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2017-460-Minutes for Meeting July 13,2017 Recorded 8/4/2017Recorded in Deschutes County Nancy Blankenship, County Clerk Commissioners' Journal r; CJ2017-460 08/04/2017 8:53:48 AM 1111111uiiiiiimuiuuuuii 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 WORK SESSION DESCHUTES COUNTY BOARD OF COMMISSIONERS Allen Conference Room THURSDAY, JULY 13, 2017 Present were Commissioners Tammy Baney, Anthony DeBone and Phil Henderson. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; David Doyle, County Counsel; and Sharon Ross, Executive Secretary. Attending for a portion of the meeting were Dan Despotopulos, Fair and Expo Director; Timm Schimke, Director of Solid Waste; Lee Randall, Facilities Director; James Lewis, Property Manager; and Laurie Smith, Risk Management. One representatives of the media was in attendance. CALL TO ORDER: Chair Baney opened the meeting at 10:04 a.m. Commissioner DeBone thanked everyone for the meeting for today since he is serving on Grand Jury every Monday, Wednesday, and Friday for the month of July. ACTION ITEMS 1. Discussion of Roof Damage at the Fair and Expo Center from Winter Snow and Options for Repair Erik Kropp, Deputy County Administrator noted the winter season with the tremendous amount of snow caused significant damage to each building at the fairgrounds. The most significant damage occurred on the event center. Dan Despotopulos reported on Minutes of Board of Commissioners' Work Session July 13, 2017 Page 1 of 3 the actual snow damage to the buildings as well as noting the age of the buildings. Deschutes County property insurance policy through Affiliated FM has a $10,000 deductible. The insurance underwriter suggested contacting Columbia Roofing and Sheet Metal and they prepared and submitted a damage report and cost estimate. The insurance company has also hired a roofing company to provide an estimate and Mr. Kropp should receive that information soon. Mr. Kropp noted a few options including of a request for proposals or emergency procurement. Lee Randall, Facilities Director, commented on the Deschutes County buildings current roof projects. A breakdown of the costs for the various fairgrounds buildings were reviewed. The event center estimate was $416,000 to reroof the entire roof. Question raised on how to prepare for another snow event possibly considering stronger roofing products and materials. Option 1 is to do a request for proposals but the timeline of awarding a contract and then ordering materials and scheduling would cause the project to not be completed until winter. A date of completion required could be a part of the RFP. The public contracting code does allow for emergency criteria and this situation and condition would qualify for an emergency procurement. Mr. Kropp also gave an option of the process of our own roofing consultant. Commissioner Baney suggested including a date of completion in the project request. Commissioner Henderson requested a separation of immediate needs. Commissioner Henderson stated this is a bad year for hiring subcontractors and would be supportive of doing the priority items now and looking at the rest of the roofing for next year. Mr. Randall spoke on consultant costs and administrative requirements for documentation. Commissioner Baney expressed concern if there are other roofs that are leaking and we have a secondary event next year would we possibly not be covered by our insurance because we were aware of a pre-existing condition. Mr. Despotopulos noted all of the buildings roofs are leaking at this point some of which could have been due to age of buildings but with the winter snow has weaken all of the buildings. Mr. Doyle noted we could shorten the timelines and place required time of completion and award to the most qualified bidder. Commissioner Henderson commented on other contractors doing work on the smaller buildings. Commissioner Baney would look to continuity of quality and suggests to not have many different contractors. Commissioner DeBone suggests going down the path with the insurance company due to timing being the middle of July and the winter fast approaching. The Board discussed the best way to approach the project. Commissioner Henderson inquired if there was a law for timing for request for bids. Mr. Doyle noted reasonable time. Due to the emergent findings, could a selection of qualified contracts be contacted for submitting proposals? Mr. Doyle spoke on emergency procurement processes and requirements of the timeline of the project to be noted. Commissioner Henderson reiterated it is not a good year to hire and suggests waiting for the insurance company's estimate on payment. Mr. Kropp suggested giving an update to the Board on Monday Minutes of Board of Commissioners' Work Session July 13, 2017 Page 2 of 3 afternoon. Mr. Doyle provides caution that if someone were to protest an emergency contract award outside of the normal procurement process, the County would have to explain/justify why the emergency procurement was not utilized in March or April (as opposed to July or August). There may be a valid reason based on the passage of time but needs to be pointed out. The process was started this spring but the estimate was recently received. Commissioner Baney requested the status of scope of work where we would be outside the insurance claim work. Commissioner DeBone sees this project as one contract and wonders if it is a capital reserve or general fund. Commissioner Baney asked Mr. Kropp send the Board the estimates once received. Commissioner Baney also expressed the need to remember the needs of safety and trust of our community. At the time of 11:03 a.m., the Board took a short recess and reconvened at 11:08 a.m. EXECUTIVE SESSION: At the time of 11:08 a.m., the Board went into Executive Session under ORS 192.660 (2) (e) Real Property Negotiations. The Board came out of Executive Session at 1:24 p.m. ADJOURN: Being no further discussion, the meeting adjourned at 1:24 p.m. DATED this `i Day of Board of Commissioners. ATTEST:// /11/ifflf ecording Secretary 2017 for the Deschutes County Minutes of Board of Commissioners' Work Session Tammy Baneyv, Ch �.r Anthony DeBone, Vice C is / Philip G. He `jerso , Commissioner July 13, 2017 Page 3 of 3 Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/ WORK SESSION AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 AM, THURSDAY, JULY 13, 2017 Allen Conference Room - Deschutes Services Building, 2ND Floor — 1300 NW Wall Street — Bend Pursuant to ORS 192.640, this agenda includes a list of the principal subjects anticipated to be addressed 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. Work Sessions allow the Board to discuss items in a less formal setting. Citizen comment is not allowed, although it may be permitted at the Board's discretion. If allowed, citizen comments regarding matters that are or have been the subject of a public hearing process will NOT be included in the official record of that hearing. Work Sessions are not normally video or audio recorded, but written minutes are taken for the record. CALL TO ORDER ACTION ITEMS 1. Discussion of Roof Damage at the Fair and Expo Center from Winter Snow and Options for Repair - Erik Kropp EXECUTIVE SESSION 2. Executive Session under ORS 192.660 (2) (e) Real Property Negotiations 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. 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. Board of Commissioners Work Session Agenda Thursday, July 13, 2017 Page 1 of 2 ADJOURN eggDeschutes 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. FUTURE MEETINGS: Additional meeting dates available at www.deschutes.ora/meetinacalendar (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. If you have questions regarding a meeting, please call 388-6572.) Board of Commissioners Work Session Agenda Thursday, July 13, 2017 Page 2 of 2 Date: To: From: Re: July 12, 2017 Board of County Commissioners Erik Kropp, Deputy County Administrator and Dan Despotopulos, Fair and Expo Director Fair and Expo Roof Damage At the July 13, 2017 Board work session, staff will discuss roof damage and repairs at the Fair and Expo Center. Staff will also discuss options on selecting a contractor to repair the roofs. Background The Fair and Expo Center sustained considerable roof damage from this winter's snow event. Fifteen buildings sustained roof damage, including the Bank of Cascades Event Center, High Desert Activity Center, the Sagebrush Arena, barns, Juniper Arena, Middle Sister, North Sister, South Sister, etc. In addition, many of the buildings also experienced interior damage related to the roof leaks. Deschutes County purchases a property damage policy through Affiliated FM that will cover a majority of the loss. As part of the insurance claim and to determine the amount of the loss, Columbia Roofing and Sheet Metal provided a cost estimate for the repairs. The initial cost estimate for repairs totaled $645,075. An insurance adjuster and roofing consultant hired by Affiliated FM are currently reviewing the cost estimate. Some costs included in the original estimate are maintenance related items that are necessary, but unlikely covered by the insurance policy. An updated cost estimate will be available shortly. Discussion Due to the significant amount of roof damage throughout Central Oregon, contractors for roof repair have been difficult to secure and schedule. Columbia Roofing was contacted to provide an assessment of the roof damage and cost estimate for repairs. The company has experience with installing and repairing metal roofs on large commercial buildings (mainly, Bend -La Pine School District buildings). Due to the estimated costs of the roof repairs, the County's Public Contracting Code (Chapter 2.37) requires a published notice and competitive sealed bids. These steps will take approximately 8 weeks to complete and the contract award would be in September, at the earliest. Staff has concerns that due to the lead-time to order the roofing material (estimated at 4-6 weeks) and the fact that most roofing contractors are already scheduled through November, the roof repairs may not be completed before winter. Under this scenario, there are concerns that exposure to rain and snow will result in additional damage to the interior of the buildings. In addition, an extended period to repair the roof damage will also have a negative impact on business operations and revenue at the Fair and Expo Center. The Public Contracting Code allows for a direct appointment of a contractor in emergency cases. An emergency is defined in the code (Chapter 2.37.050) as circumstances that: (1) could not have been reasonably foreseen; (2) creates a substantial risk of loss, damage or interruption of services or a substantial threat to property, public health, welfare, or safety; and (3) requires prompt execution of a contract to remedy the condition. Staff believes the roof repair falls under the definition of an emergency as defined by the Public Contracting Code for the following reasons: the unforeseeable nature of the roof damage caused by the winter storm, the exposure to additional property damage that the upcoming winter weather will have on the Fair and Expo buildings, and the negative impact the roof damage will have on the business and operations of the Fair and Expo. Under a direct appointment, Columbia Roofing would be able to immediately order the materials and start the repairs in the fall with an estimated completion date of November. Staff would like to discuss with the Board the options to hire a contractor for roof repair (competitive bids or direct appointment) and will seek direction on how best to move forward.