2008-510-Minutes for Meeting March 13,2008 Recorded 4/2/2008DESCHUTES COUNTY OFFICIAL RECORDS
NANCY BLANKENSHIP, COUNTY CLERK V~1 VY
COMMISSIONERS' JOURNAL 04/02/2008 08:09:36 AM
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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.org
MINUTES OF MEETING
DESCHUTES COUNTY BOARD OF COMMISSIONERS
THURSDAY, MARCH 13, 2008
Commissioners' Conference Room - Administration Building - 1300 NW Wall St., Bend
Present were Commissioners Michael M. Daly and Dennis R. Luke; Commissioner
Tammy Melton was unavailable. Also present were Dave Kanner, County
Administrator; Erik Kropp, Deputy County Administrator; Larry Blanton, Sheriff;
Susan Ross, Property and Facilities; and Scott Steele of Steele & Associates. No
representatives of the media or other citizens were present.
The meeting began at 11:00 a. m. The purpose of the meeting was to review
proposals received in response to a Requests for Proposals for owner's
representative services on the jail expansion project.
Susan Ross opened the meeting by asking for the score sheets compiled by the
attendees. Commissioner Daly indicated he had not yet filled out his score sheets.
Ms. Ross listed the scores as submitted on a whiteboard and then totaled the
figures.
The group discussed Susan opened the meeting by asking for everyone's score
sheets. Commissioner Daly indicated that he had not filled out his score sheets.
The group discussed whether to eliminate the two lowest ranking proposals, which
came from Sahara Company and Hill International. Commissioner Daly said he
thought the County should talk to Sahara because they had built a 200-bed jail in
Utah for $8 million. Dave Kanner pointed out that the jail was bid in 1997 and
completed in 1998, ten years prior. Mr. Kanner further said that Sahara's proposal
showed no experience with Oregon public contracting law or Oregon prevailing
wage law, and that Sahara's cost proposal was significantly higher than any of the
other proposers.
Minutes of Board of Commissioners' Special Meeting re: Owner's Representative for Jail Project
Wednesday, February 13, 2008 Page 1 of 3 Pages
Commissioner Daly said there had been a 200-bed expansion of the Utah jail in
2007 at a cost of $8 million, according to a county commissioner from Beaver
County, Utah, with whom he had ad been in contact. Sheriff Blanton said he had
received some information about the Beaver County jail expansion from the jail
commander in Utah, including pictures, which he circulated. Sheriff Blanton said
the pictures showed a minimum-security, dorm-style jail, which is not similar to
what is being proposed in Deschutes County. The group then agreed to eliminate
the two lowest-ranking proposers from further consideration.
The group discussed the third lowest-ranking proposal, from Rider Leavitt Bailey.
It was pointed out by Scott Steele that the Steele/KMD team had already
subcontract with RLB for cost estimating work and that hiring them to be the
owner's representative could be a conflict of interest. The group agreed to
eliminate the RLB proposal.
The group then discussed the top ranked proposals. Concern was expressed by
several present about the fee proposal from URS, which seemed very high.
Commissioner Daly was concerned that many of the proposers were proposing to
do things that really should be done by the architect and the County's project
manager, and that the owner's representative should just be the County's eyes and
ears on the construction site. Scott Steele agreed, stating that the exact scope of the
owner's representative work would be determined prior to entering into a contract.
Dave Kanner said that a very extensive scope of work had been put in the RFP,
which basically comprised everything an owner's representative might be asked to
do. Commissioner Luke pointed out that the fees are negotiable, and that the
proposals are basically an opening to negotiation.
The group agreed to interview just two proposers and to eliminate URS from
further consideration.
Commissioner Luke expressed concern about Heery International, which had been
the owner's representative on another County project. He felt they had missed
some important construction errors which ultimately cost the County money.
Several in the group pointed out that Heery was proposing a completely different
set of key personnel for this project. Scott Steele also expressed concern about one
of the key personnel proposed by the other top proposer, Milstead and Associates.
He said it is not unusual for people to move around in the construction industry but
wondered about this particular relationship. The group decided that it would be
important to ask about this in a face-to-face interview.
Minutes of Board of Commissioners' Special Meeting re: Owner's Representative for Jail Project
Wednesday, February 13, 2008 Page 2 of 3 Pages
The group agreed by consensus to interview Heery International and Milstead and
Associates on March 25. Susan Ross asked that the attendees give some thought to
specific questions to be asked during the interviews and submit them to her.
Sheriff Blanton talked about visiting other jails to see how they had been built and
what they had cost. He said he thought it was important to determine, through the
design development process, exactly what is needed in Deschutes County and then
go visit other jails that are a good match with those specific needs.
Being no further discussion, the meeting adjourned at 12:00 noon.
DATED this 13th Day of March for the Deschutes County Board of
Commissioners.
D nnis R. Luke, Chair
Tammy (Baney) Melton, Vice Chair
ATTEST: Z&I we-~
i ail a y, C mmissioner
Recording Secretary
Minutes of Board of Commissioners' Special Meeting re: Owner's Representative for Jail Project
Wednesday, February 13, 2008 Page 3 of 3 Pages