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 loll 11fill 111111111 111 343 DESCHUTES COUNTY CLERK CERTIFICATE PAGE This page must be included if document is re-recorded. Do Not remove from original document. 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 S t 31Yar. Document Reproduces Poorly (Archived) - �� Cf ( �•� c i� —Exhibit p_ Page_ r ar 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 —ExHibff Page C A— of C—