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2011-3015-Minutes for Meeting August 10,2011 Recorded 9/22/2011COUNTY OFFICIAL NANCYUBLANKENSHIP, COUNTY CLERKDS COMMISSIONERS' JO RNAL 09/22/201108:07:26 AM 111111111111111111111111 I~ 11111 2 11 31115 Do not remove this page from original document. Deschutes County Clerk Certificate Page -Ir 17 r..1 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 MINUTES OF ROAD STUDY GROUP DESCHUTES COUNTY BOARD OF COMMISSIONERS WEDNESDAY, AUGUST 10, 2011 Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend Present for a portion of the meeting were Commissioners Tammy Baney and Anthony DeBone. Present for the entire meeting were Commissioner Alan Unger; Dave Kanner, County Administrator; and members of the committee: Todd Taylor, Ben Gordon, George Kolb, Steven Runner, Clay Higuchi, Mike Williams, Andy High, Bill Robie, Gordon Dukes, Tyler Deke, Jack Holt, and Conrad Ruel. Also in attendance for part of the meeting was media representative Hillary Borrud of The Bulletin. Chair Todd Taylor opened the meeting at 4:05 p.m. Todd Taylor explained that most members present met with the Board of Commissioners at their July 27 work session, at which time they discussed the task at hand, ideas to consider, how to get educated and make recommendations. Mr. Taylor asked if the reclamation process involves adding cement, who decides the method to be used, and if someone tracks the record of the process and the life span of the work. Mr. Kolb replied that they have contacted other agencies who are doing full-depth reclamation, and also refer to information in design books. They do a fair amount of laboratory testing and use a company for this and for tracking purposes. Tyler Deke asked what else is outsourced. Mr. Kolb said that they outsource some overlays, and the purchase of asphalt, base rock and concrete. Asphalt and aggregate numbers are at about $7.6 million, and most of this is outsourced. Minutes of Road Study Group Meeting Wednesday, August 10, 2011 Page 1 of 10 Pages When asked about Road Department employees, Mr. Kolb stated they have two part-time customer service employees, with the rest being full-time. The design engineer position was eliminated when the County stopped taking in new local improvement districts. They do not ramp up employee numbers in the summer, but use temporary personnel as flaggers and try to keep everyone else busy year- round. Jack Holt asked if the surveyor's services are used by others. Mr. Kolb said that he does work for all other local agencies. Chris Doty asked if the employees are in various unions. Mr. Kolb replied that most are in one union, along with employees of the Solid Waste Department. Conrad Ruel asked if there is a list of future projects and whether they will be able to do all of them. Mr. Kolb said that they have a five-year capital improvement plan. The goal is to keep the roads in good condition for twenty years. Andy High asked about the difference between maintenance and replacement. Mr. Kolb said that you fix a pothole, but replace a deteriorated sidewalk. The maintenance overlays run under two inches thick. Anything over that requires a comparison through BOLI to show that the County can do it cheaper than going out to bid. This is requires through Oregon Revised Statute. They could go directly out to bid on the smaller projects. Mr. Taylor referred to the organizational chart, and asked about capital expenditures, maintenance and the utilization of tools and equipment. He asked how many pieces of rolling stock belong to the department. Gordon Dukes gave an overview of the vehicles, and said there are perhaps fifty pieces of equipment of various types. Many have different uses and they have to allow for breakdowns, etc. Mr. Taylor asked what would be optimal. The budget comes down to a big portion being labor and equipment. Mr. Kolb stated that he could put together some numbers and determine how the equipment is charged back to the job. Mr. Taylor noted that it does not matter if an entity is private or public; there is a cost to own equipment, and there might be a point where it is not being utilized. He asked about the hours the equipment is used, the number of miles, and so on. Minutes of Road Study Group Meeting Wednesday, August 10, 2011 Page 2 of 10 Pages Mr. Kolb said that an audit was done and this was discussed then. Mr. Dukes added that the government can afford to sit on the sanders so that they are available when needed. Most are old dump trucks that can be used for this purpose. The group then discussed Road Department budgeting. Mr. Kolb said that the funding issues are complicated. There are dedicated road funds that can only be used for certain things. Most revenue comes through motor vehicle fees, but the amount is not guaranteed and has been declining. Mr. Deke asked if the amount went up when registration fees and gas taxes were increased. Mr. Kolb answered that the amount actually went down because traffic dropped. People are traveling less and are using more economical vehicles. Forestry receipts, if not reauthorized, will go down significantly. STP funds can be exchanged for 94 cents on the dollar and used for road maintenance. They got a one-time forest highway grant of $600,000 for Cascade Lakes Highway. The budget reflects internal services revenue, equipment repairs and things they do for other departments. There is some external revenue from other agencies for road striping and other work. A small amount of revenue comes from transportation SDC's. Jack Holt asked about the contingency amounts; and on the expense side, materials and services, and administration. Mr. Kolb said they are required to have a certain level of contingency dollars. Dave Kanner added that the total includes surveying, weed control and other things, not just road maintenance. About half of the employees work on the roads. Mr. Taylor observed that there are thirteen people in the fleet department, with twenty pieces of equipment. Mr. Dukes noted that they maintain the equipment belonging to other departments as well. Mr. Kanner said that the funds go into a vehicle replacement reserve, and when vehicles are needed they purchase through the State's purchasing pool. Mike Ryan asked if the department owns the equipment. Mr. Kanner replied that the Road Department does not own the vehicles, but manage the equipment plus charge the departments a fee to maintain those vehicles. The internal service charge is significantly lower than it would be through an outside provider. Minutes of Road Study Group Meeting Wednesday, August 10, 2011 Page 3 of 10 Pages Clay Higuchi said that they need a definition of what constitutes services and maintenance and the cost of doing this work. For instance, does it include the cost of the supervisor, the building and other aspects. This has to be considered or they will always show less than private enterprise. Mr. Taylor said there are two different components. There are revenue opportunities, and the cost component. They need to look at what can be done differently. The total average cost of an employee, with benefits, is about $97,000. That is a big number when compared to the private side. There is a ratio between dollars coming in and going out. They need to know what goes towards overhead, equipment and facilities, and how much actually gets to the roadways. They need to benchmark how that compares to other counties. Mr. Kolb stated that some road revenue can only be used for roads or certain work on roads. Mr. Holt said that this will go down if everyone starts driving electric cars. Mr. Taylor said that there are other expenses above and beyond other things that were not apparent five years ago, such as the noxious weed program. Mr. Kolb stated that this is funded mostly through grants. Mr. Kanner added that this is a very small cost. Deschutes County is a statutory weed control district. Road money spent on the weed program has to be spent on county rights-of-way. Mr. Holt said that some grants have requirements that are not a good idea. Mr. Dukes stated that there is a big problem here with noxious weeds. Mr. Taylor said that the forest receipts are at risk. He asked what else is at risk at this time. Mr. Kolb said forest receipts may be at $600,000 in 2012. Mr. Kanner added that this was the historical average prior to the law being put into place in 2001. Mr. Kolb said there are grants, but they never know when they will get them. Usually they take a long time and typically you have one shot at them. The STP is about $500,000 and is fairly consistent. Motor vehicle revenue is down due to electric or hybrid vehicles, and fewer people are driving. Mr. Kanner said that the amount went up, but not at the rate of inflation of oil and construction costs. It is consistently below ODOT projections. Minutes of Road Study Group Meeting Wednesday, August 10, 2011 Page 4 of 10 Pages The legislature increased the gas tax and registration fees, and ODOT raised the rate, but they have consistently come in at 10% below that. Steve Runner noted there is $20 million in revenue, but they leave $3 million in beginning cash. Mr. Kanner explained that this is in reserves. The vehicle replacement fund is an example. It is used when a vehicle needs to be purchased. Expenditures have to match revenue. You have revenue minus contingency, minus reserves. Mr. Taylor asked about action items. Chris Doty asked about the pavement condition index. Mr. Kolb said that it is at about 75%. The roads are in good condition overall. Mr. Taylo9r said they need a list of equipment, costs and utilization, what the charges are and how they are transferred. He asked if the County ever subcontracts engineering work to avoid the costs of carrying staff. Mr. Kolb replied that they had a design engineer when they were working on local improvement districts. Now they do designing in the winter months and projects in the summer. They previously had two designers and two licensed engineers, but are now down to bare bones. Andy High asked if engineering calculations fail, do they have insurance to cover this. Mr. Kanner replied that the County is self-insured and covers employees for actions taken within the scope of their work. Mr. Kolb added that the only thing they subcontract would be larger projects that require additional personnel. Mr. Doty said they are able to maintain a 75% PCI. Mr. Kolb stated that if revenue goes down, this will be hard to maintain. They have to look at the workload. They could take out preservation and overlays, and may end up grinding inlay on those roads. They are trying to get away from cinder bases that are failing. Mr. Taylor asked about the bidding process. Mr. Kolb explained that the ORS must be followed, along with the Oregon Revised Statutes and County Code. Most work over $150,000 requires a formal bid process. Mr. Deke asked if there were changes in legislation on the big process for engineering services. Mr. Taylor said that he liked it when State and County trucks came into his former business. This meant the highest profit margin for them. You take advantage of the times you are in. Minutes of Road Study Group Meeting Wednesday, August 10, 2011 Page 5 of 10 Pages Mr. Kanner said that the fluctuations in the marketplace and economy have become more rapid. For example, in 2007 they laid off and then the contractors did not have staff or time for the work that came in. There is a big cost to rehire and train. It costs about $100,000 to get someone fully up to speed. Mr. Kolb added that some placed lay off people in the winter, but the County uses those employees to snow plow and do other wintertime work. Mr. Taylor stated that the group needs to challenge the status quo. Sometimes it might not be advantageous to do things the same way. Mr. Holt said that there is a disconnect here. He asked how much it costs to keep people on the job. Mr. Kanner stated that the County can lay people off. However, if work is currently provided by public employees, it is harder to contract that work out. The legislature has made it difficult to do so. If there is less revenue, they may have to lay off or do less. But the County cannot summarily lay people off just to be able to contract the work out. Mr. Taylor asked if it is cheaper to contract out, why not do so. Mr. Kanner indicated he would provide a copy of the statute. They have to give the union an opportunity to demonstrate they can do the work at the same cost, or cheaper. State law requires a complicated and expensive analysis to prove this would save money. They have to factor in unemployment insurance, COBRA coverage and other aspects. This was put into place during labor-friendly legislative sessions, so it is very difficult to change. Ben Gordon said that they have to throw in the cost of overhead and internal fees paid back to the County. Mr. Taylor stated that the private sector does not have a set revenue stream. It is money in, money out, and overhead has to be factored in. Mr. Doty asked about not doing overlays. Through attrition, they could cleave out some maintenance services and then contract them out when needed. Mr. Kolb said they look at positions when someone retires. There is still a cost for insurance for retirees. Mike Williams asked what happens when a project fails. The private sector would have to be out redoing it. The taxpayers may or may not have to pay again. Mr. Kolb said this has only come up on chip seal. They still cannot figure out what happened with those particular projects. This cost will come out of the maintenance fund. If an overlay comes apart in three years and it was contracted out, the County ends up having to take care of that, too. Minutes of Road Study Group Meeting Wednesday, August 10, 2011 Page 6 of 10 Pages Mr. Taylor brought up shared services. Mr. Kolb said there are already some programs in place through intergovernmental agreements with various counties, cities and the State. Much depends on the equipment needed and the locations involved. They also work with some road districts. Mr. Taylor asked what the ORS allows, and what is meant by the `at cost' price; and whether they mark up the cost to cover other expenses. Mr. Kolb replied that they cannot do this to make a profit. They figure in wear and tear and employee time, plus depreciation of the equipment. Mr. Taylor asked if there is anything else that can be done from a maintenance facility; whether separate facilities can be combined into one big shop instead. Mr. Doty stated that there might be some opportunities for this, but they have to think about utilization and location. It could be some equipment is being fully utilized at certain times. Mr. Kolb said that a central location has been analyzed. There is only so much one entity can do. There are winter maintenance issues that have to be addressed by specific agencies. Mr. Doty stated that the County does chip sealing and striping, but other agencies may not be taking advantage of this. Mr. Robie asked is this continues from year to year. Mr. Doty said that the IGA's allow them to work together. They are not directly contracted. There are some shared duties. They evaluate the chip seal work each year. The cities can and will do some small projects themselves. Mr. Taylor said that utilization needs to be maxed out. He asked about opportunities for the use of equipment and talent. Maybe some equipment could be kept in centralized locations. Mr. Kanner stated that they explored this several years ago. The cities have facilities that are roughly the same size as the County's, and neither can expand. This idea would require a new facility in one location, and the cost could be in the millions. The question is, when would this result in savings? It could take decades. They might be able to reduce the numbers of some equipment, but it would have to be maintained and stored in the meantime. Mr. Taylor said the County has six mchanics. Knife Rive had 450 pieces of equipment and seven people in the shop. He asked if all the County mechanics are busy all the time. Mr. Holt observed that when auto service is busy, dealerships may have to stay open until 11 at night. Minutes of Road Study Group Meeting Wednesday, August 10, 2011 Page 7 of 10 Pages Mr. Doty said that the County has to take care of more than just roads. There are waterways, parks and other areas. There might be efficiencies gained in purchasing products or combining bids. The striping rig is not used every day but needs to be available when scheduled. Mr. Taylor listed action items, such as different entities combining services and benchmarking what is now being done. Mr. Holt added that there should be an inventory on mechanics and equipment, and how they are being utilized. Mr. Taylor asked if they do double shifts. Mr. Kolb said that some come in at 3 or 4 AM, others later. Commissioner Unger said that there is also specialized equipment repair needed, such as police vehicles, fire trucks and so on. Mr. Taylor said the other information needed is the classification of roadways based on road usage. Mr. Kolb said much of this is already in the transportation system plan update. Mr. Taylor stated they need to figure out the utilization of roadways. If some are going back to gravel, how would they determine which ones. Would this be based on the vehicle count or number of residents? How do they prioritize which roads to maintain at what level? Mr. Kolb said there is no formal rating system. Much has to do with the number of vehicles and the road speeds. They have a plan for five years of overlays, PCI and ADT ratings. Mr. Doty stated that there must be an industry standard of what is acceptable for gravel roads, like a lower volume of vehicles, the speed and curves in the road. Mr. Kolb said there are local imprudent districts where people paid $5,000 or more to pave their roads and have the County maintain them. Those traffic counts might be low. Mr. Runner said the higher count is more important. Mr. Kolb stated they could maintain an average PCI, using the same weight based on beneficial use. However, even gravel roads need some level of maintenance. Mr. Holt said that they need to use the common sense standard. It seems this should be when the road needs work. Mr. Taylor stated he is confused; it appears that the roads are in decent shape now and not in arrears. They have opportunities to find different revenue, and this will take a while. He asked if an SDC is an option. Minutes of Road Study Group Meeting Wednesday, August 10, 2011 Page 8 of 10 Pages Mr. Kanner said there could be a bicycle sales and rental tax. Mr. Gordon added that there is a loss of gas tax overall, so they need to be prepared. Mr. Kanner stated that they need to look at cutting costs instead of trying to find revenue. He said they should let the local roads return to gravel. There are 280 miles, much of it low volume, with 95 built through LID's. They will not get there by consolidating services or bidding out more. They need millions of dollars. Mr. Gordon asked what the savings would be by not working on those roads. Mr. Kanner said that the amount varies, but could be about $2 million annual savings. The cost is in equipment and materials. They will not save enough money but cutting people. Mr. Taylor said that if you add in that and other things, you get more savings. He asked if there are other ways to go besides letting the roads go. They will have to obtain some revenue enhancement. Mr. Deke stated that several options were already presented, all allowed under State statute. Mr. Kanner said that almost anything the County does has to go to a vote, and he is not sure any of them would pass. Mr. Kolb noted that some of them would have to be dedicated to specific road uses. Most funding is dedicated to established roads built at County standards. A countywide tax for road repair might require the County to work on dirt roads. He gets many calls from citizens complaining that their road needs to be fixed even if it is not a County road. Mr. Doty said that you cannot remain at a certain level; things have to be indexed for inflation. Now they cannot keep up. The funding sources should have been indexed. Mr. Taylor said the overall objective is to figure out where the money is spent; the bidding process; mutual aid; and how to gauge the use of roads. Mr. Robie stated some of this is part of the twenty-year plan. Mr. Taylor said that they relied too much on certain funding. In regard to construction design and PCI standards, he is indifferent. He said they look at best standards. Going to concrete is not feasible at this time; just PCI standards and how they apply. They need to review what is being done; chip seal, overlay and gravel; and the cost and equipment. Minutes of Road Study Group Meeting Wednesday, August 10, 2011 Page 9 of 10 Pages Mr. Gordon said that oil mat might be good in places where the soil is softer. Mr. Kolb stated that they have a lot of problems with this now because of the cinder base used previously. It does not hold up. Mr. Taylor wants to look at standards for gravel roads and their maintenance. The next level would be chip seal; then asphalt, with a skin overlay. Mr. Kolb pointed out that they are not building any more roads right now. Mr. Taylor asked if a road is declining, can they do gravel and chip seal. Mr. Kolb said that they would have to grind it up. There are options: chip seal; oil mat over full depth; overlay; and full depth. They need the cost of creation and maintenance, including dust control. Mr. Kanner said they did an on-line survey, but one question did not work. No one liked any of the revenue raising ideas except transient lodging tax, which failed at the ballot. The gas tax question did not work properly. The survey is not statistically valid, but gives some ideas. Commissioner Unger stated that there are expectations to grow the economy and tourism, and some of that means you have to have decent roads. The money goes into restaurants and motels, but none of this helps the infrastructure. Mr. Kanner added that there is a moratorium on local gas taxes until 2014. Mr. Taylor asked if there is any way to capture local gas taxes from visitors. It seems the best answer may be a sales tax dedicated to certain uses. The group will meet again on Wednesday, September 14 at 4:00 p.m., same location. Being no further discussion, the meeting adjourned at 6:20 p.m. Respectfully submitted, (J~~ A'61~ Bonnie Baker Recording Secretary Minutes of Road Study Group Meeting Wednesday, August 10, 2011 Page 10 of 10 Pages N ~ L y ® of IZ C N GO Q E s N V o7 f m l M U Q or VO ~ C~ c bo ~ M I 1lM SV~ I ~ IL Cal- • ~ \ O ~ ~ " I i ~I 09 I h i L C ~ 1 _ I i i s I I b o! ~ , . I , 'c' vv I J L 1 S ~ 73 7 w ~•Y c~ I ~ j ~ ~ ~ I ' ~I VII ~ ~ ! ~✓i ! T v i lj v i is Road Department Tom Blust, Director Total Budget: $18,762,093 Budget Change: -4.70 Total Staff: 60.50 FTE Staff Change: -1.00 FTE Department Overview Resources Beginning Interfund Other Capital Charges 10% 6% sr"GaJPmts u% FederalGov Pmts 12% • County Surveyor's Office - provides for the review and filing of all land surveys within the County and the preservation of public land corners. Mission Statement Provide public works services that promote public safety, support local economic opportunities, and benefit the residents of Deschutes County The Road Department is responsible for the development, operation, and maintenance of the County road system, consisting of 900 miles of roadway. The Road Department's services include routine road maintenance (e.g. chip sealing, pothole patching), snow and ice control, roadside vegetation management, traffic signing and striping, bridge maintenance, and emergency response to roadway hazards. Additionally, engineering and administration services are provided for contract management of pavement preservation and capital improvement projects, regulation of work within the public road right of way, and review of countywide planning and land use issues related to transportation. The purchase and maintenance of fleet and heavy equipment needed to perform road maintenance functions are also the responsibility of the Road Department. Other responsibilities of the Road Department include a number of non-road services that are funded outside of dedicated road funds such as: • Countywide Noxious Weed Control - operates under the authority of the Deschutes County Weed District. ■ Fleet and Heavy Equipment Services - purchasing and maintenance of vehicles for all County departments (except the Sheriffs Office). ■ Services for Other Agencies - provides a variety of maintenance services (e.g. chip sealing and paint striping) to cities, other counties, the Forest Service, and the BLM. Document Reproduces Poorly (Archived) Fleet and Equipment Services Road Department 61150 SE 27th St. • Bend, Oregon 97702 (541) 388-6581 • FAX (541) 388-2719 The Deschutes County Fleet and Equipment Services provides: • Purchasing of fleet cars, pickups, and equipment for the County fleet with the exception of the Sherriff vehicles. • Performing, tracking, and recording the preventative maintenance and repairs of the fleet vehicles and equipment. • Review of outside repairs and purchase invoices. • Administration and tracking of warranty repairs. • Shop is open from 4:00am to 5:30pm without use of overtime under normal circumstances. Most repairs are complete before the start of road maintenance operations. • Preparation of regular and special equipment for seasonal use including winter maintenance and special road maintenance applications including the paint striping truck, asphalt distributor trucks, chip spreader, sanders, plows, chemical application equipment (weed spray), and snow blowing equipment. • Manage and store winter and summer tire inventories. Swap tires on a seasonal basis. • 24 hour on-call field service with immediate response to our high priority needs. • Perform major fleet and equipment repair in house. Personnel have a strong dealership background in automotive, truck, and equipment repair. • Maintain parts inventory. Keep inventory at as low as possible while still supporting necessary equipment and staying efficient. • Purchases parts, shop supplies, tools, fuel, oil, and road maintenance supplies. • Manage repair orders and fuel billing. • Maintain underground tank system for fuel and diesel at or above DEQ requirements. • Maintain equipment and car wash stations that support the County fleet including Sheriff vehicles. • Maintain hazmat building for weed spray chemicals and Sheriff Department contraband storage. CADocuments and Settings\Kolb\My DocumentsMORD\Budget\Fleet and Equip Services.docx Page 1 o 8/9/2011 GK o A"'W XVA Fleet and Equipment Services Personnel Randy McCulley- Fleet and Equipment Manager Road Department 61150 SE 27th St. - Bend, Oregon 97702 (541) 388-6581 - FAX (541) 388-2719 Greg Dawley- Senior Store Clerk • Maintains parts inventory • Purchases parts, shop supplies, tools, fuel, oil, and road maintenance supplies • Enters technician time cards • Processes invoices and purchase orders to send to accounting • Picks up parts as needed Tony Bohren- Equipment Mechanic • Strong background in truck repair • Early shift. Starts at 4:00am to make repairs from the end of the day before and have trucks ready to go at start time. • Has strong knowledge of specialized asphalt distributor and crack seal equipment. This knowledge is a huge value due to the lack of dealer support in Central Oregon. • Knows winter road maintenance equipment setup and preventative maintenance • Repairs all equipment as needed Larry Griggs- Equipment Mechanic • Strong background in truck repair • Early shift. Starts at 4:00am to make repairs from the end of the day before and have trucks ready to go at start time. • Has strong knowledge of specialized asphalt distributor and crack seal equipment • Knows winter road maintenance equipment setup and preventative maintenance • Repairs all equipment as needed Scott Jacob- Equipment Mechanic • Strong background in equipment repair • Qualified welder and fabricator. Fabricates and repairs steel, aluminum, and stainless steel. • Highly qualified to make major repairs on heavy equipment. Has experience as dealer field technician. • Has truck experience and knowledge C:\Documents and Settings\Kolb\My Documents\WORD\Budget\Fleet and Equip Services.docx Page 2 o 8/9/2011 GK E Road Department 61150 SE 27th St. - Bend, Oregon 97702 (541) 388-6581 - FAX (541) 388-2719 Clarence Lamping- Equipment Mechanic • Welder and fabricator • Has good knowledge of our fleet and the annual pre-season needs • Maintains the paint truck to keep good striping quality and maximum up time • Strong knowledge of chip spreading equipment • Repairs and maintains a wide variety of the County fleet • Strong knowledge of winter road maintenance fleet needs Ian Jergenson- Automotive Mechanic • Maintains and repairs the cars and trucks of the County fleet • Schedules and works directly with departments to communicate repairs • Strong automotive dealership background • Helps with equipment repairs when needed Troy Thompson- Automotive Mechanic • Maintains and repairs the cars and trucks of the County fleet • Schedules and works directly with departments to communicate repairs • Strong automotive dealership background Helps with equipment repairs when needed Terry Brown- Equipment Servicer • Schedules and performs in shop and field PM maintenance on the County equipment fleet • Provides mobile fueling service for remote Road Department jobs and the Solid Waste Department • Strong knowledge of repair history on the County fleet • Makes repairs as necessary during PM maintenance Kevin Trent- Automotive Servicer • Assists automotive shop with PM repairs as needed • Maintains the tire inventory for the County fleet and equipment. Makes repairs in the shop and in the field • Performs seasonal tire swaps • Performs minor building maintenance repairs as needed in the Road Department shop C:\Documents and Settings\KolbWy Documents\WORD\Budget\Fleet and Equip Services.docx Page 3 o 8/9/2011 GK Deschutes County Road Department Information Services Division - A brief overview The Information Services Division provides information Technology, Geographic Information Systems, Accounting, Office Support, and Customer Services for the department. The division is managed by the Information Systems Manager. Information Technology - The Road Department is highly dependent on information technology and has many specialized technological needs including Computer Aided Road Design, Geographic Information Systems, Cost Accounting, Fleet and Equipment Management, Road Information Management, Fuel System Management, and Digital Document Management. The Information Technology staff, comprised of the Information Systems Manager and the Applications Analyst/Programmer, ensures that these needs are met. Geographic Information Systems - Maps are an essential tool when it comes to maintaining, planning and building roads. The GIS Analyst/Programmer provides custom maps for the department as well as other departments. The GIS Analyst is also responsible for ensuring the road information database is maintained and that road location information is accurate. Accounting - The state requires that counties keep accurate records of our costs of road maintenance and preservation activities as well as capital improvement projects. The department uses a computerized cost accounting system to track these costs. Two Accounting Clerks are charged with the task of entering data and producing reports that satisfy the state's requirements. The accounting staff also handles our Accounts Payable and Accounts Receivable needs and work closely with the Finance Department. Office Support - The Administrative Secretary handles our personnel needs and is our liaison to the Personnel Department. This position is a key member of the Safety Committee and works closely with the Safety Representative. The Administrative Secretary also ensures office procedures are followed, schedules office conference rooms and maintains adequate levels of office supplies. The Records Specialist is responsible for creating and maintaining our growing digital document libraries including road establishment documents and engineering/surveying documents. In addition, the Records Specialist is our Contract Manager; preparing documents for projects that are put out for bid. Customer Service - The department has three Customer Service Clerks (2.5 FTE). Duties include reception, filing of surveys and other documents, receiving monies, word processing and transcribing dictation, photocopying, processing mail and assisting the Accounting staff and Records Specialist. JralY U~ N W ti JS~a cu 4-1 N cu 2) C\l Ir- C) N 0 Sr- T- N W li LO O I cu C) CD Ch CD J~TY 0 s w . r 7 S3O e Y U O y N W + N E O J 0 •c x P N C N I r ' y Q , , O O O m U A 'O C co c E N E d NC'C 0 CL ' I O r > m > n Z LO ? is N d •C V 'EO N Q a. m d a c m Y C W 20 C N 7 O U i C d Es ~ Gl (V C c d LL A 7 N C 7 O U -O m N N ° N c N o Q m O Co i d Y 0 E ~ .N CL O N N . cU cc U M Y ? C x N f0 a y 00 Y_ a i. E W E f0 4 CL -,P___~ i~ 00 O N w c lr0 N V d Q v i Q _ rnv c - N L= O N L r c 0 c LL (D .y. f t0 S)o W fNl~ C' m C y 0 V N Q Y C Lu w m _ C7 c . O ' . ~ C O O f0 C U ' N ~ N _ yyV 2 c N C J c W Q O d F m m _ 01 O I- U) LL I 0 iu) V y ar y 'c c c (D d V _ c N a aci c 'a E O a 0 d c 3 Z y E D d CO Ui a) E O I c m d H- y N C p :0 D c t ~ d E O c -E C.D E ~ H c x N U L W t Q O O) N N O C ~ 0 V ~ CL Q J V e `O 6f y AZ `0 a BN V c O w y S2 g a 7 to N li m 3 I m c a I m U r U _J V m a c ca W r d d d E d y r N W N v CD O ffc pp $ a`5 c U .0 0 ° m d N = N E U a C y c C C d O Q E U _ ° J U) c c o U c c o Ze a m O c t ° l o - E c~ o m Q`0 o m W m 0: ' W O R N N . . cc 4) c 0 N c d m ~ w N C O 'O Y rC d d co 7 CA Y e c m E > c : N c •5 > a LL n 2 U) o 0: m J N 2 0 cc U) . a Q w c C C O d E R a m I R c >~I tlJ C 1 Cr ti Q George Kolb From: George Kolb Sent: Friday, August 05, 2011 2:41 PM To: 'Todd Taylor' Cc: Dave Kanner Subject: RE: Meeting Todd; I just talked to Dave and he feels it is the Board's decision on who should be on the committee so I think we should come up with a list of additional people and get that to the Board on Monday or Tuesday for them to look at prior the Wednesday meeting. As far as an agenda, I was thinking of going with the four topics Dave had sent out in his July 27th e-mail: 1. Road Dept. Overview - How are we organized and what do we do 2. Department Budget -Where does the money come from and how is it appropriated 3. Bidding Process- How does our bidding process work and what do we bid out? 4. Mutual aid and shared services -What are we already doing with other jurisdictions. i am wide open Monday morning and we can sit down and go over the information I have put together to address the above items. Let me know a time that works for you. Thanks - George George Kolb, PE Interim Department Director Deschutes County Road Department georgek anco.deschutes.or. us 541-322-7113 From: Todd Taylor [mailto:tmtataylornw.coml Sent: Friday, August 05, 20112:37 PM To: George Kolb Subject: RE: Meeting Thanks From: George Kolb [mailto:George. KolWdeschutes.orgl Sent: Friday, August 05, 20112:19 PM To: Todd Taylor Subject: RE: Meeting I think it would be a good idea but let me run it by Dave and get back to you. George From: Todd Taylor fmailto:tmt@taylornw.com] Sent: Friday, August 05, 20112:20 PM To: George Kolb Subject: Meeting Would you have time to meet Monday morning to discuss the agenda and the committee members? Todd BIDDING PROCESS The Road Department is governed by several documents when bidding out work. They are as follows: 1. Deschutes County Code 2.37: Public Contracting Code 2. Oregon Revised Statutes: Chapters 279A, 27913, and 279C 3. Oregon Administrative Rules: OAR 137 divisions 46, 47, 48 and 49. All contracts are awarded to the low bidder unless there is an issue with the low bid not meeting the applicable specifications. We will also get quotes from area contractors to use materials such as asphalt pavement and aggregate base to use on maintenance activities in different areas of the County. We also use the quote process for small construction projects such as the Sunriver inlets and Wickiup Junction Park and Ride expansion All work that is not maintenance in nature is bid out to contractors. On several chip seals this year that we only chipped the travel lane, we worked with private contractors to provide the materials and equipment to slurry seal the paved shoulders. j l George Kolb From: Roger Olson Sent: Monday, August 08, 2011 9:15 AM To: George Kolb Subject: RE: Bidding for County goods Fill dirt Shoulder rock Base rock Chip seal rock Reject rock Drain rock Select backfill Flow fill Redi-mix concrete CTB Concrete barriers Concrete pavers Culvert pipe Guard rails and parts Guard rail installation Trucking Rental equipment Rental tools Mailbox post assemblies Fence post s and materials Cattle guards Sight posts Snow poles Temporary pavement markers Traffic line paint Thermoplastic pavement markings Glass beads Crack fill material Asphalt for tack Asphalt for chip seal Asphalt for fog seal Cold mix asphalt Hot mix asphalt Chain saws, weed-eaters, misc. hand tools Dust palliatives Sanding cinders Snow removal services Anti-ice chemicals Weed control chemicals Just to name a few. We quote everything, usually by phone, especially if we think it is a material we will want again. Several big -ticket materials such as sign materials, asphalts for chip seals, and fog seals and anti-ice chemicals are bid at ODOT and offered through ORPIN by price agreement. We use those when we can. We also, as much as possible, purchase through ODOT or the cities things that we both use such as sanding cinders and thermoplastic pavement markings. 1 o, ~ N c M C N O M ~ Ln G1 r-4 Qj C of U U Lr~ a W ` j O 01 tk„ T a M % - O N tD \ E to O > tD to O V/ CL O E d A, W d C' Z x N W N LU V = a° o K 3 co W V/ Lj M W . tt Ln O4 0 w U O 0 aQ r V O N W ~ O r Tom Ft LL . I a„ ~ C o v M H v O ~ O to a° 0 tD co C t6 ~ ~ G1 s O DESCHUTES COUNTY ROAD DEPARTMENT AnnPTFn RI tnf.FT 9011-2012 I HTE 11-12 ADOPTED ACTUAL BUDGET ROAD DEPARTMENT FUND 325 PAYROLL PERSONNEL SERVICES: 325-5000431-1008 COUNTY SURVEYOR 88,097 325-6000.431-1010 PUBLIC WORKS DIRECTOR 130,521 325-5000431-1311 COMPUTER ANALYST / PROGRAMER 72,915 325.5000431-1399 COUNTY ENGINEER 116,300 325-5000431-1405 ENGINEERING ASSOCIATE 113,449 325-5000431-1406 ENGINEERING ASSOCIATE III 164,925 3254400.431-1414 SENIOR ENGINEERING ASSOCI 72,419 3254000431-1421 SURVEY RECORDS TECHNICIAN 56,211 3254000431-1430 GIS SPECIALIST II ANALYST / PROGRAMER 72,195 325-5000431-1432 PW GIS ANALYST 57,877 3254000431-1498 OPERATIONS MANAGER 105,057 3254000431-1546 EQUIPMENT OPERATOR 1,301,150 3254000431-1547 EQUIPMENT MECHANIC II 390,280 325-5000431-1508 AUTOMOTIVE SERVICE WORKER 46,078 3254000431-1511 ROAD MAINTENANCE SUPERVISOR 147,991 3254000431-1516 TRAFFIC DEVICE SPECIALIST II 104,412 325-5000431-1524 WEED OUTREACH & MGMT SPEC 73,075 325.5000-431-1805 INFORMATION SYSTEMS MGR 99,967 3254000431-1814 FLEET & EQUIPMENT MANAGER 66,637 3254000431-1830 SENIOR STORE CLERK 52,119 325-5000.431-1663 CALL BACK 325.5000431-1872 TIME MANAGEMENT EXP 49,000 325-5000431-1875 EXTRA HELP 70,000 325-5000431-1876 OVERTIME 70,000 3254000431-1877 ON-CALL 17,000 325.5000431-1879 CUSTOMER SERVICE CLERK 101,431 325-55000-431-1883 ACCOUNTING TECHNICIAN 107,972 3254000431-1864 SR ADMIN SECRETARY (14J) 56,474 325.5000.431-1915 CELL PHONE ALLOWANCE 4,260 **********SALARY SUBTOTAL********* 3,807,812 3254000431-2110 PR LIFE & DISABILITY INSURANCE 26,923 325 soon-431-2150 HEALTH/DENTAL INSURANCE 842,011 3254000431-2160 DEPT EMPLOYEE HEALTH CO-PAY 325-5000431-2201 FICA/MEDICARE 285,626 3254000431-2301 PERS - EMPLOYEE/EMPLOYER 467,115 3254000431-2350 PERS - FUND 135 FOR D/S 0 325-5000431-2355 PERS - RESERVE FOR FUTURE 0 3254000431-23% UAUSURPLUS AMORT (135) 0 3254000431-2501 UNEMPLOYMENT INSURANCE 17,385 325-5000-431-2601 WORKERS COMPENSATION 76,223 325-5000431-2901 RETIREE HEALTH INSURANCE 91,436 325-5000431-2908 ADMIN FEES - SECTION 125 792 **********INSURANCE SUBTOTAL****** 1,807,511 TOTAL PERSONNEL SERVICES 5,615,323 Prepared by: K Putschler 8/4/2011 3:35 PM DESCHUTES COUNTY ROAD DINAR I MIN I ennDTCn n Ir)r,FT )n11-gn1q HTE - 11-12 ADOPTED i ACTUAL BUDGET j ROAD DEPARTMENT FUND 325 EXPENSE MATERIALS & SERVICES: PROFESSIONAL SERVICES 325-SOM431-3333 Drug Testing - on going employees 500 325-5000431-3355 Engineering 15,000 325-5000-431-3375 Medical Hearing 700 TECHNICAL SERVICES 325-5000431-W7 Testing Services (DMV) 200 325-5000.431-34M Microfilming / Imaging 1,500 325.0000-4313415 Auctioneering 325.50004313417 Dispute Resolution 325-5000-4313420 Temporary Help - Admin 2,000 325-50004313425 Temporary Help-Labor 320,000 325-5000-4313426 Education Providers 325-5000-431-3443 Surveying 325-50004313447 Vehicle Tow 2,000 INTERFUND SERVICES 325-5000-4313505 Archive Fees 111 325.50004313530 CDD Charge (Transportation Planning) 54,226 325-6000.3313662 GIS (Geri) 24,851 325-50004313567 Sheriff Services (radio) 39,136 325.5000-4313620 Building Services Charge 87,599 3255000-4313625 Administrative Services 110,659 325-5000-431-3626 BOCC 45,283 325-5000-431-3630 Finance Service Charge 103,898 326-5000431-3640 Legal Counsel 25,242 325-50004313650 Personnel Services Charge 55,569 325-'000-431-3M Information Services Charge 111,340 3255000-4313661 IT Server Charge - (Tech Reserve) 15,812 UTILITY SERVICES 325-6000431-4110 Water & Sewer 20,000 325-5000-4314120 Portable Toilet 1,000 325-5000-431-4210 Garbage 500 325-50004314220 Cleaning Service - Custodial Janitorial 2,500 325-5000.4314260 Cleaning Service - Uniforms 6,000 3255000.4314260 Cleaning Service - Off Site Maintenance REPAIRS & MAINTENANCE 325-5000.4314310 Computer Repairs/Software Maint Agreement 42,000 325-5000-4314315 Computer Repairs/Maintenance 8,000 325.50004314320 Bldg Repairs & Maintenance 20,000 3255000-4314330 Equipment Repairs/Maintenance 60,000 00 Equipment Repairs/Maint Supplies - 05 Accidents - Risk Management - 07 Solid Waste Repairs - 08 County Fair Grounds - 325-50004313335 Security & Radio Maintenance 1,000 3255000 431-4340 Repairs/Maint Office Equipment 325-5000-431-4345 Maintenance Agreements / Office 2,000 Prepared by: K Putschler 8/4/2011 3:35 PM DESCHUTES COUNTY RUAU ULVAK I MtN I Anr)PTi=n RI inr.FT gn11-9n1q HTE - - - 11-72 a ADOPTED ACTUAL BUDGET ROAD DEPARTMENT FUND 325 RENTALS 325-5000-4314410 Copy Machine Rental 9,600 325-5000.4314420 Other Office Equipment Rental 1,600 325-5000-431.4440 Equipment RentaVLease - Heavy Equipment 50,000 325-50004314461 1nterfund Bldg Rent - new add to project fund 37,089 OTHER SERVICES 325-50004315010 Membership/Dues 2,000 325-5000431-solo Professional License & Fees 1,000 325-6004031-6030 Conferences & Seminars 15,000 325-5000-431-5040 Education & Training 17,000 325-5000431-5070 Software Licenses 7,000 FEES AND PERMITS 325-50004315110 Permits & Fees 500 INSURANCES OTHER THAN EMPLOYEE BENEFITS 3255000.4315210 General Liability Insurance Charge 37,109 325-50004315220 Property Damage Insurance Charge 42,305 325-50004315230 Vehicle Insurance Charge 20,295 COMMUNICATIONS 325-5ooo-431531o Telephone 4,500 325-50004315330 Cellular 5,500 ADVERTISING 325-50004315401 Advertising 500 32550004315402 Advertising - direct charges PRINTING 3255000-4314610 Printing Expense 1,000 TRAVEL 325-50004315620 Meals 4,000 325-50004315= Accommodations 14,000 325-50004315640 Airfare 1,500 325-5000431-5850 Ground Transportation - parking fees 100 325-5000431-5670 Mileage Reimbursement 1,200 GRANTS, LEANS AND REIMBURSEMENTS 325-5000.431-5906 Commute Options 8,000 325-50004315998 Refunds & Adjustments SUPPLIES 3265000.431.6104 Computer Supplies 6,000 3255000.431.6110 Custodial Supplies 325-5000.431-6122 Educational Supplies 325-5000-431-6131 Engineering Supplies 4,000 325-5000-431-6132 Equipment Repairs/Maintenance - Supplies 275,000 oo Shop - o5 Accidents - risk Management - 07 Solid Waste Repairs - 08 County Fair Grounds - 325-5000431-6134 General Supplies 5,000 325-5000.4315140 Lube 23,000 325-50004315155 Office Supplies & Copy Machine Supplies 6,000 325-5000-431.6161 ' Postage & Freight 2,000 32560004316171 Building/Grounds R&M Supplies 2,000 3256000-4315172 Radio R/M Supplies 1,000 325-5000431.6173 Road Maintenance Supplies 8,000, 3256000-4316176 Road Striping Supplies 4,000 Prepared by: K Putschler 8/4/2011 3:35 PM DESC_HUTES CUUN I Y KUHU Utr-Mll i nnC1'11 AnOPTFD RUDGET 2011-2012 NTE 11-12 ADOPTED ACTUAL BUDGET ROAD DEPARTMENT FUND 325 325.5000431-6179 Safety Supplies 8,000 325-5000-431-6183 Shop Supplies 33,000 325-5000-431-6189 Surveying Supplies 6,000 325-5000431-6194 Tires 60,000 325-5000-431-6195 Traffic Safety Supplies 5,000 325-5000-431-6196 Vegetation Supplies 1,000 ENERGY 325-5000-431-6210 Electricity 58,000 325-5000.431-6215 Direct Electricity 7,000 325-50044314220 Gas & Diesel 900,000 325-5000431-6230 Heating OiVPropane Gas 2,000 325-5000-431-6240 Natural Gas 55,000 FOOD 3255000-431.6320 Meeting Supplies 250 BOOKS & PERIODICALS 3254000431-6410 Subscriptions 500 325-5000431-6420 Books 500 ROAD 3254000431-6501 Contract Road Services 50,000 325-5000-431-6510 Asphalt & Aggregate 3,600,000 325-5000-431.6515 Herbicide Chemical (Weed) 120,000 325-5000.431-6x20 Culvert Pipe 20,000 325-50004316530 Signs 45,000 3255000431-6535 Road Striping 450,000 325-50004316540 Bridge & Guard Rail 25,000 325-5000-431-8598 Preservation Services / Overlays 2,800,000 01 Millican - 02 Miscellaneous MINOR EQUIPMENT 3254000431-6620 Storage Units 325-5000431.6650 Minor Tools & Equipment 30,000 3254000431-6654 Construction Signs 10,000 325-5000431-6658 Radios 55,000 325-5000431-6660 Minor Office Furniture & Fixtures 10,000 325-5000431-6665 Minor Office Equipment 1,000 325-5000-431-6670 Computers & Peripherals 25,000 TOTAL MATERIALS & SERVICES 10,172,674, Prepared by: K Putschler 8/4/2011 3:35 PM DESCHUTES COUN-1 Y KUP1U UtVAM 1 MtN 1 nnnpTGn Rl lnr,FT qnl l-gnlq HTE 11-12 ADOPTED ACTUAL BUDGET ROAD DEPARTMENT FUND 325 MRCIP PROJECTS: 325-9000431-9120 R of W Acquisition 40,000 325-500043,-9320 Transportation system 11181,691 01 Deschutes Junction - Phase 2 02 Millican Road - 50,000 Burgess Park-n-Ride - 25,000 Sunriver Drainage -10,000 19th St Construction Reserve(+ $1,096,691 stp fund) 325-5000-431-9321 City Projects - 325-5000-431-9330 Traffic Safety 15,000 325-5000-431-9335 Bridges 325-5000431-9340 Special Construction Projects 325-5000.431-9430 Furniture & Fixtures TOTAL CAPITAL PROJECTS 1,236,691 TRANSFER 325-5000-491-9631 Bldg & Equipment - Fund 330 600,000 TOTAL TRANSFER 600,000 325-5000.501-9701 OPERATING CONTINGENCY 2,019,152 9eoo UNAPROPRIATED BALANCE TOTAL EXPENSE ROAD FUND(325) 19,643,840 0 10.28°x6 Prepared by: K Putschler 8/4/2011 3:35 PM j:. Q) 00 CU N O NO 7 O t o N -~T 1 M DESCHUTES COUNTY ROAD DEPARTMENT ADOPTED BUDGET 2011-2012 r~ HTE I I j 11-12 ADOPTED ACTUAL BUDGET ROAD DEPARTMENT FUND 325 325-0000-301-0000 j BEGINNING CASH BALANCE _ 2,834,720 $ 3,349,254 REVENUE I _ 325-0000-322-2500 i System Development Charge (Fund 336) 325-0000-331-0100 I Federal Grants - (EECBG Grant Burgess Park-N-Ride) 20,000 Federal Receipts 325-0000-332-1000 _ Federal Reimbursements (Forest Hwy Road maint- Cascade Lakes) 600,000 325-0000-332-1300 Mineral Lease Royalties 40,000 325-0000-332-1400 Forest Receipts 1,311,162 ~State Grants 325-0000-334-1200 STP - 325-0000-335-1100 _ I State Miscellaneous 500,041 325-0000-335-4200 ' Motor Vehicle Revenue 11,340,000 325-0000-338-1200 325-0000-338-1300 325-0000-335-1400 ; ; City of Bend City of Redmond City of Sisters 275,000 350,000 10,000 325-0000.338-1500 _ City of La Pine 10,000 325-0000-301-1900 Sale Map Photo or Copies - GIS Services 325-0000-341-2800 Admin Recovery (SDC) 1,000 325-0000-343-1300 Miscellaneous 20,000 02 Traffic Permits - $10,000 03 Access - Engineering Fees - $10,000 325-0000-348-1400 Road Vacations 1,000 325-0000-361-1100 Interest 20,000 325.0000-361-1300 Other Bank - LGIP Interest 325-0000-363-1300 Parking Fee - State of OR space on compound 144 - :J REVENUE FOR INTERNAL SERVICES (INSIDEDESCHCNTY) 325-0000-370.1000 _ Interfund Contract - survey/comer fund 730,000 325-0000-370-1200 Equipment Repairs 200,000 04 Equipment Repairs - 07 Solid Waste Repairs - 05 Accidents - Risk Management - 325-0000-370-3000 Miscellaneous Fee - Servicing/Repair Fund 340 90,000 325-0000-370-3100 Engineering Services - LID Fund 430 10,000 325-0000-370-3300 Vegetation Management - Fund 326 71,500 325-0000-370-3800 Forester - Fund 326 25,000 325-0000-370-3900 Car Washes 3,500 325-0000-370-4000 Car Rental 3254000-370-4500 Signage 2,000 325 0000 370-5-000 Fuel 450,000 I REVENUE FOR INTERNAL TRANSFERS (INSIDE DESCH CNTY) 325-0000-391-3500 ; Fr Solid Waste (610) 285,773 325-0000-3914100 Transportation SDC (336) 250,000 325-0000-391-0000 Rd Improve Reserve Fund 335 - Rd 45 STP 12,000 REVENUE FOR EXTERNAL SERVICES (OUTSIDE DESCH CNTY) 325-0000-392-1200 Sale of Material & Services 325-0000-392-1201 Fuel (Gasoline & Diesel) 3250000 392,202 ; Striping - (crook & jefferson cnty) 175,000 325-0000-392-1204 ' Weed Spray 2,000 325-0000-392-1206 GIS Sales 1,500, 325-0000-392-1207 Survey Equipment & Materials Prepared by: K Putschler 8/4/2011 3:35 PM DESCHUTES COUNTY ROAD DEPARTMEN I nnnoTCn Q r) AFT )nil--miq iJ F- HTE - 11'12 * ADOPTED ACTUAL BUDGET ROAD DEPARTMENT FUND 325 3254000-392-1208 Hay Testing 2,500 325-MO-392-1300 Sale Public Lands , 325-0000-392-5000 Sale of Reportable Assets REVENUE 16,809,120 1 TOTAL ROAD FUND INCOME 19,643,840 Prepared by: K Putschier 8/4/2011 3:35 PM Deschutes County Road Department Shared Services with Outside Agencies The Road Department partners with numerous public agencies at the local, state, and federal levels in an effort to provide more cost effective services. The County has entered into formal IGA's for the sharing of maintenance services with the City of Bend, City of Redmond, City of La Pine, Jefferson County, and Crook County. The county is also a partner in a state-wide IGA for the sharing of equipment and personnel in response to emergencies. Some examples of our shared services: The County chip seals roads for the Cities of Bend, Redmond and Sisters. The cities are billed for the service at our cost (includes overhead). This is beneficial for all agencies as it provides better utilization of the county's equipment and maintains the city streets at a lower cost than they would otherwise be able to achieve. The County provides pavement striping for numerous other agencies including: The City of Redmond, City of Sisters, Crook County, Jefferson County, City of Madras, and USFS. This provides striping to other jurisdictions at a reasonable cost while providing us with better utilization of an expensive and specialized piece of equipment. The Road Department and the cities share equipment for numerous other work activities throughout the year. Both Redmond and Bend provide the County with street sweeping in our public works compound and other areas where our sweepers lack the capacity to pick up loose material. The City also provides the use of their vac-truck to regularly clean out the sump in our vehicle wash bay. The Road Department has agreements with both the USFS and BLM for cooperative road maintenance. We exchange services in a number of activities, primarily grading roads in areas where it is more convenient for one jurisdiction or the other to maintain (for example: we grade Darlene Way, which is a BLM road in the La Pine area, and the BLM blades a number of gravel County roads out in the desert for us). USFS and BLM provide rock and cinder sources for county use (fees are typically waived in exchange for in-kind work). The Road Department and ODOT have worked together to assist the City of La Pine in graveling some of their city streets. The City of La Pine contracts out snowplowing of city streets and provides plowing on a number of county maintained local roads under their contract. ODOT and the County work cooperatively to provide winter maintenance on River Summit Drive (Sunriver to Mt. Bachelor). ODOT provides their snowblower on the upper section of the road as needed and the County provides plowing for the state run sno-park area near Edison Butte. This arrangement has saved the county the huge expense of buying a new snowblower and has better utilized the equipment that ODOT already has working in the area. The County also cooperates with other local, state, and federal agencies in emergency situations. We have provided equipment, and personnel to assist in emergency road closures, wildfire fighting assistance, winter storm response, and flooding. (e.g. in 2008 we assisted the City of Vernonia and Columbia County with clean-up efforts after the severe winter storms and flooding). The County recently entered into an agreement with DEQ to provide an air quality sampling site at the Road Department complex. This arrangement saved the DEQ the expense of having to site the facility on private land. The County cooperates with a number of agencies to provide noxious weed control. The sharing of the county's expertise and specialized spraying equipment has been a great benefit for all Central Oregon government agencies. Pagel of 3 279B.030 Demonstration that procurement will cost less than performing service or that performing service is not feasible; exemptions. (1) Except as provided in ORS 279B.036, before conducting a procurement for services with an estimated contract price that exceeds $250,000, a contracting agency shall: (a) Demonstrate, by means of a written cost analysis in accordance with ORS 279B.033, that the contracting agency would incur less cost in conducting the procurement than in performing the services with the contracting agency's own personnel and resources; or (b) Demonstrate, in accordance with ORS 279B.036, that performing the services with the contracting agency's own personnel and resources is not feasible. (2) If a local contracting agency authorizes a department, bureau, office or other subdivision of the local contracting agency to conduct a procurement on behalf of another department, bureau, office or subdivision of the local contracting agency, the department, bureau, office or subdivision on whose behalf the procurement is conducted shall comply with the requirement set forth in subsection (1) of this section. (3) Subsection (1) of this section does not apply to: (a) A local contracting agency or a local contract review board for a city that has a population of not more than 15,000 or a county that has a population of not more than 30,000; (b) A community college that enrolls not more than 1,000 full-time equivalent students, as defined in ORS 341.005; (c) A special district, as defined in ORS 198.010, a diking district formed under ORS chapter 551 and a soil and water conservation district organized under ORS 568.210 to 568.808; (d) The Port of Portland; or (e) Procurements for client services, as defined in OAR 125-246-0110. [2009 c.880 §2] 279B.033 Contents of cost analysis; conditions under which procurement may proceed; exceptions. (1) In the cost analysis required under ORS 279B.030, a contracting agency shall: (a) Estimate the contracting agency's cost of performing the services, including: (A) Salary or wage and benefit costs for contracting agency employees who are directly involved in performing the services, including employees who inspect, supervise or monitor the performance of the services. (B) Material costs, including costs for space, energy, transportation, storage, raw and finished materials, equipment and supplies. (C) Costs incurred in planning for, training for, starting up, implementing, transporting and delivering the services and costs related to stopping and dismantling a project or operation because the contracting agency intends to procure a limited quantity of services or procure the services within a defined or limited period of time. (D) Miscellaneous costs related to performing the services. The contracting agency may not include in the cost analysis the contracting agency's indirect overhead costs for existing salaries or wages and benefits for administrators or for rent, equipment, utilities and materials except to the extent that the costs are attributable solely to performing the services and would not exist unless the contracting agency performs the services. (b) Estimate the cost a potential contractor would incur in performing the services, including: (A) Average or actual salary or wage and benefit costs for contractors and employees who: (i) Work in the industry or business most closely involved in performing the services that the contracting agency intends to procure; and (ii) Would be necessary and directly involved in performing the services or who would inspect, supervise or monitor the performance of the services; (B) Material costs, including costs for space, energy, transportation, storage, raw and finished materials, equipment and supplies; and (C) Miscellaneous costs related to performing the services, including but not limited to reasonably foreseeable fluctuations in the costs for the items identified in this subsection over the expected duration http://www.leg.state.or.us/ors/279b.htinl 8/10/2011 Page 2 of 3 of the procurement. (2)(a) After comparing the difference between the costs estimated as provided in subsection (1)(a) of this section with the costs estimated as provided in subsection (1)(b) of this section, except as provided in paragraph (b) of this subsection, the contracting agency may proceed with the procurement only if the contracting agency would incur more cost in performing the services with the contracting agency's own personnel and resources than the contracting agency would incur in procuring the services from a contractor. The contracting agency may not proceed with the procurement if the sole reason that the costs estimated in subsection (1)(b) of this section are lower than the costs estimated in subsection (1)(a) of this section is because the costs estimated in subsection (1)(b)(A) of this section are lower than the costs estimated in subsection (1)(a)(A) of this section. (b) A contracting agency may proceed with a procurement even if the contracting agency determines that the contracting agency would incur less cost in providing the services with the contracting agency's own personnel and resources if at the time the contracting agency intends to conduct a procurement, the contracting agency lacks personnel and resources that are necessary to perform the services within the time in which the services are required. If the contracting agency conducts a procurement under the conditions described in this paragraph, the contracting agency shall: (A) Keep a record of the cost analysis and findings that the contracting agency makes for each procurement the contracting agency conducts under this section, along with the basis for the contracting agency's decision to proceed with the procurement; and (B) Collect and provide copies of the records described in subparagraph (A) of this paragraph each calendar quarter to the local contract review board, if the contracting agency is a local contracting agency, or to the Emergency Board, if the contracting agency is a state contracting agency. (c) If the contracting agency is a state contracting agency, in addition to complying with the provisions of paragraph (b) of this subsection the contracting agency shall prepare a request to the Governor for an appropriation and any authority that is necessary for the contracting agency to hire personnel and obtain resources necessary to perform the services that the contracting agency procured under the conditions described in paragraph (b) of this subsection. The request must include a copy of the records that the contracting agency provided to the Emergency Board under paragraph (b)(B) of this subsection. (3) A cost analysis, record, documentation or determination made under this section is a public record. [2009 c.880 §3] 279B.036 Determination of feasibility of procurement. (1) Notwithstanding the provisions of ORS 27913.033 (2)(a), a contracting agency may proceed with a procurement if the contracting agency reasonably determines in writing that using the contracting agency's own personnel or resources to perform the services that the contracting agency intends to procure is not feasible. The contracting agency may make the determination described in this subsection without conducting a cost analysis under ORS 279B.033 if the contracting agency finds that: (a) The contracting agency lacks the specialized capabilities, experience or technical or other expertise necessary to perform the services. In making the finding, the contracting agency shall compare the contracting agency's capability, experience or expertise in the field most closely involved in performing the services with a potential contractor's capability, experience or expertise in the same or a similar field. (b) Special circumstances require the contracting agency to procure the services by contract. Special circumstances may include, but are not limited to, circumstances in which: (A) The terms under which the contracting agency receives a grant or other funds for use in a procurement require the contracting agency to obtain services through an independent contractor; (B) Other state or federal law requires the contracting agency to procure services through an independent contractor; (C) The procurement is for services that are incidental to a contract for purchasing or leasing real or personal property, including service and maintenance agreements for equipment that is leased or rented; http://www.leg.state.or.us/ors/279b.html 8/10/2011 Page 3 of 3 (D) The contracting agency cannot accomplish policy, administrative or legal goals, including but not limited to avoiding conflicts of interest or ensuring independent or unbiased findings in cases when using the contracting agency's existing personnel or persons the contracting agency could hire through a regular or ordinary process would not be suitable; (E) The procurement is for services to which the provisions of ORS 279B.080 apply; (F) The procurement is for services, the need for which is so urgent, temporary or occasional that attempting to perform the services with the contracting agency's own personnel or resources would cause a delay that would frustrate the purpose for obtaining the services; or (G) The services that the contracting agency intends to procure will be completed within six months after the date on which the contract for the services is executed. (2) A finding or determination and supporting documentation for a finding or determination made under this section is a public record. [2009 c.880 §4] Note: Section 4a, chapter 880, Oregon Laws 2009, provides: Sec. 4a. (1) The Oregon Department of Administrative Services, in consultation with contracting agencies and representatives of employees of contracting agencies that are subject to sections 2 [279B.030], 3 [279B.033] and 4 [279B.036] of this 2009 Act, shall evaluate the extent to which the provisions of sections 2, 3 and 4 of this 2009 Act aided the contracting agency in making a determination as to whether to procure services or to perform services with the contracting agency's own personnel and resources. (2) The department shall report the results of the consultation and evaluation to the Legislative Assembly on January 10, 2011. [2009 c.880 §4a] http://www.leg.state.or.us/ors/279b.html 8/10/2011