the Communications Agency awarded the contract to Motorola subject to review by the Contract Review Board. Mr. Dooley stated that Richard Oberdorfer, President of Western Radio, Inc., delivered a letter on January 9, 1985, protesting several points in the bidding process. At this point, Chairman Tuttle requested clarification that the issues being dealt with were not high bid - low bid issues. Rick Isham, responded that high bid - low bid was not an issue at this time. Douglas C. Brown, Attorney at Law, P.O. Box 1247, Bend, representing Richard Oberdorfer and Western Radio, Inc. , remarked that it is their feeling that the community is not getting the best system for its money. Mr. Oberdorfer's involvement with the 911 Communications system began approximately two years ago at the initial 911 meeting. Mr. Oberdorfer had every intent to bid this installation. He had requested of Mr. Dooley the opportunity to meet with the radio consultant to clarify points on the bid specifications. Mr. Dooley indicated that this would be a good idea; however, the radio consultant came and left without notice. Another concern of Mr. Oberdorfer was that several days before the bid announcement, he learned that the agency had decided to purchase the base stations through state purchasing. This came as quite a shock to Mr. Oberdorfer, as his plans were to bid the installation along with General Electric who would secure the bid bond. However, when the base stations were dropped, General Electric backed out of the plan. Therefore, Western Radio had to secure their own bid bond which would take approximately six weeks. In the letter of January 9, 1985, Mr. Oberdorfer requested a six week extension. The Communications Agency extended the process two weeks. Mr. Brown expressed Mr. Oberdorfer's concern as to why he had not received a response to his requests for clarification on the bid specifications. He wanted clarification as to what permits would be required for the Hamby Road site; the starting date for damages for non-performance; whether the system requires three stand-alone systems; and the warranty and maintenance provisions which would have a major impact on the bidding process. Mr. Oberdorfer received neither oral nor written FEBRUARY 20, 1985 MEETING MINUTES: PAGE 2 VOL 64 FAGS it Award of Bid for 911 response to those quesitons. Therefore, Western Radio was Communications and not able to bid on the 911 system. Mr. Brown stated that Bid Protest it was the opinion of Mr. Oberdorfer that the specifications were designed specifically for Motorola equipment, stating that the 911 Committee was sold on Motorola from the start. Chairman Tuttle asked Mr. Brown to supply the Commissioners with names to back up the apparent allegation that the specifications were designed for Motorola equipment. Mr. Brown would not, stating that this was not the type of meeting to call witnesses. Commissioner Maudlin stated that it was his assumption that this is conjecture on Mr. Oberdorfer's part and without any visible evidence. Mr. Brown stated that an independent inquiry had been done. After further discussion, Mr. Brown pointed out that he was addressing the interaction between the Communica- tions Agency and Western Radio to comply with Oregon State Law when submitting a bid. It is Mr. Brown's feeling that in not receiving a response to the request for clarification, Western Radio was not able to prepare a bid for submittal, thereby removing Motorola's primary competitor for the 911 installation. Commissioner Maudlin expressed his concern about Western Radio's delay in obtaining a bid bond, whether General Electric planned to bid with Western Radio or not. It is also Commissioner Maudlin's feeling that all of the questions Mr. Oberdorfer referred to were spelled out in the specifications. Chairman Tuttle questioned why Western Radio did not submit a bid based on the best information available, then challenge the bidding process rather than use this process. Mr. Brown stated that in order to give a responsive bid, they needed clarification on five or six variable, therefore, they could bid the specifications five or six different ways. Commissioner Maudlin stated that we received two bids which met the deadline and agreed to furnish equipment as requested in the contract with the same information supplied to Mr. Oberdorfer. Chairman Tuttle asked Mr. Brown and Mr. Oberdorfer if the bid bond were not made an issue, would they had been able to bid the specifications. Mr. Brown and Mr. Oberdorfer stated no. Spike Durfee, Crooked River Ranch Fire Department, Communica- tions Agency stated that a-911 Users' Board Meeting took place on January 8, 1985, at which time Mr. Oberdorfer's concerns were expresses. He asked Western Radio to bid on the equipment that was available to the Agency. He only had to bid what he could furnish, assuming the need was met. In no way were we trying to exclude the services of Western Radio. Wade Riordan , Motorola Consultant stated FCC Licensing was not a problem area. He also stated the the land use permits were obtained by Jim Townsend, his district manager, and he could not see a problem in this situation. Mr. Brown stated that approximately one week ago he contacted Rick Isham, to advise him that they still wanted FEBRUARY 20, 1985 MEETING MINUTES: PAGE 3 VOL 64 PAU 72 Award of Bid for 911 to bid, however still had not received clarification. Mr. Dooley Communications and then stated that he had sent the information along with the Bid Protest conferring letter and requested Mr. Isham to respond to Mr. Oberdorfer's inquiries. MOTION: MAUDLIN moved that we award the bid to Motorola Communications in the amount of $187,032. PRANTE: Second Commissioner Prante stated that the issue of the letter not being responded to made her uncomfortable. However, in light of two other agents responding to the bid specifications, she would approve the award to Motorola. VOTE: UNANIMOUS APPROVAL Consideration of Postponed until next regular Board Meeting Signature - Remond Urban Planning Comm. Signature of Bargain- Rick Isham stated that this is an exchange of properties Sale Deed to Peter R. of equal value ordered by the Board. Caine and Acceptance of Bargain -Sale Deed MOTION: PRANTE moved to sign the Bargain and to the County Sale Deed between Deschutes County and Peter R. Caine. MAUDLIN: Second Commissioner Maudlin stated that this is on the corner of 27th and Neff Road. VOTE: UNANIMOUS APPROVAL Ordinance No. 85-003 Rick Isham stated that signature authorizes the lease of real property to Tom Dunbar. MOTION: PRANTE moved to read Ordinance 85-003 by title only, first and second readings MAUDLIN: Second VOTE: UNANIMOUS APPROVAL Chairman Tuttle so read. MOTION: PRANTE moved to adopt Ordinance 85-003 MAUDLIN: Second UNANIMOUS APPROVAL MOTION: PRANTE moved to sign the lease to Tom Dunbar MAUDLIN: Second VOTE: UNANIMOUS APPROVAL Chairman Tuttle noted that the check and signed lease agreement were attached. Signature of Contract Chairman Tuttle explained that the original contract was mis- Ragatz & Assoc. placed, therefore signatures were need on the present contract. MOTION: PRANTE moved to sign a personal services contract with Ragatz and Associates in the amount of $10,000. MAUDLIN: Second VOTE: UNANIMOUS APPROVAL FEBRUARY 20, 1985 MEETING MINUTES: PAGE 4 VOL 64 PA!3,7 71 Other Staff/Public None Concerns The ting was adjourned. DES TES COUNTY BOARD OF COMMISSIONERS LAURE C A. TTL C AIRMAN Kea - LOIS BRISTOW PRANTE, COMMISSIONER DICK MAUDLIN, COMMISSIONER /kbw FEBRUARY 20, 1985 MEETING MINUTES: PAGE 5