2013-13-Order No. 2013-002 Recorded 1/11/2013995CHUTES COUNTY OFFICIAL RECORDS
NANCY BLANKENSHIP, COUNTY CLERK
4EVIE COMMI SSIONERS' JOURNAL 01/11/2013 11;39,24 AM
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2013-13
For Recording Stamp Only mm T
BEFORE THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON
An Order Approving a Contract Specific
Special Procurement for Refurbishment of a
Paint Striping Truck Platform
ORDER NO. 2013-002
WHEREAS, the Deschutes County Department of Public Works (Department) currently
operates a Paint Striping Truck that requires extensive service or replacement; and
WHEREAS, ORS 279B.085 permits a local contract review board to authorize a contract
specific special procurement based upon findings that it is unlikely to encourage favoritism in the
awarding of public contracts or to substantially diminish competition for public contracts; and is
reasonably expected to result in substantial cost savings to the contracting agency or to the public;
and
WHEREAS, the Department prepared a report, a copy of which is attached hereto and
incorporated herein, setting forth background information concerning the proposed work and reasons
why a contract specific special procurement is justified; and
WHEREAS, a Notice of Proposed Contract Specific Special Procurement was published in the
Daily Journal of Commerce, in accordance legal requirements; and
WHEREAS, the Department needs to proceed expeditiously to refurbish the paint striping truck
platform during the off season, so that it will be ready for the next paint striping season.
NOW THEREFORE:
THE BOARD OF COUNTY COMMISSIONERS OF DESCHUTES COUNTY, OREGON,
ORDERS as follows:
Section 1. For the reasons stated in the recitals, a contract specific special procurement is hereby
approved for the refurbishment of a Paint Striping Truck platform.
Section . The Department is authorized to directly contract with M-B Companies, Inc. of Salem,
Oregon for refurbishment of the Department's Paint Striping Truck platform.
Section . The Interim County Administrator is authorized to execute a contract with M-B
Companies, Inc. of Salem, Oregon for refurbishment of the Department's Paint Striping Truck
platform.
PAGE 1 OF 2- ORDER No. 2013-002
DATED this 09th day of January, 2013.
ATTEST:
BOARD OF COUNTY COMMISSIONERS
OF DESCHUTES COUNTY, OREGON
6ga"..- U~e- -
ALAN R, Chair
TAMMY BANEY, Vice Chair
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Recording Secretary ANTHONY DEBONE, Commissioner
PACE 2 of 2- ORDER No. 2013-002
Exhibit 1
To: BOCC
From: Randy McCulley
CC: Tom Anderson; Chris Doty; Mark Pilliod
Date: January 9, 2013
Re: Contract-Specific Special Procurement
The Deschutes County Road Department
The Road Department is hereby requesting a Special Procurement to obtain a factory refurbishment of
the paint truck striping platform. If approved, the County would directly contract with a specific vendor
rather than undertake a formal RFP.
The Road Department currently owns and operates a 1999 Volvo truck chassis #99-74 with a 1999 M-B
Companies Inc. paint striping platform #9-157. The equipment is controlled by three operators. One
operator drives the truck and two in the rear cab operate the paint striping apparatus on the platform.
The paint system is pneumatically (compressed air) operated with tandem systems running white and
yellow paint topped with reflective glass beads. The truck uses lasers for guidance and computer
controls for stripe spacing and control.
The truck is primarily used in road striping operations for Deschutes County, City of Redmond, Crook
County, and Jefferson County. It operates from early spring until late fall when weather conditions allow
for road striping operations. When the truck is in need of repair, the amount of striping that can be
completed during the season is reduced. It is very important that the truck be good working condition
with minimal down time in the working season.
The projected plan was to replace the truck chassis and the paint platform as a unit. A new truck and
paint platform costs approximately $363,000.00. In the interest of fiscal responsibility, we looked at the
truck chassis and the paint platform as separate units. The truck chassis has relatively low miles and is
still serviceable. The paint platform has a shorter life span than the truck chassis. The control technology
is out of date and many of the components are in need of replacement. After a factory tour in Salem, it
was clear that many of our current components have not been changed, are still serviceable and can be
reused. A refurbishment could save the County a considerable amount of money and still have the latest
in striping control technology.
Initially the intent was to prepare a report to justify a sole source contract because a factory
refurbishment could only be performed by the factory. However, a representative from a second paint
ORDER NO. 2013-002
platform manufacturer, EZ-Liner, called to discuss the purchase of a new truck and we discussed factory
refurbishment. He said they could build us a paint platform and install it on our truck. EZ-Liner uses
hydraulically operated high pressure paint pumps and their own style of controls. Their system would
meet the needs of the Deschutes County Road Department, if cost were not a factor. EZ-liner created a
specification for us, based on their style of truck and reusing some of the parts from our truck. Since the
system uses hydraulics instead of pneumatics, the system would be different and would not be able to
reuse as many parts. EZ-Liner is located in Orange City, Iowa. The estimate from EZ-Liner including
transport is approximately $224,500.00. Round trip transportation is approximately 3354 miles.
M-B is located in Salem Oregon. Transport round trip is approximately 268 miles. Because M-B
Companies is the original manufacturer and located nearby, they are able to re-use more parts and have
reduced transport cost. M-B Companies' quote is approximately $181,500.00
That is an estimated savings of $43,000.
Due to the M-B location in Salem, we have strong customer support, parts availability, and the ability to
take the unit to the factory for specific repairs or updates. The Deschutes County technicians and
operators are familiar with the M-B pneumatic system and can solve most problems quickly. A change to
the EZ Liner hydraulic system and new controls could affect quality and affect repair times until the new
system is learned.
M-B inspected the external portions of the paint striping truck and provided a cost estimate. Until the
truck is disassembled, M-B will not be able to inspect the internal parts of the truck. There may be
additional opportunities for savings, or additional cost. Provisions in the contract will allow a meeting
with M-B to view parts, review the proposal, and make adjustments to the specification and pricing if
needed. If additional items found in the disassembly and inspection raise the cost of the refurbishment
to the point that it is not a value, Deschutes County will have the option to have M-B reassemble the
paint truck to working condition and only pay for services provided to that point.
State law allows for the use of a special procurement providing the procurement is unlikely to
encourage favoritism in the awarding of public contracts or to substantially diminish competition for
public contracts; and is reasonably expected to result in substantial cost savings to the contracting
agency or to the public; or otherwise substantially promotes the public interest in a manner that could
not practicably be realized by a standard procurement. I believe the situation reflected above meets
these requirements.
ORDER NO. 2013-002
Public & Financial
Information
PUBLISHED
FIRST TIME TODAY
PUBLIC MEETING NOTICE
ADOPTION OF CLASS SPECIAL PROCUREMENT
Notice is hereby given pursuant to ORS 279B.085 that
Deschutes County Road Department has submitted a request to the
Deschutes County Board of Commissioners, acting as the local
contract review board, for a class special procurement. The class
special procurement consists of one purchaserefurbishment of a
paint striping truck platform refurbishment.
The Board is expected to consider the matter and take final
action on January 09, 2013 at 10:00 a.m. The Board will not be
conducting a hearing, but will entertain written comments
delivered to the Board's offices or the hearing room no later than
the date indicated above. The Board's consideration of the
requested special procurement will take place in the Board's
Hearing Room, located in the Deschutes Services Building, 1300
NW Wall St., Bend, Oregon 97701. Proposed findings which
address the requirements of ORS 279B.085(4) are available by
contacting Randy McCulley, Fleet & Equipment Manager of the
Road Department at (541) 322-7125, or 61150 SE 27St., Bend,
Oregon, 97702.
Published December 26, 2012