2003-1082-Minutes for Meeting July 10,2003 Recorded 7/18/2003COUNTY
TES
FICIAL
NANCYUBLANKENSHIP,FCOUNTY CLERKDS w 2003-1082
COMMISSIONERS' JOURNAL 07/18/2003 02:25:49 PM
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2003-1082
DESCHUTES COUNTY CLERK
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Deschutes County Board of Commissioners
1130 NW Harriman St., Bend, OR 97701-1947
(541) 388-6570 - Fax (541) 388-4752 - www.deschutes.org
MINUTES OF MEETING
COUNTY SPACE PLANNING GROUP
THURSDAY, JULY 109 2003
Present were Susan Ross, Commissioners' Office; Mark Amberg, Legal Counsel;
Marty Wynne and Carlie Chubb, Tax/Finance; Tracy Goodman, Personnel; Nancy
Blankenship, Clerk; and Tana West, Assessor.
The meeting began at 1:35 p.m.
The purpose of the meeting was to discuss the furniture bid process.
Susan Ross said that originally the Commissioners wanted the process to include
compiling a master list of all the furniture that is needed, then obtaining at least
three bids from vendors, and eventually one would be selected. The Board has
now decided that since all of the vendors on the contact list have already been
approved through state or other governmental agency contracts, it would be
appropriate for the departments to work with one vendor without going out to bid
if the department representatives so choose.
She explained that the furniture planning consultant will finish up with the plans
within the next week and a half, so the department representatives need to get their
final changes to him as soon as possible. At that point, she will meet with him to
get a final document and an estimated dollar figure. The department
representatives can then use their final list of furniture in their department's vendor
solicitation process.
Carlie Chubb asked about last-minute additions; Ms. Ross said to let her know as
soon as possible whenever there are additions or changes.
Nancy Blankenship asked about ordering extended pieces, rather than having more
short pieces. Ms. Ross indicated that having the shorter pieces allows for more
flexibility, but the departments know what works best for them. She also pointed
out that the extended pieces may be less costly than purchasing a larger quantity of
short pieces would be.
Minutes of Space Planning Group Meeting Thursday, July 10, 2003
Page 1 of 2 Pages
Ms. Ross reiterated that she would get the estimated total pricing after the final
plan is completed, and set a deadline for this of the week of July 21. At that time,
she will meet with the consultant to get some final figures.
The departments can then go out to bid or work with their vendor of choice; this
includes any site visits. Several of the departments will be coordinating site visits
that will probably occur in September.
The final bids need to be reviewed before the departments can begin ordering, to
make sure the dollar amounts fall within the budget. The total furniture budget
was set $350,000.
Once the final amounts have been approved, the furniture can then be ordered.
The manufacturing process could take two or three months, so the furniture should
be ordered before the end of the calendar year. The furniture can be ordered
sooner, but delivery needs to be delayed until the building is completed.
Being no further items brought before the group, the meeting adjourned at
12:15 p. m.
Respectfully submitted,
6navuu�
Recording Secretary
Minutes of Space Planning Group Meeting Thursday, July 10, 2003
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