2005-1143-Minutes for Meeting June 28,2005 Recorded 10/10/2005ETES COUNTY OFFICIAL RECORDS CJ 2005,M3BLANKENSHIP, COUNTY CLERK vy
STONERS' JOURNAL 10/10��0�5 10:Z8;OO AM
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DESCHUTES COUNTY CLERK
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Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orc
MINUTES OF ADMINISTRATIVE LIAISON
DESCHUTES COUNTY BOARD OF COMMISSIONERS
TUESDAY, JUNE 289 2005
Commissioners' Conference Room - Administration Building - 1300 NW Wall St.., Bend
Present were Commissioners Michael M. Daly and Dennis R. Luke; Commissioner
Tom De Wolf was out of the office. Also present were Mike Maier, County
Administrator; Susan Ross and Anna Johnson, Commissioners' Office; and Marty
Wynne, Finance. Media representative Chris Barker of the Bulletin was also present.
The meeting began at 1: 30 p. m.
1. Discussion regarding Budget Adoption.
Marty Wynne gave a brief overview of the budget adoption process and minor
changes that have been made since the Commissioners last reviewed it. Final
adoption by the Board is scheduled for the Wednesday, June 29 Board meeting.
2. Communications Update.
Anna Johnson updated the Board on several projects, and added that the
employee art program has been launched.
Ms. Johnson asked that professional photos be taken of County buildings for the
budget publication and the website. The Board authorized $2,000 for this
proj ect.
Minutes of Administrative Liaison Tuesday, June 28, 2005
Page 1 of 3 Pages
3. Project Update
Susan Ross stated that a remodel of the old Bill's Electric property on
Greenwood has not been budgeted. It has five dedicated parking spaces, but
needs extensive remodeling to be useable by anyone. It cannot be sold until
2007 because of an existing bond. She recommended that the law library be left
at the Courthouse, and use the card reader system for access.
Commissioner Luke suggested that the Law Library Committee meet to discuss
options, such as possibly approaching the Bend Public Library about using a
portion of that facility.
Commissioner Daly authorized $500 of economic development grant funds for
the shuttle bus between Redmond and the Fairgrounds for the Great American
RV Rally. He also granted $2,500 to La Pine Park & Recreation to match funds
for a temporary director.
4. Other Items.
Commissioner Daly was contacted by a contractor who was concerned about
the cost and construction of the Road Department's new car wash. Tom Blust
explained that the original estimate did not include some electrical and
mechanical work, and the roof design had to change after feedback was
received about it. (Copies of documents relating to this project are attached as
Exhibit B).
Scott Steele went into detail about the construction of the building and the
issues related to dealing with the manufacturer of the car wash equipment.
Susan Ross emphasized that bids were received, but only a few because most
contractors do not want to deal with small jobs.
Commissioner Daly was to discuss the situation further with Mr. Steele. Due to
time constraints, this item was continued to Thursday, June 30, 3:00 p.m. in
the event further discussion is needed.
Being no further items addressed, the meeting adjourned at 3:05 p.m.
Minutes of Administrative Liaison Tuesday, June 28, 2005
Page 2 of 3 Pages
DATED this 28th Day of June 2005 for the Deschutes County Board of
Commissioners.
ATTEST:
Recording Secretary
Tom DeWolf, Chair
Attachments
Exhibit A: Meeting agenda (1 page)
Exhibit B: Documents relating to the Road Department car wash project (9 pages)
Minutes of Administrative Liaison Tuesday, June 28, 2005
Page 3 of 3 Pages
1:30-2:00
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
ADMINISTRATIVE LIAISON AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
1:30 P.M., TUESDAY, JUNE 28, 2005
1. General Discussion regarding Wednesday's Budget Adoption
2:00— 2:15
2. Communications Update — Anna Johnson
• employee art program update: a) response; b) family member participation
• building photography proposal update
• logo upgrades for print quality and special projects
• media communications policy research
training survey response from dept heads
2:15— 2:45
3. Project Update — Susan Ross
Discussion of Law Library
4. Lottery requests:
Shuttle Bus in Redmond for Great North American RV Rally
2:45 — 3:00
5. Other Items
Exhibit
Page _� of �_
4
Bax Y\ i e -
June 26, 2005
New Car Wash at road Department
Subject: Concerns with billing from Scott Steel for professional
services.
As liaison to the Road Department, it has come to my attention that
Charges from Scott Steel for the design of the new car wash need
to be checked much more closely. The total cost billed for their
services for this small building was $31,458.00 with an additional
charge received recently for an additional $304.50 for telephone
conversations with Dennis Morris re. the roof design of the
carwash.
A couple of weeks ago, Tom Blust mentioned to me that the
charges for the design of the new car wash from Scott Steel
seemed extremely high to him. I sat down with Tom Blust and
Dennis Morris in an effort to get detailed information on the events
leading up to the hiring of Steel for this project.
Dennis Morris was doing most of the planning for the Car Wash.
He had already decided on a vendor for the Car Wash equipment
and they needed a building to house the equipment and related
electrical and plumbing requirements. The car wash equipment
manufacture had included a detailed set of plans and specifications
for the electrical and plumbing requirements. Dennis had also
contacted a local engineering firm to get a cost for the design of
the building. He was quoted a figure of $3500.00 for the design
which at the time Dennis thought that seemed high to him.
Apparently Dennis contacted Susan Ross who suggested that they
just use Steel and Associates as they were already contracted to do
the remodel on the Road Department offices and they could just
run this through on the same contract. This seemed like a good
Exhibit g
Page _�__ of
r
idea however nobody ever asked Steel what this might cost to
design the building.
The first couple of guys from Steel & Associates, who started the
project, apparently quit and went elsewhere. New people took
over the project and after several months delay, they finally had
finished plans to Road by August 6, 2004. Steel did the bid
documents and also advertised for bidders.
A bunch of Contractors looked at the plans and most declined to
bid the project. Information from the Contractors was that the
Roof Design Steel had submitted was so complex nobody would
bid it. They were told that the roof design was way more than they
needed for this structure.
Apparently they only ended up with Two bids and one bid did not
include the roof. Both were over the budget for the project. Dennis
Morris called a number of other Contractors personally but could
not get any further bids.
After meeting with the board, they decided to General the project
themselves and get separate bids for the different parts. The roof
design was useless and after calling the supplier of the material for
the roof, they did a design which fit the needs and included it in the
price of the material, basically no cost. Steels charges for the roof
design only was $3330.00.
I recently contact a licensed Contractor, G.K. Eischen who does
business as Diamond L. Corporation. I have known Gerry for
many years, and worked with him on large commercial
construction projects in the past. I knew him to be very
knowledgeable in the construction of block buildings. Gerry came
out at my request and measured up the building which was nearly
finished except for the roof. He sent me a letter which is enclosed
as to his estimates of what a building like this should cost as well
Exhibit
Page _:�2:: of
as the design costs. As you can see, his estimate for the design
costs are between $2500 and $3000.00 which is in line with Dennis
Morris's estimate he got from a local engineering firm before
hiring Steel. It is also interesting to note that since this building is
only 1600 Sq. Ft. in size, a licensed Architectural or engineers
stamp is not required by state codes.
To add insult to injury, Dennis Morris told me that when he was
frustrated about not being able to get bids on Steel's Roof design
he contacted them and told them of the problem and asked if they
could redesign the roof. He was eventually told they would not; so
on one phone call to them, Dennis told them we would just take
care of the roof ourselves and get it designed elsewhere.
A few days later, they got another bill from Steel for $304.50
apparently for the telephone conversations about the roof problem.
(see attached copy of the bill.)
To sum of this issue, the road department originally got a bid for
design services of about $3500.00 to design the building. This cost
was confirmed with Gerry Eischen's letter who states he consulted
two building designers and got the same general cost from them.
The car wash equipment manufacture sends detailed drawings with
their product on the electrical and plumbing requirements. Steels
plans just copied the plans of the car wash manufacture. The site
plan in Steel's plans was done by our own road department. They
designed a roof that nobody would bid and charged us $3330.00
for that alone.
A breakdown of the charges from Steel is as follows.
General Design plans & specs.
Mechanical and electrical design
(already supplied by equip. mfg.)
Roof and wall structural design.
TOTAL COST
$18,815.00
9,313.00
3,330.00
$31,458.00
Exhibit
Page ;3 R
r
Let's don't forget the charges for telephone conversation with
Dennis Morris about the roof design. $304.50.
I would suspect that at this late date, most of the above charges to
us have already been paid. Let's get everybody together and
discuss what happened and how we can prevent this from
happening in the future.
Michael M. Daly
Deschutes County Commissioner
Exhibit
PageLk of
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31Yar.
Document Reproduces Poorly
(Archived)
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—Exhibit p_
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Mike Daly
From: Tom Blust
Sent: Friday, June 03, 2005 3:06 PM
To: Mike Daly
Subject: Carwash
Mike,
Here is the break -down of costs from Steele Associates for the Carwash design: $18,815 for general design,
plans and specs, $9,313 for the mechanical and electrical design, $3,330 for the roof and wall structural design.
The total design cost was $31,458.
The roof design cost was less than I had remembered, but the overall cost of $31,458 seems high to me.
Tom
Tom Blust, PE, PLS
Director,
Deschutes County Road Department
61150 SE 27th Street
Bend, OR 97702
Phone: (541) 322-7105
Fax: (541) 388-2719
email: tomb@co.deschutes.or.us
6/6/2005
Exhibit
Page
Page 1 of 1
Mike Daly
From: Tom Blust
Sent: Tuesday, May 31, 2005 1:24 PM
To: Mike Daly
Subject: Carwash
Mike,
This is a follow-up to our discussions last week regarding the carwash costs
The cost for the design work by Steele Associates was $31,458. We advertised for bids for construction, but the
low bid of $135,000 was over our budget and did not bid the roof as designed. A number of contractors we talked
to said that the roof design would be very expensive to build (no one would bid on it).
We were able to get a metal roof fabricator to do a new (more conventional / less expensive) roof design and
should be able to finish the building for under the original bid price.
Let me know if you have any further questions.
Thanks,
Tom
Tom Blust, PE, PLS _ ` n
Director, �Gi, � -Y ? %!c'.1� (/ ttfNe v>'
Deschutes County Road Department �' j �y ,t daw,/,
61150 SE 27th Street
Bend, OR 97702
Phone: (541) 322-7105
Fax: (541) 388-2719
email: tomb@co.deschutes.or.us
5/31/2005
Page of 9—
nvo c
DESCHUTES CO. ROAD DEPT
ATTN: CHRISTI MICHAELIS
61150 27TH ST.
BEND OR 97702
Steele Associates Architects, L L C
686 NW York Drive
Bend, Oregon 97701
Project: 02131.18 DES. CO. ROAD DEPT, CAR WASH
Professional services from April 1 2005 to April 30 2005
Professional Personnel
May 6, 2005
Project No: 02131.18
Invoice No: 0004008
RECEIVED
MAY 1 6 2005
DESCHUTES CO 1
ROAD DEPT
Hours Rate Amount
OLIVIERI, LANCE 3.50 87.00 304.50
Totals 3.50 304.50
Total Labor
304.50
Total this invoice $304.50
All invoices are due upon receipt. A late charge of 1.5% will be added to any unpaid balance 31 days after the
date on the invoice.
Exhibit
Page Q, of G
June 26, 2005
Building remodel at road department
Subject: Design flaw in plans for remodel. Did not meet ADA
Standards.
During my conversations with Tom Blust at the road department
about the car wash, I learned that during the construction of the
new office space at the road department, the restrooms were built
according to plan by the contractor but it was later learned that
they did not meet ADA requirements. Apparently an entire wall
which had already been sheetrocked had to be torn out and re -done
due to a design mistake by Steel and Associates.
I would like Susan to comment about this as it appears this was
Steel's Fault, and he should have paid for the extra the Contractor
would have received for re -doing the work.
Mike Daly
Deschutes County Commissioner
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