2003-1157-Minutes for Meeting August 11,2003 Recorded 8/12/2003COUNTY OFFICIAL
TES
NANCYUBLANKENSHIP, COUNTY CLERKDS CJ �403'11�1
COMMISSIONERS' JOURNAL
08/12/200303:47:42i�
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DESCHUTES COUNTY CLERK
CERTIFICATE PAGE
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if document is re-recorded.
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Deschutes County Board of Commissioners
1130 NW Harriman St., Bend, OR 97701-1947
(541) 388-6570 - Fax (541) 3884752 - www.deschutes.ore
MINUTES OF ADMINISTRATIVE LIAISON
DESCHUTES COUNTY BOARD OF COMMISSIONERS
MONDAY, AUGUST 11, 2003
Conference Room B - Administration Building - 1130 NW Harriman St., Bend
Present were Commissioners Dennis R. Luke, Tom De Wolf and Michael M. Daly;
also present were Timm Schimke, Solid Waste Department; Susan Ross and Anna
Johnson, Commissioners' Office; Mark Pilliod, Legal Counsel; and three
representatives of URS Corporation (Bob Carn, George Holroyd and Don
Kliewer).
No media representatives or other citizens were present.
The meeting began at 1:30 p.m.
1. Discussion of Design Contract for URS Corporation, Knott Landfill
Project.
Timm Schimke said that this issue was discussed last week, and the Board had
requested further information on the tasks and subtasks regarding the Phase I
contract with URS. He added that the others, for Phases II and III, will come
later through a bid process.
Commissioner Luke stated that this is an ongoing contract, and he is not
comfortable with the facility operations evaluation. He suggested this be taken
out and the existing contract used; he is not sure what it does, and there needs to
be more discussion and a consensus reached.
Minutes of Administrative Liaison Monday, August 11, 2003
Page 1 of 5 Pages
Mr. Schimke said that bidding was discussed some time ago. This could
drastically change how it looks, so a decision needs to be made soon.
Bob Cam stated that they see the most success when the designers have some
input. Commissioner Luke added that everyone who will use the facility should
have input on the design.
Don Kliewer said that the design is geared to Phase I. He then went over the
parameters for the Phase I design work., and added that it allows for alternatives
that may come up. (A copy of the Phase I plan is attached as Exhibit A)
Commissioner Luke explained that he and others looked at three facilities in
California, including one that provides for dumping over a wall, and another
that allows for dumping on a slab. The problem with dumping on a slab is that
customers are too close to equipment.
Bob Cam said that other considerations are how to handle recycling reloads,
commercial dumping and hazard waste handling.
Commissioner DeWolf stated that it seems reasonable to be able to determine
what needs to be done and design it accordingly. He expressed concern about
the money needed to have more than one design; this makes no sense to him.
Bob Cam replied that in his experience it's never possible to arrive at one
design layout. They start with some basic plans, but always end up with several
scenarios.
Timm Schimke said that there will be some decisions needed down the line.
For instance, it needs to be determined if the mature trees on the site should be
taken down and the roads made more direct, or if the trees should remain and
the roads be adjusted accordingly. There are other issues to address as well.
Phase I is the most important, as it establishes the traffic patterns for the future
phases.
He added that site plan approval will come from Community Development; and
added that neighbor relations have been good. The public has been involved for
a long time. He also said that it is important not to skimp on the front-end
work.
Minutes of Administrative Liaison Monday, August 11, 2003
Page 2 of 5 Pages
Commissioner Luke said that the facilities evaluation should be taken out, and
just included in the contract.
Commissioner DeWolf asked if the scope could be narrowed down to two
alternatives. Mr. Schimke said he would try.
Commissioner DeWolf asked about the need for the hazardous waste building.
Mr. Schimke said that this would provide better service and the lowest cost for
hazardous waste collection events, which could be scheduled more often as
appropriate. This may keep some of the hazardous waste from going into the
landfill when it shouldn't.
DALY: Move that in the facilities evaluation, task #3 be eliminated, and
that the Phase I design work not exceed $256,726, based on a time
and materials basis.
DEWOLF: Second, provided unnecessary designs be eliminated if possible.
VOTE: DALY: Yes.
DEWOLF: Yes.
LUKE: Chair votes yes.
Timm Schimke and the representatives of URS left the meeting at this time.
2. Communications Update.
Anna Johnson provided an update of various projects at this time. A lengthy
discussion took place regarding the recommendations of the training committee
in regard to what training should be offered, what training should be mandatory,
how to determine if a particular employee should attend some classes that are
offered, and whether employees should attend on County time or their own
time, depending on the class. (A draft copy of the Deschutes County Training
Calendar for 2004 is attached as Exhibit B)
Commissioner Luke asked that a list of the members of the committee be
provided to the Commissioners.
Minutes of Administrative Liaison Monday, August 11, 2003
Page 3 of 5 Pages
Commissioner DeWolf said that in his opinion the main focus needs to be
placed on training that will help eliminate lawsuits. Proper training of
supervisors and department heads is critical. Mandatory training needs to be
integrated into other classes, and a balance reached in regard to what is
appropriate when taking classes during County -paid time.
Anna Johnson stated that the calendar will be on the intranet. She added that
the interviews of department heads will begin soon, for the orientation video.
Also, Sharon Noone of PSU will be meeting with various department heads this
week.
She said she is preparing the citizen update and the employee newsletter for this
fall.
3. Update of County Projects.
Susan Ross said that she is still working to get the site review through the City
of Bend. Also, a meeting is being set with the owners of the veterinary clinic
located at the corner of Olney and the proposed easement to discuss mitigation
and use of the easement.
4. Other Business.
Mark Pilliod gave an overview of the allegations and pleadings regarding the
Group W LLC (Peter Wanless) investigation relating to Integrated Resource
Recovery, LLC; Glen Pyle v John Buss, et al; and RTC et al vs. Icehouse
Investors. He said that the chronological report indicates that all cases were
dismissed.
Being no further items brought before the group, the meeting adjourned at
2: 50 p. m.
Minutes of Administrative Liaison Monday, August 11, 2003
Page 4 of 5 Pages
DATED this 4th Day of August 2003 for the Deschutes County Board of
Commissioners.
ATTEST:
Recording Secretary
Dennis R. Luke, Chair
Tom eWolf, Commissioner
Attached
Exhibit A: URS Plan for Phase I, Knott Landfill Design (6 pages)
Exhibit B: Draft Deschutes County Training Calendar for 2004 (2 pages)
Minutes of Administrative Liaison Monday, August 11, 2003
Page 5 of 5 Pages
Phase I
Project Management & Meetings, Facility Operations Evaluation
Design Development and Building Programming
Task 1.0 Project Management
Task 2.0 Kickoff Meeting
Task 3.0 Facilities Operation Evaluation
Task 4.0 Design Development and Building Programming
Task 4.1 Design Criteria Memorandum
Task 4.2 Alternative Layouts
Task 4.3 Landscape Master Plan
Task 4.4 Design and Construction Cost Estimate
Task 5.0 Site Plan Review
Task 6.0 Topographic Surveys
Task 7.0 Geotechnical Investigations
Task 8.0 Design and Programming Report
Task 9.0 Architectural Rendering
Phase I Estimated Total Fee
$34,980
$13,781
$31,280
$27,120
$77,200
$18,808
$13,680
$ 8,220
$16,207
$35,760
$6,040
$3,930_
$287,006
Exhibit
Page l of
Phase I
Project Management & Meetings, Facility Operations Evaluation, and
Design Development and Building Programming
The following Phase I Scope of Services, Tasks 1 through 9, have been developed in
order to evaluate County operational needs and establish project design criteria,
scheduling and building programming.
These Phase I activities are key to the success of the project. When proper planning is
done prior to starting detail designs and construction, the resulting project provides the
Owner with a more efficient and cost effective result.
Note: For the purposes of the fee estimate, it is assumed that Phase I will last a total
of 13 weeks (three months).
Task 1.0 Project Management
The URS will meet individually with project subconsultants and go over scopes of work,
roles, schedules, deliverables and budgets to establish subconsultant agreements. The
project manager (PM) will prepare a list of project personnel as a contact sheet and
distribute. The PM will meet with County staff on a regular basis to discuss schedule,
budget and issues or concerns. Additional activities will include project coordination,
invoicing, updating schedules, and project budgets. The project manager will be the
main contact between the design team and the County.
Task 2.0 Kickoff Meeting/Workshop
Following negotiation and contractual agreement, The URS team will immediately
schedule the kickoff meeting and workshop. This workshop will address the following:
a. Contract administration — We will discuss the specifics of how the contract will
be administered between the County and URS.
b. Establish project goals/objectives - We will establish common goals and
objectives for this project such as design codes, materials of construction, priority
of building construction, the number of bid packages, functionality, safety,
expandability, aesthetics, environmental responsibility, and other items important
for the project.
C. Establish site design criteria - We will establish and agree to design criteria such
as maximum road grades, storm water treatment processes, and methods to use in
the treatment and processing of sanitary sewage and wash water.
d. Discuss project schedule - We will develop a schedule that will estimate
reasonable start and completion dates for all phases of the project. It is
anticipated that the schedule would be updated and revised, as new information
becomes available.
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Exhibit
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e. Identify project aesthetics goals - We will identify and discuss opportunities for
project aesthetics so those aesthetics can be incorporated, as much as possible,
from the outset.
f. Obtain input from workshop attendees on the important items to consider in the
alternatives analysis.
Deliverables:
• Meeting Minutes
• List of Project Goals and Objectives
• Site Design Criteria List
• Microsoft Project Schedule
• Statement on Project Aesthetics Goals
• Alternatives Analysis Approach
Task 3.0 Facilities Operation Evaluation
Under this task the URS team will assist the County with the determination of who will
operate the new North Area recycling facilities. To reach this determination we will take
the following approach:
a. Operations - An initial workshop with County staff and the URS team will be held
to discuss operational options and to identify decision making criteria such as
cost, County control, financial reporting, contractual issues and operational
flexibility. Following the workshop, the team will document the options and
criteria selected then analyze each option with respect to the mutually agreed
upon criteria. During this evaluation, the team will meet with Deschutes
Recycling to request and review relevant information requested of them. A
second workshop with the County will then be held to present and discuss the
analysis. Based on the evaluation and discussions, the team will prepare
recommendation regarding the preferred operator.
b. Integration of Facilities - Parallel to the operator review, the team will analyze
and prepare recommendations regarding the level of integration for the MRF with
the Deschutes Recycling operations. This analysis will review both the physical
and business integration options ranging from making land available to Deschutes
Recycling for construction and operation of their own recycling facility, to co -
locating the facilities and operation of both by Deschutes Recycling. Based on an
evaluation and discussions with the County, the team will prepare
recommendations regarding the level of physical and business integration for the
MRF/Public Drop-off and the current Deschutes Recycling facilities.
C. Implementation Plan - The team will prepare an action plan defining the steps
necessary to implement the suggested proposals. Working closely with County
staff, the steps will be described, responsibilities assigned and a timeline
established.
d. Provide Ongoing Assistance - The team will assist the County in applying the
steps defined in the implementation plan. If a competitive option is used for the
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Exhibit
Page 2 of (�
selection of an operator, the team will assist the County in preparing an RFP,
participating in a bidder's conference, and prepare responses to questions.
Deliverables:
• Two Workshops and Meeting Minutes
• Evaluation and Recommendations Report
• Meeting with Deschutes Recycling
• Preparation of an Implementation Plan
• Assistance with Selecting Operator (if needed)
Task 4.0 Design Development and Building Programming
The purpose of this task is to define the development criteria for the North Area by a
systematic process of investigating the needs, the desires and the operational concerns of
the County. By this process we will define the framework for the building forms, the site
development layout and the anticipated construction costs. The project team will conduct
the following tasks:
Task 4.1 Design Criteria Memorandum
Prepare Design Criteria Memorandum that will be the basis for design development and
detail designs. This memorandum contains a summary of all of the key elements needed
for the project design and communications.
The memorandum will be prepared by obtaining data for designs from the appropriate
County building officials as well as meeting with the County's solid waste administration
and operations staff to determine:
Specific design criteria they want the design team to utilize.
How they would like to see the Station operate.
Construction contract procedures.
Meeting(s) will also be held with other appropriate stakeholders to discuss recycling
requirements, integration of the composting operations, maintenance facility
requirements, HHW requirements, and other issues important to the success of this
planning phase.
Task 4.2 Alternative Layouts
Prepare three alternative layouts for buildings, site and landscape elements, for the
respective areas within the site, meet with County for review and comments, and select a
preferred alternative for detail design. This task will include development alternative
building systems and materials, including sustainable design elements, for the buildings
and landscaping.
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Exhibit
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It is during this activity that site plan design concepts will be integrated into the program
and would include the engineering, the landscape and architectural design; thereby,
establishing the overall campus theme for the project.
Task 4.3 Landscape Master Plan
Deschutes County has a unique opportunity to develop a Facility Master Plan that sets a
community -wide precedent for recycling and implementation of a "sustainable"
development. Site design and development that emphasizes the preservation of existing
trees and a sensitivity to grading will create an attractive "Campus" providing a
community asset and a functional recycling facility.
Task 4.4 Design and Construction Cost Estimate/Develop Project Schedule
Prepare conceptual construction cost estimates and implementation schedules for each
alternative. It is also at this point that URS will present to the County the final detailed
budget fee now that it is determined what exactly is to be designed for each area of the
site
Task 5.0 Site Plan Review
Develop the accepted alternative for each site and building location for client acceptance
and submission for site plan review by the County Planning Department. Incorporate any
site plan review comments and review with client for acceptance prior to proceeding with
Design. This would include finalizing the architectural character, materials, colors and
landscaping to be utilized in the designs. This site plan submittal and approval is needed
before detail design can begin.
Task 6.0 Topographic Surveys
Conduct individual topographic site surveys, at one -foot contours, and tie into the base
map. Survey areas to be determined after initial siting of buildings and appurtenances.
Task 7.0 Geotechnical Investigations
Determine site specific geotechnical information (bearing capacity, retaining wall needs,
pavement design, soil types and characteristics)
Deliverables (Task 4.1 through 7.0):
• Conduct Three (3) Meetings with County and Project Team
• Develop Three (3) Alternative Layouts to Select Preferred Alternative
• Prepare Buildings Program Memorandum
• Develop North Area Site Plan
• Develop Landscape Master Plan
• Prepare Schematics of Building Elevations and Sections
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- Exhibit 14
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• Submit to the County Community Development Department the Site Plan, Landscape
Master Plan and Building Schematics for Site Plan Approval
• Conduct Topographic Base Mapping and Develop North Area Base Map
• Conduct Geotechnical Investigation and Prepare Report
• Review and Update Construction Cost Estimate for Preferred Alternative
• Provide a final fee for design and construction services
• Project Implementation Schedule
Task 8.0 Design and Programming Report
The URS team will prepare a report that will be composed of selected deliverables from
Tasks 1 through 7 including conclusions and recommendations where applicable. It is
anticipated the County could use this report for a variety of public forums such as BOCC
meetings, public hearings, press releases, etc.
Task 9.0 Architectural Rendering
Based on the design criteria and building programming established in Phase I, the
architect will prepare a rendering of the campus as it will be anticipated to look following
construction.
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I
Deschutes County
1130 NW Harriman St., Bend, OR 97701-1947
Fax (541) 388-4752 - www.deschutes.or�
Deschutes County Training Calendar 2004
FIRST QUARTER
January: Supervisory Classes-PSU Leadership Classes
Tuesday, 13 TBD
Wednesday, 14 TBD
February: Staff Classes
Tuesday, 10 Interpersonal Communication 8a -Noon
Customer Service -lp-5p
Wednesday, 11 Customer Service 8a -Noon
Interpersonal Communication 1p -5p
March: IT Classes
Tuesday, 16
Word -Beginning
9a -4p
Wednesday, 17
Excel -Beginning
9a -4p
Thursday, 18
Outlook -Beginning
9a -4p
SECOND QUARTER
April: Supervisory Classes
Tuesday, 14 Finance/Accounting 9a -4p
Wednesday, 15 Finance/Accounting 9a -4p
May: Staff Classes
Tuesday, 18 Technical Writing 8a -Noon
Conducting Meetings 1p -5p
Wednesday, 19 Conducting Meetings 8a -Noon
Technical Writing 1p -5p
June: IT Classes
Tuesday, 20 Word -Intermediate
9a -4p
Wednesday, 21 Excel -Intermediate
9a -4p
Thursday, 22 Outlook -Intermediate
9a -4p
Exhibit
Page �_ of
r
THIRD QUARTER
July: Supervisory Classes
Tuesday, 20 Wage & Hour Law (FLSA or Nat'l Seminar Group) 8a -Noon
Family Medical Leave (FMLA or Bureau of Labor or Nat'l
Seminar Group) 1p -5p
Wed, 21 Family Medical Leave (FMLA or Bureau of Labor or Nat'l
Seminar Group) 8a -Noon
Wage & Hour Law (FLSA or Nat'l Seminar Group) 1p -5p
August: Staff Classes
Tuesday, 17
Wednesday, 18th
September: IT Classes
Tuesday, 21
Wednesday, 22
Thursday, 23
Customer Service
Sexual Harrassment
Sexual Harrassment
Customer Service
Word -Advanced
Excel -Advanced
Outlook -Beginning
FOURTH QUARTER
October: Supervisory Classes
Tuesday, 19 Finance/Accounting
Sexual Harrassment
Wednesday, 20 Sexual Harrassment
Finance/Accounting
November: Staff Classes
Tuesday, 16
Wednesday, 17
December: IT Classes
Tuesday, 7
Wednesday, 8
Thursday, 9
Customer Service
Interpersonal Communication
Interpersonal Communication
Customer Service
Internet Explorer
Outlook -Intermediate
Word -Beginning
8a -Noon
1p -5p
8a -Noon
1p -5p
9a -4p
9a -4p
9a -4p
8a -Noon
Ip -5p
8a -Noon
1p -5p
8a -Noon
1p -5p
8a -Noon
1p -5p
9a -4p
9a -4p
9a -4p
Exhibit 6
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