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1985-14003-Minutes for Meeting February 14,1985 Recorded 7/3/198585-14003 VOL 64 PAGE 849 DESCHUTES COUNTY BOARD OF COMMISSIONERS FEBRUARY 14, 1985 - SPECIAL MEETING 4'885 JUL —3 Psi a, 50 Chairman Tuttle called the meeting to orderYk,fa'� �I �mmis- sioner Prante and Commissioner Maudlin were a s6t1��f�i�i Chairman Tuttle explained that the purpose of the meeting was to continue a discussion that Board had with Mid -Oregon Ready Mix on January 30. The conclusion of the meeting on January 30 was that Bob Johnnie would submit his recommendations and data related to what he felt were the improvements that could be made in the bidding process and also to explain some specific procedures which he felt had disadvantaged him in the administration of contracts. The purpose of the meeting today is to receive that material. Mr. Johnnie discussed the general specs and how they were applied. He also submitted information indicating where the Road Department varied from the specs on 21 jobs. There was a cover letter with this information which he handed out. Bob Amen, employed by Mid -Oregon Ready Mix, stated that he went through all the files at the road department. He stated that in going through some files twice, he found documents that he either overlooked the first time, or that were placed in the file after he reviewed them the first time. There were some field reports that he would like to have that were not available. He also stated that they had payroll reports and copies of the field reports, but not itemized. The Road Department will mail these additional documents to him and he will prepare information for the Board tomorrow. He discussed the time extensions and shut down orders relating to the 184 overlay project and Williams Loop. He requested a record of the time extensions and shutdown orders issued by the County. He did not feel that these jobs were being completed in a timely manner and they can find no written time extensions. Rick Isham, County Counsel, stated that the information presented doesn't include all of the jobs. These are randomly selected. He felt that they looked at the ones in their area a little more closely. He also explained that with the LID's, by the time they gave start work orders they couldn't start before spring. This was in 181, and there had been delays because of Ballot Measure Three. Mr. Amen responded that he had selected these by asking where some of the projects were and Dave Hoerning gave him the LID file. This is just about all the LID's from 1981. Bob Johnnie stated that if the County wants jobs done differently FEBRUARY 14, 1985 MINUTES: PAGE 1 VOL 64 ?AGE 060 they should put these in the specs. He felt that they were not issuing the contracts correctly. There was discussion about contract provisions relating to delays in construction. It was noted that some delays were standard practice according to the Green Book. Mr. Johnnie stated that Rimrock West was supposed to be an 09 oil mat but the contractor only put down an 07 mat and the County put in two more runs on it; but, the contractor got paid the whole amount. He mentioned other projects where the actual project did not comply with the specs. Chairman Tuttle asked Mr. Johnnie if he would be satisfied with the Board's decision, after having worked through this process, or is it something that a neutral third party should review. Mr. Johnnie responded that ne would like the Commissioners to have input. He wanted to provide them with input from outside sources. He stated that he will be satisfied with their conclusion. He doesn't want to go through the process and then be told at the end that he doesn't feel that the Board did all the things that were necessary. If the Board will do the review, together with whatever resources they want to contract for or consult with, they are willing to do that. He stated that he doesnt' want to find out that he wasn't satisified with what they did. He asked that all three Commissioners review this. He stated that he does not intend to sue, but he wants this straightened up. He added that there was some other paperwork that goes along with this that is scheduled to be delivered right after this meeting. Mr. Johnnie also indicated that he did not want the Road Department involved in this review. Commissioner Prante responded that they should have the road department submit their evidence, so that both sides of the issue can be considered fairly. Chairman Tuttle requested that they hold onto the information prepared for today until all the information is ready, and then submit at one time. He also asked that the information be indexed. This will be brought in by the close of business next Thursday. Robert Coats, R.L. Coats Construction Co., commented that this is not the first time Mr. Johnnie has done something like this. He indicated that Mr. Johnnie had complained about his projects. He referred a report from the Oregon State Highway Department. He felt that nothing had been proven here today. Under the Highway specs, the engineer can shut down projects for about any reason they want to. FEBRUARY 14, 1985 MINUTES: PAGE 2 . VOL 64 PAGE 851 Chairman Tuttle asked for further questions. There were none. The meeting adjourned at 2:45 pm. DESCH S COUNTY BOARD OF COMMISSIONERS LAURE CE A. UTTL C IRMAN LOIS BRISTOW PRANTE D K dMAU9LI :ss FEBRUARY 14, 1985 MINUTES: PAGE 3