2016-189-Minutes for Meeting April 27,2016 Recorded 5/13/2016DESCHUTES COUNTY OFFICIAL RECORDS CJ 2016.189
NANCY BLANKENSHIP, COUNTY CLERK
COMMISSIONERS' JOURNAL 05!1312016 04;26;40 PM
2
6-9IIIIIIIIII3I
For Recording Stamp Only
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97703-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org
MINUTES OF BUSINESS MEETING
DESCHUTES COUNTY BOARD OF COMMISSIONERS,
WEDNESDAY, APRIL 27, 2016
Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend
Present were Commissioners Alan Unger, Anthony DeBone and Tammy Baney.
Also present were County Administrator Tom Anderson and Deputy County
Administrator Erik Kropp; Dave Doyle, County Counsel; Judith Ure,
Administration; Cynthia Smidt, Community Development; Jessica Jacks and Nick
Stevenson, Health Services; and approximately twenty other citizens.
1. CALL TO ORDER
Chair Alan Unger called the meeting to order at 10:00 a.m.
2. PLEDGE OF ALLEGIANCE
3. CITIZEN INPUT
Jim Johnson spoke about his concerns regarding what he feels are illegal stop
signs at the intersection of Baker Road and Brookswood Boulevard. He
provided a letter (a copy of which is attached for reference).
Minutes of Board of Commissioners' Business Meeting Wednesday, April 27, 2016
Page 1 of 11
He feels this is a major inconvenience and does not think that the studies done
on the intersection and the area were not indicative of needing stop signs.
He is gone half of the year in Arizona, but when he is here he does not see the
need for these stop signs. He doesn't think there is a safety issue, and he and
others will keep pursuing this.
Chair Unger stated that he will read the information provided and get back to
Mr. Johnson. Commissioner Baney suggested that they inquire about having
ODOT do a third -party evaluation, as a partner agency.
CONSENT AGENDA
Before the Board was Consideration of Approval of the Consent Agenda.
BANEY: Move approval except the business meeting minutes of April 18.
DEBONE: Second.
VOTE: BANEY: Yes.
DEBONE: Yes.
UNGER: Chair votes yes.
4. Board Signature of Document No. 2016-198, Amending an Agreement with Iris
Telehealth regarding Mental Health Services
5. Chair Signature of Document No. 2016-238, an Intergovernmental Agreement
to Establish the Oregon Association of County Engineers and Surveyors
(OACES)
6. Board Signature of Document No. 2016-246, a Quitclaim Deed Removing a
Deed Restrictions for a Wildland Fire Fuel Reduction Agreement
7. Board Signature of Document No. 2016-213, a Lease of Space in the South
County Services Building to COIC/Cascades East Transit
8. Board Signature of Document No. 2016-253, a Purchase Contract for
Replacement Vehicles for the Sheriff s Office
9. Board Signature of Minutes:
• Work Sessions: April 13 and 18, 2016
• Business Meetings: April 13 and 18, 2016
Minutes of Board of Commissioners' Business Meeting Wednesday, April 27, 2016
Page 2 of 11
ACTION ITEMS
10. Before the Board was Consideration of Converting Economic Development
Forgivable Business Loans to Grants.
• Oregon's Wild Harvest
• Buehner Fry — dba Navis
• Vantage Clinical Solutions
• Paladin Data Corporation
Judith Ure said that the documentation for Paladin Data Corporation was not
yet available, so it will be addressed at a future date. She added that Navis
provides call management services for the hotel and tourist industry; Vantage
provides help in the medical field; and Oregon's Wild Harvest manufactures
natural food supplements.
All have hired and maintained new positions as required. Wild Harvest is
ahead of schedule on this.
Roger Lee and Tom Rawley of EDCO introduced Tannus Quatre, President of
Vantage. Mr. Quatre explained that they deliver business services to healthcare
private practice/physical therapy providers, mostly small businesses. The
premise is that small business healthcare is important to the consumer. They
handle revenue cycle management and work with insurance companies, as well
as with marketing and networking events. They have reached their 1,000
networking event, which occurs nationally and internationally.
They applied for the business loan in 2013 when they had eleven employees;
and now have 20 employees. They far exceeded the five employees that were
required. The loan helped them at a very important time, and the dynamic
between them, EDCO and the County has been very healthy. He thanked the
County and EDCO for their support.
Commissioner DeBone commended them for their progress. Commissioner
Baney noted offering this funding was a big change, and they and business
owners have taken this risk to help the community. Chair Unger added that this
feedback helps him understand why they have this program.
DEBONE: Move to convert the loan to a grant.
BANEY: Second.
Minutes of Board of Commissioners' Business Meeting Wednesday, April 27, 2016
Page 3 of 11
VOTE: DEBONE: Yes.
BANEY: Yes.
UNGER: Chair votes yes.
Roger Lee introduced Kyle Buehner from Buehner Fry, dba Navis. Mr.
Buehner said he feels this loan was well served by all, with 26 new hires; and
they also far exceeded the requirement, with wages above the County average.
The loan was helpful to him when trying to grow the company. They have
closer to 200 employees now. He encouraged the Board to continue this effort,
to help diversify the economy and attract software related companies. EDCO
has done a fine job with this program. He added that most of Navis' business is
outside Bend and Oregon.
Commissioner Baney thanked him for committing to keeping his business in
this area, and for providing wages that allow people the ability to remain here.
Commissioner DeBone added that diversifying is the important aspect. This
will help avoid hard times in the future. Chair Unger noted that this helps to
reaffirm their commitment to help local businesses.
DEBONE: Move to convert the loan to a grant..
BANEY: Second.
VOTE: DEBONE: Yes.
BANEY: Yes.
UNGER: Chair votes yes.
Jon Stark, EDCO Redmond Manager and representative of REDI (Redmond
Economic Development, Inc.), introduced Pam Martin of Oregon's Wild
Harvest. This situation is different from the others, as they brought in Wild
Harvest from another area, and they committed to 25 local jobs.
Ms. Martin explained that they manufacture naturopathic herbal supplements.
They bought land in Culver years ago, and found manufacturing locations that
fit their needs. They have been in business for twenty years, but it took more
money to move than anticipated. They moved from Sandy to here, with a very
positive reaction. There are stronger partnerships here. Organic growers and
manufacturers, work hard to produce the right products.
Minutes of Board of Commissioners' Business Meeting Wednesday, April 27, 2016
Page 4 of 11
The County's support was very helpful. They were able to double the number
of employees and will continue to grow. They also have purchased over
$500,000 in equipment since coming here.
Commissioner DeBone noted that they went from twenty-five employees to
almost fifty. The value of their investment is impressive. Commissioner Baney
said she is thankful they are here, and are community -minded. Chair Unger
added that they took over the former Rocky Mountain Barbeque company
location. He toured the facility and was impressed with the technology required
for products to be certified as organic. This is a great success story.
DEBONE: Move to convert the loan to a grant.
BANEY: Second.
VOTE: DEBONE: Yes.
BANEY: Yes.
UNGER: Chair votes yes.
Jon Stark said that this program has been used eight times. The dollars are
important, but it also shows that the community is behind it.
11. Before the Board was Consideration of Board Signature of Document No.
2016-180, Findings and a Decision on the Tumalo Irrigation District Lot of
Record Appeal.
Cynthia Smidt provided a brief overview of the issue. The decision addresses
procedural issues, interpretation of lot and parcel language, and clarification of
any alleged flaws in the Hearings Officer's decision. There were a few typos in
the decision to be corrected.
Commissioner DeBone stated that it appears that the Hearings Officer's
decision is being adopted as written, with the Board in responding to additional
questions. This goes back 100 years with a lot of legal matters, history and
reality involved.
DEBONE: Move approval, with the scrivener's errors corrected.
BANEY: Second.
VOTE: DEBONE: Yes.
BANEY: Yes.
UNGER: Chair votes yes.
Minutes of Board of Commissioners' Business Meeting Wednesday, April 27, 2016
Page 5 of 11
CONVENED AS THE CONTRACT REVIEW BOARD FOR DESCHUTES
COUNTY
12. Before the Board was a Hearing to Consider a Protest of the Award of a
Contract for a Research and Development Social Marketing Campaign.
Jessica Jacks gave a brief description of the project and focused on the bid
process. The project is to deal with underage marijuana use in the County.
Information was sent to eight local vendors but was also advertised in other
ways, as required.
On March 4, they received six proposals, with four of them from local
companies. A review panel analyzed the proposals independently, using
specific scoring criteria. The top three scoring companies were interviewed by
phone and were asked for a revised budget and timeline. The County's
Information Officer also reviewed the proposals.
GumCo was identified as the preferred vendor, unanimously by all. They are
the best vendor for this project. They provided examples of their work through
various media, demonstrated the ability to be effective with the target
population, and can produce superior video aspects for this population. Their
budget and timeline was appropriate and they can work well independently, and
also demonstrated a high level of commitment.
Chair Unger said this funding is based on a grant from the Oregon Health Plan.
It appears that GumCo has done this type of work before. Ms. Jacks stated that
they can adhere to the positive framework as required.
Chair Unger asked for the protesting parties to speak.
Kelly Walker and Robert Haro, Intrepid Marketing, Bend, came before the
Board. Also present was Mark Quon, who owns Quon Design and
Communications with his wife.
Mr. Walker said he was surprised that more Bend agencies had not submitted a
bid. Central Oregon is a mecca for this kind of talent. He wondered if they
even heard about it. He was also surprised it went to out of state. It would have
been less of a blow if a Central Oregon agency had won. His overall sense is
that the businesses here invest a lot locally and do a lot of work for small
businesses. He sees this a lot. He also attends national marketing conferences.
He is speaking unofficially for the local industry.
Minutes of Board of Commissioners' Business Meeting Wednesday, April 27, 2016
Page 6 of 11
He feels the County should invest back in the community. Some of the locals
have gone on to be national. He likes to follow 'make local habit'. The other
point is that the idea of a firm in another state can run a campaign here is not a
good one. The culture might be very different. He looked at their website and
does not believe all of what they say they can do. He thinks this is a problem.
Mr. Haro emphasized that this involves developing a marketing campaign for
social media. The task is to deal with the cannabis industry, which is a
prohibition type issue. Society needs to look at this from a unique perspective
and deal with it before it is a problem. It takes individuals who are associated
with this to understand it. Utah has no medical cannabis and he is not sure what
an agency there could know about it. He lives in this community and knows the
issues.
He is not sure of the scoring criteria and doesn't think they or others were made
aware of it. They have some video experience but he did not know this was
going to be a big factor. They can handle the market research.
Mark Quon said he heard about the award and supports the protest. He was one
of the finalists and asked to revise the budget and timeline. He wishes they
would have told him of the specific concerns and what his company was
lacking. They have experience with agencies here and could have done this.
He feels maybe his videos were not as flashy, but some that they have produced
for other agencies may not have the funds to do anything very elaborate.
He is concerned about the award going out of state, with all of the local success
stories in Central Oregon. The Commissioners claim to support local industry
but this doesn't ring true.
Mr. Walker said that he has worked with a lot of local agencies, including doing
some volunteer work. What is overlooked is that even if GumCo had some
high profile or high budget projects, the community connection is important.
His company also served businesses in the cannabis industry, so know the
issues well.
Pamela Hulse Andrews, owner of Cascades Business News, spoke as a local
business owner. She thinks this is a typical situation when someone thinks a
company from out of town knows better than the locals. Central Oregon has
high quality companies.
Minutes of Board of Commissioners' Business Meeting Wednesday, April 27, 2016
Page 7 of 11
She applauds the County for giving funds to local firms who increase business
here, but then turns around to give funds to an out of state company. This
company won't spend any money locally. She has previously talked to the
Board about giving preference to local companies, and realizes they don't really
have a preference.
Jessica Jacks clarified that the contractor is in charge of developing the
campaign, but not involved in the implementation. The scoring criteria was laid
out in the RFP and it was all very clear.
David Doyle noted that this seems to be a request for local preference. This
can be done in some situations, but has to be stated in the solicitation and for
this situation, it wasn't. The Board can deny the protest, or cancel the
solicitation and start over. They can't appear to 'back door' in a preference at
this point. State Administrative Rules apply. Whether this is a good or bad
policy, it cannot be introduced at this point. They would have to do it all over,
and include new parameters.
Mr. Walker stated that the thrust is not necessarily this contract, although he'd
like to see it done over. They were not asked about experience or some other
things. The County should have dug deeper to find this out.
Commissioner Baney said there are legal issues, and they have to be careful
about interaction. She is also concerned about how departments solicit interest.
She appreciates the proactive reach to local groups, as the department did more
than is required. There may have been some agencies that were not looking for
the opportunity, but staff did reach out. She hears the `local preference' theme
and appreciates local talent, but some laws apply.
Commissioner DeBone stated that he supports the process as it happened. This
is an Oregon issue, and is very timely. However, he is not that far from
thinking maybe they should start over, as he wants it done very professionally.
Commissioner Baney said she does not want to talk about local preference.
This has come up before and it is sensitive, but there are nuances she is not
prepared to discuss, and possible unintended consequences. Commissioner
DeBone said that this topic is the reason for him. He thinks it is different.
Commissioner Baney asked if he is suggesting they cast out again and make it
Oregon specific. Chair Unger noted that it is a two-way street. He would like
to talk about this in the future, its value and in what types of situation.
Minutes of Board of Commissioners' Business Meeting Wednesday, April 27, 2016
Page 8 of 11
Commissioner Baney explained that they have talked about this in the past, but
some of those who want jobs to be local only admitted they would not pass up
doing work outside the area themselves. She is concerned about unintended
consequences. Chair Unger said that they would have to set a policy if they
want to go that direction. There are laws to follow, it is risky, and is not always
to the best long-term advantage. They can discuss this some other time.
Chair Unger stated that he has listened to staff to learn what they did, and that
they tried to include local. It was opened up to all, but half of the bids were
from out of the area. He is not sure why there was not more local interest. He
supports the choice, and the selected company is experienced. This just
happens sometimes. Legally, there might be risk to turn about now.
Commissioner Baney noted they can cast again with the ability to dig deeper
into the local experience. However, it may end up with the same result. Chair
Unger said that staff will wonder what is wanted. The RFP was clear about
what they need. He wondered what new questions could be included.
Commissioner Baney stated that sometimes videos made for nonprofits are not
a good example, because of a lack of funds or not wanting to overdo it. Maybe
these examples don't capture a company's best potential work. She does not
know how they could offer that opportunity. It may be that they are just
outpaced and perhaps just being local is not enough.
Commissioner DeBone asked about starting the process over. Mr. Doyle said
that they need to have a legal reason to uphold or deny the protest, or the
winning bidder can sue and the County could end up in Circuit Court. The only
matter today is the protest, but there are still contract negotiations to conduct.
Chair Unger closed the hearing.
BANEY: Move to deny the protest as not having enough legal grounds to do
otherwise.
DEBONE: Second.
VOTE: BANEY: Yes.
DEBONE: Yes.
UNGER: Chair votes yes.
Minutes of Board of Commissioners' Business Meeting Wednesday, April 27, 2016
Page 9 of 11
CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY
SERVICE DISTRICT
13. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for the 9-1-1 County Service District, in the Amount of
$21,253.46.
DEBONE: Move approval, subject to review.
BANEY: Second.
VOTE: DEBONE: Yes.
BANEY: Yes.
UNGER: Chair votes yes.
CONVENED AS THE GOVERNING BODY OF THE EXTENSION/4-H
COUNTY SERVICE DISTRICT
14. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for the Extension/4-H County Service District, in the
Amount of $3,146.29.
DEBONE: Move approval, subject to review.
BANEY: Second.
VOTE: DEBONE: Yes.
BANEY: Yes.
UNGER: Chair votes yes.
RECONVENED AS THE DESCHUTES COUNTY BOARD OF
COMMISSIONERS
15. Before the Board was Consideration of Approval of Weekly Accounts
Payable Vouchers for Deschutes County, in the Amount of $773,797.30.
Mr. Anderson said this includes payment to Tyler Technologies for the new
Finance/HR system. They are also here, doing some preliminary training.
DEBONE: Move approval, subject to review.
BANEY: Second.
VOTE: DEBONE: Yes.
BANEY: Yes.
UNGER: Chair votes yes.
Minutes of Board of Commissioners' Business Meeting Wednesday, April 27, 2016
Page 10 of 11
16. OTHER ITEMS
None were offered.
17. ADJOURN
Being no further discussion, the meeting adjourned at 11:20 a.m.
DATED this 741/A
,-- Day of -Th-itA-1 2016 for the
Deschutes County Board of Commissioners. 0
ATTEST:
Recording Secretary
alat.i..- Alan Unger, Unger, Chair
Tammy Baney, Vi hair
Anthony DeBone, Commissioner
Minutes of Board of Commissioners' Business Meeting Wednesday, April 27, 2016
Page 11 of 11
BOARD OF COMMISSIONERS' MEETING
REOUEST TO SPEAK
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Submitting written documents as part of testimony? Yes
If so, please give a copy to the Recording Secretary for the record.
BOARD OF COMMISSIONERS' MEETING
REQUEST TO SPEAK
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Neutral/Undecided [-Opposed
Submitting written documents as part of testimony? Yes No
If so, please give a copy to the Recording Secretary for the record.
Subject:
Name
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Phone #s
BOARD OF COMMISSIONERS' MEETING
REQUEST TO SPEAK
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Submitting written documents as part of testimony? Yes
If so, please give a copy to the Recording Secretary for the record.
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BOARD OF COMMISSIONERS' MEETING
REQUEST TO SPEAK
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Submitting written documents as part of testimony? Yes [ZI No
If so, please give a copy to the Recording Secretary for the record.
Subject:
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REQUEST TO SPEAK
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BEND OREGON
REAL ESTATE EXPERT
60674 River Bend Dr. - Bend OR 97702
Jim Johnson Owner, Principal Broker
Telephone: 541-389-4511
Date: April 25, 2016
Citizen Requested removal of illegal stop signs
on Baker Rd. at Brookswood Blvd
During the construction of a Roundabout project on Brookswood two additional
stop signs were placed on Baker Rd. to accommodate the detoured traffic from
Brookswood. Upon completion of the project Deschutes County chose to leave
the two stop signs on Baker Rd. This decision does not meet any of the Manual
of Uniform Traffic Control Devices (MUTCD) required criteria in Section 2B.07.
(See memorandum) Therefore it is illegal.
"With satisfaction of Criteria 3, the intersection of Brookswood Blvd/Baker Rd.
marginally meet the guidance recommendations " (See Memorandum)
1. Criteria 3 was not satisfied. The Spot Speed Data is invalid. It was
taken 1,250 feet from the "intersection." from traffic going both directions.
(See attached Study) This criteria is intended to take place at an
uncontrolled "intersection." The speed of traffic going away from the
"intersection" is irrelevant. The criteria was written with a four way stop in
mind. A 3 way does not meet the definition of an intersection.
2. Common Sense. Traffic on Baker backs up during rush hour when at
times there is no traffic at Brookswood. The Baker stop signs impede
traffic flow. According to the traffic count 77% of the traffic is on Baker Rd.
3. Safety. There is not a safety issue here. The past accidents do not meet
the minimum standards for the stop signs. (See Memorandum)
4. Critical Factor. The rail road crossing on Baker was not considered in
decision to leave the signs. At times the traffic is backed up at the
crossing only to release a large number of cars at the west bound stop
sign on Baker, further adding to the congestion/impediment.
5. Solution. Immediately remove the two stop signs on Baker to alleviate
congestion. Add sign below Brookswood stop sign stating "Cross Traffic
Does Not Stop." If deemed necessary by the road department a flashing
light could be added. Red on Brookswood and Yellow on Baker.
Road Department Home Page Quote
"Our Mission: We strive to maintain the quality and improve the experience for
all users of the Deschutes County transportation system."
The Experience of 77% or more of the users of these stop signs has not
improved. In fact it now impedes the use of local citizens. No quality has been
maintained here. It has deteriorated substantially. Thank you for your
consideration of the citizens of Deschutes County who are inconvenienced.
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Road Department
61150 SE 27th St. • Bend, Oregon 97702
(541) 388-6581 • FAX (541) 388-2719
MEMORANDUM / 3 -WAY STOP ANALYSIS
Date: September 22, 2015
To: File
From: Chris Doty, PE, Director
RE: 3 -way stop analysis at Brookswood Boulevard/Baker Road
The intersection of Brookswood Boulevard/Baker Road has been analyzed for installation of a
3 -way stop configuration following the opening of the Brookswood Boulevard to traffic at the
conclusion of the Brookswood/Murphy Roundabout Project. To accommodate construction
detour traffic associated with the Project, the intersection of Brookswood Boulevard/Baker Road
was converted to a 3 -way stop configuration at the onset of the Project (Spring, 2015). This
analysis considers whether to leave the 3 -way stop in place or return the intersection to the
original stop -controlled configuration.
This analysis consists of an evaluation of the Manual of Uniform Traffic Control Devices
(MUTCD) multi -way stop criteria, as follows:
MUTCD Section 28.07 Multi -Way Stop Applications
Support:
01 Multi -way stop control can be useful as a safety measure at intersections if certain traffic conditions
exist. Safety concerns associated with multi -way stops include pedestrians, bicyclists, and all road
users expecting other road users to stop. Multi -way stop control is used where the volume of traffic on
the intersecting roads is approximately equal.
02 The restrictions on the use of STOP signs described in Section 2B.04 also apply to multi -way stop
applications.
Guidance:
03 The decision to install multi -way stop control should be based on an engineering study.
04 The following criteria should be considered in the engineering study for a multi -way STOP sign
installation:
A. Where traffic control signals are justified, the multi -way stop is an interim measure that can
be installed quickly to control traffic while arrangements are being made for the installation of
the traffic control signal.
8. Five or more reported crashes in a 12 -month period that are susceptible to correction by a
multi -way stop installation. Such crashes include right -turn and left -turn collisions as well as
right-angle collisions.
C. Minimum volumes:
1. The vehicular volume entering the intersection from the major street approaches (total
of both approaches) averages at least 300 vehicles per hour for any 8 hours of an
average day; and
2. The combined vehicular, pedestrian, and bicycle volume entering the intersection from
the minor street approaches (total of both approaches) averages at least 200 units per
hour for the same 8 hours, with an average delay to minor -street vehicular traffic of at
least 30 seconds per vehicle during the highest hour; but
3. If the 85th -percentile approach speed of the major -street traffic exceeds 40 mph, the
minimum vehicular volume warrants are 70 percent of the values provided in Items 1
and 2.
D. Where no single criterion is satisfied, but where Criteria 8, C.1, and C.2 are all satisfied to 80
percent of the minimum values. Criterion C.3 is excluded from this condition.
Option:
05 Other criteria that may be considered in an engineering study include:
A. The need to control left -turn conflicts;
B. The need to control vehicle/pedestrian conflicts near locations that generate high pedestrian
volumes;
C. Locations where a road user, after stopping, cannot see conflicting traffic and is not able to
negotiate the intersection unless conflicting cross traffic is also required to stop; and
D. An intersection of two residential neighborhood collectors (through) streets of similar design
and operating characteristics where multi -way stop control would improve traffic operational
characteristics of the intersection.
To assist in the evaluation of Criteria B and C, a 12 -hour traffic count was conducted on
Wednesday, September 9, 2015 (attached).
Analysis:
Per the traffic count, Criteria C1 and C2 are not directly satisfied as the major street (Baker
Road) approaches average greater than 300 vehicles per hour for an 8 -hour period; however
the volume of the minor street approach averages approximately 150 vehicles per hour for the
same 8 hours.
Criteria C1 and C2 are satisfied to approximately 75% - which in turn satisfies Criteria 3 if 85th -
percentile speeds exceed 40 mph. Although the speed limit of the Baker Road approach is 35
mph, a spot speed study indicates that the 85th -percentile speed does indeed exceed 40 mph
(measured at 43 mph on 09/18/15). Therefore, Criteria C3 is satisfied for installation of all -
way stop control.
Per the MUTCD support statement, the volume of traffic on intersecting roads should be
approximately equal. Per the traffic count, 23% of the approach volume is on the Brookswood
Boulevard leg of the intersection, 31% of the volume is on the eastbound leg of Baker Road and
46% is on the westbound leg of Baker Road. While not "approximately equal" in distribution, it
is noted that no approach volume comprises less than 20% or greater than 50% of the total
entering volume, in other words, no single approach either dominates or has inconsequential
volume.
MUTCD Optional Criteria A allows for consideration of an all -way stop where there is need to
control left turn conflicts. The left turn movements most impacted by the historic stop controlled
configuration where the southbound left (Brookswood to Baker) and to a lesser degree, the
eastbound left (Baker to northbound Brookswood). Based on a peak hour traffic analysis, the
level of service is not impacted by conversion to all -way stop control.
With the conversion, delay on the southbound approach is significantly reduced, whereas delay
on specifically the westbound approach is significantly increased — but not to a level considered
unacceptable (LOS C).
Within the ODOT/DMV database, only three crashes were reported in the prior 2 -year period in
which data is available (2012-2013).
Observation and Customer Feedback:
By observation, traffic has grown accustomed to the 3 -way stop configuration and in several site
visits motorists were observed to be in compliance. There were no observances of running the
stop sign and very few rolling stops. Vehicle queues in excess of 4 or 5 vehicles were rarely
observed.
The Road Department received unsolicited input from over 30 customers during the 2 -week
evaluation period from September 4th through September 18th. The majority (75%) of those
providing input requested that the all -way stop configuration remain in place. Customers
requesting the all -way stop remain in place shared satisfaction with speed reduction, ease of
access for southbound movements, and an overall sense of safety where previously they felt
unsafe. Customers who requested removal of the all -way stop shared concerns of unnecessary
delay, acceleration/deceleration noise, and concerns during snow/ice conditions.
One customer has reported several instances of vehicles running the stop signs, however the
Road Department has received no other reports after the 3 -way stop was initially established in
early spring.
Recommendation:
With satisfaction of Criteria 3, the intersection of Brookswood Boulevard/Baker Road marginally
meets the guidance recommendations established by the MUTCD for establishment of all -way
stop control.
Given the satisfaction of a MUTCD guideline, the successful transition to all -way stop control at
the intersection over the past five months, and the likelihood of additional growth and increased
traffic volumes in the future, I recommend that the 3 -way stop remain in place at the intersection
of Brookswood Boulevard/Baker Road.
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Bonnie Baker
From: Tom Anderson
Sent: Friday, April 22,20I63:59PK4
Cc: Erik Kropp; Bonnie Baker
Subject: FW: FW: Traffic Study on Stop signs at Baker and Brookswood
Connmissionem—FYLthecitizeninthee'nnaUstrngbe|owmayasktnspeaktotheBuardduhngdtbeninputatyour
next business meeting (Wed, 4/27) regarding the now permanent 3 -way stop at Brookswood & Baker in DRW (he
doesn't like it). As Chris explains, the stop sign meets traffic warrants, will be more acute as the area grows, and is
supported by many residents as well as the Sheriffs Office. Tom
Tom Anderson 1 County Administrator
Deschutes County Administratio
zs0ONwWall St. Suite Z0n|Bend, Oregon 977o3
Wr
Enhancing the lives of citizens by delivering quality services in a cost-effective manner.
On Mon, Apr 18, 2016 at 4:31 PM, Chris Doty <Chris.Doty(&,desehutes.or2> wrote:
Mr. Johnson:
I understand you have been communicating with George Kolb regarding the 3 -Way Stop at Brookswood/Baker. The
attached spreadsheets contain the count data (distilled from a video count service) as well as the spot speed study
performed in the vicinity of the intersection.
Also attached is an email from the Sheriff's Office which contains crash data unavailable at the time of the original
study.
Please let me know if you have any other questions. 1 understand that you are not pleased with operation of the
intersection as a 3 -Way Stop. The intersection was converted to a 3 -Way Stop to help facilitate traffic operations during
the City of Bend's roundabout project at the Murphy extension. It was initially intended to be temporary. During the
course of that project we received many requests to keep the 3 -Way Stop in place after the project was complete; many
residents shared stories of "dose calls" at the intersection in their years of experience driving through the
intersection. In response to the requests, we agreed to re-evaluate operations at the conclusion of the project. Upon
opening of the roundabout we conducted a traffic count and a speed study to utilize in application of industry standard
"warrants" or criteria to determine whether or not the 3 -Way should remain or be converted back to the original
configuration. The warrants were marginally satisfied — meaning that it barely met the criteria to remain as a 3 -Way
Stop given the speeds and traffic volume measured at the intersection.
Given the ever increasing traffic volumes on our facilitiesit did not make sense to remove the 3 -Way stop only to have
to again reconsider it several years from now as growth and congestion encountered in other parts of the system result
in increased use of County roads. There 15 an inherent safety risk any time there is a change in traffic control. In our
judgment it did not make sense to take another safety risk via a conversion back to a single stop approach given the fact
that the warrants were indeed met — albelt marginally.
We have upgraded the stop signs to LED "blinker" signs to further reinforce the presence of the stop signs. Law
I understand if you still disagree with the decision, but hopefully this explanation provides a reasonable perspective
from our point of view as the road authority.
Thanks in advance foryour consideration. Again, please let me know ifyou have any additional questions, comments,
or concerns.
Chris Doty, PDirector
Deschutes County Road Department
61150 SE 27th Street / Bend, OR 97702
0: 541.322.7105/C:541.279.1134
[hris.DoLY8acu.deschutes.or.us
From: Jim Johnson [maiKoikniohnsonbendKaamaU.coml
Sent: Monday, April 18, 2016 1:10 PM
To: George KoIb
Subject: Re: FW: Traffic Study on Stop signs at Baker and Brookswood
Hi George
Thanks for the memorandum. Please send the 12 hour traffic count conducted on Ser 9, 2015 and the
results ofthe "spot speed study." I'll bet that there are not 150 cars per hour 011 Brookswood today.
If the count was accurate that still means that 77% of the traffic is now impeded by the 2 stop signs on
Baker. Baker continually backs up while there is no traffic on Brookswood. The 23%oftraffic on
Brookswood had to stop anyhow.
Thanks
Jim
Jim Johnson, Owner
Bend Oregon Real Estate Expert
541-389-4511 Call or text
On Mon, Apr 18, 2018 at 8:35 AM, George Kolb .org> wrote:
Hello Jim;
Attached is the traffic analysis that was done on the three-way stop at Baker Road and Brookswood Road. Let us know if
you have any questions.
George Kolb, PE
2
County Engineer
Deschutes County Road Department
george.kolb@deschutes.org
541-322-7113
From: Chris Doty
Sent: Monday, April 18, 2016 8:26 AM
To: George Kolb
Subject: RE: Traffic Study on Stop signs at Baker and Brookswood
Chris Doty, PE/PTOE, Director
Deschutes County Road Department
61150 SE 27th Street / Bend, OR 97702
0: 541.322.7105 / C: 541.279.1134
Chris.Doty@co.deschutes.or.us
From: George Kolb
Sent: Monday, April 18, 2016 8:23 AM
To: Chris Doty
Subject: FW: Traffic Study on Stop signs at Baker and Brookswood
Chris;
Do you have the information that he is looking for?
George Kolb, PE
County Engineer
Deschutes County Road Department
george.kolb@deschutes.org
541-322-7113
From: Jim Johnson Finailto:iimiohnsonbend@amail.coml
Sent: Monday, April 18, 2016 8:15 AM
To: George Kolb
Subject: Traffic Study on Stop signs at Baker and Brookswood
Hi George
I tried calling you this morning and you were not available. It's Monday and I know you are busy. Please send
me a copy of the traffic study that resulted in the two stops signs on Baker Rd. at Brookswood.
3
Thanks
Jim
Jim Johnson, Owner
Bend Oregon Real Estate Expert
541-389-4511 Call or text
Forwarded message
From: Erik Utter <Erik.Utter@deschutes.org>
To: "'barker@,bendbroadband.com"' <barker@,bendbroadband.com>
Cc: Chris Doty <Chris.Dotvna deschutes.org>
Date: Mon, 28 Dec 2015 17:38:37 +0000
Subject: Brookswood x Baker intersection
Good morning Bill,
I completed my search of our systems regarding the incident history at the intersection of Baker Road and
Brookswood Blvd. Dating back to the beginning of 2012, we recorded 8 motor vehicle accidents at this
intersection. 7 of those were reported between 2012 and the end of 2014. We have only had one crash since the
signs were put into place, and that was a minor collision that resulted in no injuries to any person. Additionally,
we received 8 traffic complaints in this same area during the same period. 6 of those 8 complaints were for
speeding vehicles. 2 of the complaints were for people running the stop signs.
I understand that you are frustrated with the change in the intersection. In speaking with the folks at Public
Works I understand they intend to put new signs up with flashing lights, to provide even more visibility to
motorists that this is a controlled intersection. As I stated during our conversation, the Public Works department
conducted a study and advised they wanted to keep the stop signs in place at that intersection once the
construction project was completed. The Sheriff's Office supported that recommendation and stands by that
decision. We take the safety of motorists in Deschutes County very seriously, and agree with Public Works that
controlling an intersection such as this will reduce the potential for serious crashes. Additionally, we believe the
continued growth Deschutes County is experiencing will only add more traffic pressure to this intersection, and
again, believe this change will positively impact traffic in that area. We encourage you to notify the Sheriffs
Office if you observe motorists disregarding these signs, or operating a motor vehicle in an unsafe manner so
that we may work to provide enforcement and prevention efforts that we hope will gain compliance from
motorists and help keep our roadways safe.
Respectfully,
Captain Erik Utter, Division Commander
Patrol Division
Deschutes County Sheriff's Office
Desk: 541-617-3368 / Main Office: 541-388-6655
63333 W. Highway 20 * Bend, OR 97703
4
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - wvvw.deschutes.oru
AGENDA REOUEST & STAFF REPORT
For Board Business Meeting of April 27, 2016
DATE: April 14, 2016
FROM: Judith M. Ure Administrative Services 541-330-4627
TITLE OF AGENDA ITEM:
Consideration of converting $50,000 business loan made to Buehner Fry, dba NAVIS to a grant.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
The Deschutes County Business Development Forgivable Loan Program was initiated to encourage and
assist companies seeking to relocate and/or create new jobs within Deschutes County. To receive a
loan, companies must agree to create a specific number of jobs within a defined period, then maintain
this level of employment for an additional set period of time. On June 7, 2013, Buehner Fry, dba
NAVIS, entered into a business development loan agreement with the County for the amount of
$50,000 with terms that included adding twenty-six (26) full-time employees on or before January 28,
2015 and maintaining a level of one -hundred forty-nine (149) full-time employees through January 28,
2016. As certified by Economic Development for Central Oregon (EDCO), Buehner Fry, dba NAVIS,
has met these terms and, in accordance with the agreement, is eligible to have the loan converted to a
grant.
FISCAL IMPLICATIONS:
None.
RECOMMENDATION & ACTION REOUESTED:
Authorize County Administrator to convert $50,000 business loan made to Buehner Fry, dba NAVIS, to
a grant.
ATTENDANCE: Judith Ure, Management Analyst
DISTRIBUTION OF DOCUMENTS:
N/A
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.orz
AGENDA REOUEST & STAFF REPORT
For Board Business Meeting of April 27, 2016
DATE: April 14, 2016
FROM: Judith M. Ure Administrative Services 541-330-4627
TITLE OF AGENDA ITEM:
Consideration of converting $10,000 business loan made to Vantage Clinical Solutions, Inc. to a grant.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
The Deschutes County Business Development Forgivable Loan Program was initiated to encourage and
assist companies seeking to relocate and/or create new jobs within Deschutes County. To receive a
loan, companies must agree to create a specific number of jobs within a defined period, then maintain
this level of employment for an additional set period of time. On July 30, 2013, Vantage Clinical
Solutions, Inc. entered into a business development loan agreement with the County for the amount of
$10,000 with terms that included adding five (5) full-time employees on or before March 4, 2015 and
maintaining a level of sixteen (16) full-time employees through March 4, 2016. As certified by
Economic Development for Central Oregon (EDCO), Vantage Clinical Solutions, Inc. has met these
tetras and, in accordance with the agreement, is eligible to have the loan converted to a grant.
FISCAL IMPLICATIONS:
None.
RECOMMENDATION & ACTION REOUESTED:,
Authorize County Administrator to convert $10,000 business loan made to Vantage Clinical Solutions,
Inc. to a grant.
ATTENDANCE: Judith Ure, Management Analyst
DISTRIBUTION OF DOCUMENTS:
N/A
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.or2
AGENDA REOUEST & STAFF REPORT
For Board Business Meeting of April 27, 2016
DATE: April 14, 2016
FROM: Judith M. Ure Administrative Services 541-330-4627
TITLE OF AGENDA ITEM:
Consideration of converting $50,000 business loan made to Oregon's Wild Harvest to a grant.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
The Deschutes County Business Development Forgivable Loan Program was initiated to encourage and
assist companies seeking to relocate and/or create new jobs within Deschutes County. To receive a
loan, companies must agree to create a specific number of jobs within a defined period, then maintain
this level of employment for an additional set period of time. On December 16, 2014, Oregon's Wild
Harvest entered into a loan agreement with the County in the amount of $50,000 with terms that
included relocating twenty-five (25) full-time employees to Deschutes County on or before July 24,
2016 and maintaining these positions for a twelve-month period beyond the relocation on or before July
24, 2017. As certified by Economic Development for Central Oregon (EDCO), Oregon's Wild Harvest
has met these terms and, in accordance with the agreement, is eligible to have the loan converted to a
grant.
FISCAL IMPLICATIONS:
None.
RECOMMENDATION & ACTION REOUESTED:.
Authorize County Administrator to convert $50,000 business loan made to Oregon's Wild Harvest to a
grant.
ATTENDANCE: Judith Ure, Management Analyst
DISTRIBUTION OF DOCUMENTS:
N/A
N.). -s -
ES Cd
02 S
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
AGENDA REOUEST & STAFF REPORT
For Board Business Meeting of April 27, 2016
DATE: April 15, 2016
FROM: Nancy Mooney, Contract Specialist, Deschutes County Health Services, 322-7516
TITLE OF AGENDA ITEM:
Hearing regarding the protest of Deschutes County Market Research & Development Social Marketing Campaign
Notice of Intent to Award Contract Letter, declaring GumCo the selected contractor for the project.
PUBLIC HEARING ON THIS DATE? YES.
BACKGROUND AND POLICY IMPLICATIONS:
Deschutes County submitted a Request for Proposal (RFP) soliciting a media or advertising agency with
recognized expertise in the field of marketing and research to provide a multi -media campaign focused on
preventing underage marijuana use. GumCo has been selected as the successful proposer for the project and
Deschutes County Health Services has issued a Notice of Intent to Award a contract to establish a social
marketing campaign based upon the Positive Cultural Framework (PCF) for young people (aged 12-25) in order
to discourage illegal marijuana use in Deschutes County.
A protest of the award has been submitted from concerned citizens and Deschutes County businesses. The main
grounds upon which the protest is based include but are not limited to selecting a vendor that is not based in the
state of Oregon. Concerned citizens and applicable Deschutes County businesses request a hearing to express
their concerns and to make a strong statement that preference for Deschutes County projects of this nature be
given to firms within Deschutes County and recommend Deschutes County staff raise awareness of such project
opportunities within the Deschutes County marketing community via traditional media and social media
channels.
FISCAL IMPLICATIONS:
None.
RECOMMENDATION & ACTION REQUESTED:
It is requested that the Board of County Commissioners, acting as the Contract Review Board, review both the
protest letter from concerned citizens and Deschutes County businesses and the staff report issued by Deschutes
County Health Services Department.
ATTENDANCE: Nick Stevenson/Jessica Jacks, Prevention Team
DISTRIBUTION OF DOCUMENTS:
Nancy Mooney, Contract Specialist, Health Services Department.
Protest of Deschutes County "Market Research &
Development Social Marketing Campaign"
To:
Deschutes County Commissioners:
Alan Unger
Tammy Baney
Anthony DeBone
From: Concerned citizens and Deschutes County businesses:
Kelly Walker, Creative Director, Intrepid Marketing. Swivel Marketing
Conference Board Member, City Club of Central Oregon Marketing
Committee Member.
Andrea Walker, Business Director, Intrepid Marketing
Bobby Haro, Social Media Director, Intrepid Marketing
Mark Quon, President, Quon Design and Communication Inc.
Linda Quon, Vice President, Quon Design and Communication Inc.
Pamela Hulse Andrews, Owner, Cascade Publications
—Renee Mansour, Owner, MinuteMan Press in Bend --
Delivered to: Nancy Mooney, 2577 NE Courtney Drive, (541) 322-7516
Date: April 14, 2016
We, the individuals listed below, and on behalf of businesses registered and doing
business primarily within Deschutes County, hereby protest the April 8, 2016
"Notice of Intent to Award Contract" announced by Deschutes County, and will
address the Commissioners/Contract Review Board on April 27, 2016.
The main grounds upon which this protest is based include:
• Whereas Deschutes County employees and elected officials are shepherding
funds coming primarily from within the County, it is our expectation that
every effort be made to use these funds within the County, to the benefit of
the community. We strongly object to such funds being injected into another
community, particularly into another state's economy (Utah).
• We have the expectation that the County will be in line with the
overwhelming community consensus and commitment to the "Make Local
Habit" ethic. This decision goes directly in opposition to the express wishes
and spirit of our community and this ethic.
• This RFP is for development of a Social Marketing Campaign with the goal of
influencing behavior and social patterns in our county. A firm from Utah
lacks community insights, experience with the culture and people of Central
Oregon, local connections and the social network relationships that we all
know of crucial importance in a small, socially -connected community as we
have in our County. We believe that a firm from Utah simply cannot utilize
county resources to their full potential in a social campaign of this nature.
Nor will they have a consistent physical presence to serve as ambassadors of
such a campaign.
• Deschutes County is home to world-class marketing agencies and talent, with
the best possible ability to deliver on such a project. Each year, we attract
some of the world's top marketing leaders to the Swivel Conference
(formerly WebCAM), who recognize the Bend area as a hub for the marketing
and creative brand development profession. There is simply no need to
contract outside of Deschutes County for services that can best be performed
here.
• Awarding the RFP to a Utah firm would ostensibly preclude benefits to other
local businesses such as printers, promotional products providers and the
various businesses that provide services to local marketing agencies (ex.
Accountants, merchants, etc.)
• Local marketing/branding firms and related businesses regularly serve non-
profits and small businesses pro bono or at cost and so depend on larger
projects of this type to sustain their businesses and provide for the families
of those who depend on them. Additionally, many of these people serve on
volunteer boards and committees that greatly benefit the County.
We wish to make a strong statement that preference for County projects of this
nature needs to be given to firms within Deschutes County, and that if there is a lack
of applicants from within the County, staff has a responsibility to better raise
awareness of these opportunities within our marketing community (for example,
through Central Oregon AdFed (soon to be folded into Swivel), the Bend Chamber
and City Club of Central Oregon, and via traditional media channels (such as Cascade
Business News) and social media channels.
Respectfully,
Kelly Walker
Andrea Walker
Bobby Haro
Mark Quon
Linda Quon
Pamela Hulse Andrews
4 --;-„Date
04.14.16.__
N--Date.__04.14.16_
Date_ 04.14.16__
Date_. 04.14.16_
1 'r,,» . _Date_ 04.14.16_
Date 04.14.16
Renee Mansour, Owner u eo.1.e.2e p.R,am.c $ xnm.a,i..e Date04.14.16___.
Cpl, cilArLei 44. )W .1 Le.
To Whom It May Concern,
We completely understand the concerns raised in the protest letter; we value locality and
community collaboration, which is why we embrace it openly in our proposal. However,
local preference was not in the criteria of this RFP, and introducing it after submittal and
scoring would be inequitable. We didn't pick this project out of the blue- we chose to invest
significantly in it because this was an issue and place we are passionate about.
The RFP was explicit that the selection committee would assess all written proposals based
on the evaluation criteria therein. The protest letter at no point acknowledges inequities in
the scoring of our proposal given the evaluation criteria we all implicitly agreed upon in
engaging with the RFP.
Many RFPS give added weight or points to local, Native American, veteran, or women -
owned businesses, within their scoring criteria, which is something we consider when
deciding whether to invest in a chance at winning their business. This could be an
important addition to include in the future for the DCHS, but presently, this RFP does not
address a local preference, and each party was graded appropriately given the set criteria.
We have invested time, resources, and dedication into writing this proposal, knowing
locality was not a necessity, and that we could compete fairly to be awarded the job.
Local roots are important, and a strong concern of the protest letter, and we acknowledge
that Deschutes County is full of many talented individuals and companies to collaborate
with on this project. When appropriate, we are planning on hiring local Oregonian crew for
filming, printing, production, and more, thus injecting money back into the local economy
and supporting the "Make Local Habit" ethic. We are also not as removed from the state as it
may seem—half our agency is from Oregon, and we have an enormous affinity for the state.
Another concern raised was our lack of network and community experience in Deschutes.
Which is why we specifically outlined in our proposal our market research methodology to
gain community insights. We are committed to partnering with the community to utilize
local resources and networks to their full potential.
We are familiar and sympathetic to these apprehensions; we ourselves have lost many local
Utah pitches to larger out-of-state marketing companies. But ultimately, we value the fact
that each party agreed to a defined set of criteria, which was scored fairly and
dispassionately.
We have the talent, resources, passion, and mindset to make this project the best it can be,
and we appreciate the adherence to the specified requirements in the RFP.
Thank you for your consideration,
J. Garrett Martin
Partner & Creative Director at GumCo
_2,L-,
Date
Deschutes County Health Services
{ Prevention Program
Staff Report
April 19, 2016
Submitted By Jessica Jacks, Supervisor, Prevention Programs
Issue/Topic
Background
Protest of Notice of Intent to Award Contract — Market Research & Development of
Social Marketing Campaign RFP
RFP Development:
Nick Stevenson worked with Nancy Mooney to create the RFP for this project. It was
eventually reviewed and approved by legal counsel, Jessica Jacks and Tom Kuhn.
RFP Issued — 02.19.16
The RFP was issued and published to the Deschutes County Website. In addition, the
local companies listed below were emailed an invitation directly. These companies were
identified based on either having previously worked with DCHS or by having work
examples (found on their websites) relevant to social marketing and appearing to have
the capacity to fulfill the requirements of the RFP.
• Quon Marketing
• Intrepid Marketing
• TBD Agency
• 501 Drive
• Sublime Creative Agency
• Savy Agency
• Evok Designs
• GB2 Agency
RFP Collection Period Ends — 03.04.16
A total of six proposals were received from the following:
• Quon Marketing (Bend, OR)
• Intrepid Marking (Bend, OR)
• Pyramid Communications (Portland, OR)
• Gumco (Salt Lake City, UT)
• Geo and Associates Inc. (Tucson, AZ)
• Colectivo Social Change Communications (Miami, FL)
RFP Review and Selection:
A review panel was created to evaluate each of the submitted proposals. The three panel
members were Jessica Jacks (Prevention Programs Supervisor), Evan Thibeau (Drug Free
Communities Project Coordinator), and Nick Stevenson (Positive Community Norms
Project Coordinator).
Staff
Comment
Each panel member separately reviewed the submitted proposals and scored them using
the scoring criteria outlined in the RFP. The review panel met on 03.17.16. Each proposal
was discussed. Three proposals rose to the top and the review team felt that additional
information was needed from each in order to make a final selection. The scores
produced for the candidates during this review are listed below. In addition, the
reviewer notes are available in Attachment 1.
Agency
Reviewerl Reviewer2 Reviewer3
Total
Average
Geo and Associates Inc.
(Tucson, AZ)
Colectivo Social Change
Communications (Miami, FL)
80
Quon Marketing (Bend, OR)
85 85
177 59.0
220
225
245
250
254
75.0
Nick was then assigned to ask additional questions of the top three finalists to help make
the final decision. Questions were asked regarding budget, timeline, relevant work
samples, and ability to produce high quality video content. All of the finalists were asked
to provide a revised budget to better fit the scope of the project and to consider the
project budget maximum of $74,000 (which had not been disclosed in the RFP process).
In addition, Nick consulted Deschutes County's Public Information Officer, Whitney Hale,
for feedback on the top three candidates.
The review panel re -convened on 03.25.16 to make the final decision. After the panel
reviewed the additional information provided by the finalists and consultation from
Whitney Hale, a selection was made based on the company whose proposal and
subsequent interview responses and revised budget was the best option. GumCo. was
selected specifically for: demonstrating the ability to produce high quality and
comprehensive social marketing campaigns, ability to conduct effective market research
and message development, ability to conduct in-house video production, providing a
reasonable budget and timeline, having had successful experience working with
government and non -profits, and demonstrating passion and motivation for the project.
Intent to Award:
The Board of County Commissioners voted to approve the Intent to Award to GumCo. on
04.06.16. Notification of this decision and provision of a 7 -day protest period was
emailed to all candidates on 4.08.16 by Nick Stevenson.
Our review found GumCo.'s expertise and abilities to meet the needs of the project
exceeding all other competitors significantly.
Deschutes County Board of Commissioners
1300 NW Wall St., Bend, OR 97703-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora
BUSINESS MEETING AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
10:00 A.M., WEDNESDAY, APRIL 27, 2016
Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend
Pursuant to ORS 192.640, this agenda includes a list of the principal subjects
anticipated to be considered or discussed at the meeting. This notice does not limit
the ability of the Board to address additional subjects. Meetings are subject to
cancellation without notice. This meeting is open to the public and interested
citizens are invited to attend. Business Meetings are usually recorded on video
and audio, and can be viewed by the public live or at a later date; and written
minutes are taken for the record.
1. CALL TO ORDER
2. PLEDGE OF ALLEGIANCE
3. CITIZEN INPUT
This is the time provided for individuals wishing to address the Board, at the
Board's discretion, regarding issues that are not already on the agenda. Please
complete a sign-up card (provided), and give the card to the Recording
Secretary. Use the microphone and clearly state your name when the Board
Chair calls on you to speak. PLEASE NOTE: Citizen input regarding matters
that are or have been the subject of a public hearing not being conducted as a
part of this meeting will NOT be included in the official record of that hearing.
Ifyou offer or display to the Board any written documents, photographs or
other printed matter as part of your testimony during a public hearing, please
be advised that staff is required to retain those documents as part of the
permanent record of that hearing.
Board of Commissioners' Business Meeting Agenda Wednesday, April 27, 2016
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CONSENT AGENDA
4. Board Signature of Document No. 2016-198, Amending an Agreement with
Iris Telehealth regarding Mental Health Services
5. Chair Signature of Document No. 2016-238, an Intergovernmental
Agreement to Establish the Oregon Association of County Engineers and
Surveyors (OACES)
6. Board Signature of Document No. 2016-246, a Quitclaim Deed Removing a
Deed Restrictions for a Wildland Fire Fuel Reduction Agreement
7. Board Signature of Document No. 2016-213, a Lease of Space in the South
County Services Building to COIC/Cascades East Transit
8. Board Signature of Document No. 2016-253, a Purchase Contract for
Replacement Vehicles for the Sheriff's Office
9. Board Signature of Minutes:
• Work Sessions: April 13 and 18, 2016
• Business Meetings: April 13 and 18, 2016
ACTION ITEMS
10. CONSIDERATION of Converting Economic Development Forgivable
Business Loans to Grants — Judith Ure, Management Analyst
• Oregon's Wild Harvest
• Buehner Fry — dba Navis
• Vantage Clinical Solutions
• Paladin Data Corporation
Suggested Action: Move Board approval of converting the loans to grants, as
appropriate.
11. CONSIDERATION of Board Signature of Findings and a Decision on the
Tumalo Irrigation District Lot of Record Appeal — Cynthia Smidt, Community
Development
Suggested Action: Move approval and signature of Findings/Decision.
Board of Commissioners' Business Meeting Agenda Wednesday, April 27, 2016
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CONVENE AS THE CONTRACT REVIEW BOARD FOR DESCHUTES
COUNTY
12. A PUBLIC HEARING to Consider a Protest of the Award of a Contract for a
Research and Development Social Marketing Campaign — Nick Stevenson and
Jessica Jacks, Prevention Team, Health Department
Suggested Actions: Open hearing, hear testimony, close hearing, and
deliberate or suggest a future decision date.
CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY
SERVICE DISTRICT
13. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for
the 9-1-1 County Service District
CONVENE AS THE GOVERNING BODY OF THE EXTENSION/4-H
COUNTY SERVICE DISTRICT
14. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for
the Extension/4-H County Service District
RECONVENE AS THE DESCHUTES COUNTY BOARD OF
COMMISSIONERS
15. CONSIDERATION of Approval of Weekly Accounts Payable Vouchers for
Deschutes County
16. OTHER ITEMS
These can be any items not included on the agenda that the Commissioners
wish to discuss as part of the meeting, pursuant to ORS 192.640.
At any time during the meeting, an executive session could be called to address
issues relating to ORS 192.660(2)(e), real property negotiations; ORS
192.660(2)(h), litigation; ORS 192.660(2)(d), labor negotiations; ORS
192.660(2) (b), personnel issues; or other executive session categories.
Executive sessions are closed to the public; however, with few exceptions and
under specific guidelines, are open to the media.
Board of Commissioners' Business Meeting Agenda Wednesday, April 27, 2016
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17. ADJOURN
To watch this meeting on line, go to:
http://www.deschutes.ora/bcchmae/board-meetina-videos
Please note that the video will not show up until recording begins.
You can also view past meetings on video by selecting the date shown on the website calendar.
gDeschutes County encourages persons with disabilities to participate in all programs and
aactivities. To request this information in an alternate format please call (541) 617-4747, or
da email ken.harms@deschutes.org.
FUTURE MEETINGS:
(Please note; Meeting dates and times are subject to change. All meetings take place in the Board of
Commissioners' meeting rooms at 1300 NW Wall St., Bend, unless otherwise indicated. lf you have questions
regarding a meeting, please call 388-6572.)
Monday, April 25
1:30 p.m. Administrative Work Session — could include executive session(s)
Wednesday, April 27
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Thursday, April 28
11:30 a.m. Civic Engagement Meeting — Natural Resources — La Pine Grange
Monday. Mav 2
Public Hearing on SB 3400 and related marijuana issues: 10 a.m. to 12 noon; and 1 p.m. to 3 p.m.
Tuesday, May 3
8:30 a.m. Forester Field Tour — locations to be determined
3:30 p.m. Regular Meeting of Public Safety Coordinating Council
Wednesday, Mav 4
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Board of Commissioners' Business Meeting Agenda Wednesday, April 27, 2016
Page 4 of 8
Tuesday. May 10
6:30 p.m. Joint Meeting with Redmond City Council, Redmond City Hall
Wednesday, May 11
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Thursday, May 12
7:30 p.m. Centennial Theatrical Production — Deschutes Historical Museum
Monday, Mav 16
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Tuesday. May 17
10:00 a.m. 911 User Board Meeting, at 911
Wednesday, Mav 18
11:00 a.m. REDI (Redmond Economic Development, Inc.) Luncheon Meeting, at Redmond
Airport
Monday. May 23
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Wednesday. Mav 25
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Monday. Mav 30
Most County offices will be closed to observe Memorial Day.
Tuesday. May 31 — Friday, June 3
Budget Week - Presentations
Board of Commissioners' Business Meeting Agenda Wednesday, April 27, 2016
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Monday, June 6
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Tuesday, June 7
3:30 p.m. Regular Meeting of Public Safety Coordinating Council
Wednesday, June 8
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
June 13 and 14
Association of Counties' Spring Conference — Umatilla County
Monday, June 20
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Wednesday, June 22
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Monday, June 27
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Wednesday, June 29
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Board of Commissioners' Business Meeting Agenda Wednesday, April 27, 2016
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Monday, July 4
Most County offices will be closed to observe Independence Day.
Tuesday, July 5
3:30 p.m. Regular Meeting of Public Safety Coordinating Council
Wednesday, July 6
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Wednesday, July 13
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Monday. July 18
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Monday. July 25
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Wednesday, July 27
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Monday, August 1
10:00 a.m. Board of Commissioners' Business Meeting
1:30 p.m. Administrative Work Session — could include executive session(s)
Tuesday, August 2
3:30 p.m. Regular Meeting of Public Safety Coordinating Council
Board of Commissioners' Business Meeting Agenda Wednesday, April 27, 2016
Page 7 of 8
Wednesday, August 3
Opening Day at the Deschutes County Fair
® Deschutes County encourages persons with disabilities to participate in all programs and
� activities. To request this information in an alternate format please call (541) 617-4747, or
'ter/ email ken.harms@deschutes.org.
Board of Commissioners' Business Meeting Agenda Wednesday, April 27, 2016
Page 8 of 8