2017-550-Minutes for Meeting August 07,2017 Recorded 8/31/2017Recorded in Deschutes County
Nancy Blankenship, County Clerk
Commissioners' Journal
CJ2017-550
08/31/2017 8:14:13 AM
110111,11111111111111111111111111
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
Monday, August 7, 2017
Commissioners' Hearing Room - Administration Building - 1300 NW Wall St., Bend
Present were Commissioners Tammy Baney, Phil Henderson and Anthony DeBone. Also present
were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; David
Doyle, County Counsel; and Sharon Ross, Board Executive Secretary. No representatives of the
media were in attendance.
CALL TO ORDER: Chair Baney called the meeting to order at 10:00 a.m.
PLEDGE OF ALLEGIANCE
CITIZEN INPUT
• Dick Tobiason, foundation chairman of Oregon Medal of Honor Highway, approached
the Board and thanked them for Deschutes County's support of the Oregon Medal of
Honor Highway ceremony and dedications. Mr. Tobiason presented an additional
highway sign opportunity that would include a lower panel showing three versions of
medals of honor. Mr. Tobiason presented a draft a letter for consideration to Director
Garrett of ODOT and the Board will consider at today's work session.
Minutes of Board of Commissioners' Business Meeting
August 7, 2017 Page 1 of 3
CONSENT AGENDA:
Before the Board was Consideration of Approval of the Consent Agenda.
DEBONE: Move approval
HENDERSON: Commented he will vote No but will Second the motion.
Discussion: Chair Baney inquired if there was a certain item that needed to be pulled for
discussion. Commissioner Henderson voted no to all items.
VOTE: DEBONE: Yes
HENDERSON: No
BANEY: Chair votes yes. Motion Carried
Consent Agenda Items:
1. Consideration of Board Signature of Resolution No. 2017-041, Adopting the Community
Corrections Plan for July 1, 2017 - June 30, 2019
2. Consideration of Chair Signature of Document No. 2017-521 Intergovernmental
Agreement with Oregon Department of Education
3. Consideration of Signature of Letters of Reappointment to the Ambulance Service Area
Advisory Committee for terms through June 30, 2020: Nathan Garibay, Steve O'Malley,
Jerry Thackery, Justin Walkes
4. Consideration of Signature of Letters of Reappointment to the Deschutes County Public
Health Advisory Board for terms through August 31, 2020: Steve Strang, Charla DeHate,
Tami Pike
ACTION ITEMS
5. Before the Board was Consideration of Chair Signature of Document No. 2017-396,
Notice of Intent to Award for Prosecution Case Management System
John Hummel, County District Attorney presented the document for consideration. The
District Attorney's Office original case management software, Justware has been in place
for the past five years and cost approximately $300,000. In looking at improving
efficiencies, the department would like to change to the use of Karpel. Karpel is used by
27 Oregon counties so cases are easily accessible and would help to effectively compile
data on performance. The contract with Karpel would be a purchase price of $230,175
Minutes of Board of Commissioners' Business Meeting
August 7, 2017 Page 2 of 3
with an annual license fee of $36,400. The District Attorney said Karpel will improve
the performance of the office and would cost less than Justware. This purchase is not
currently in the budget and would require an appropriation. At the time of budget
hearings, Mr. Hummel did not have enough information ready to submit to the Budget
Committee for inclusion. Discussion held on staff efficiencies within the department and
also with the ability to network information with the other District Attorney's offices
using Karpel. Commissioner DeBone inquired on the transition plan. Karpel will take
the information in Justware and move into Karpel.
Additional information regarding accessibility with other counties was requested by the
Board as well as budget information. This item will be considered on the August 9th
business meeting agenda.
OTHER ITEMS: None were offered.
ADJOURN: Being no further items to come before the Board, the meeting was adjourned at
10:42 a.m.
DATED this 3 Day of
County Board of Commissioners.
ATT ST:
`"Recording Se retary
2017 for the Deschutes
2
Tammy Baney, Chair,
Anthony DeBone, Vice Chair
Philip G. Henderson, Commissioner
Minutes of Board of Commissioners' Business Meeting
August 7, 2017 Page 3 of 3
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c Deschutes County Board of Commissioners
1300 NW Wall St, Bend, OR 97703
(541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/
BUSINESS MEETING AGENDA
DESCHUTES COUNTY BOARD OF COMMISSIONERS
10:00 AM, MONDAY, AUGUST 7, 2017
Barnes and Sawyer Rooms - Deschutes Services Center — 1300 NW Wall Street — 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.
CALL TO ORDER
PLEDGE OF ALLEGIANCE
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.
If you 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.
CONSENT AGENDA
1 Consideration of Board Signature of Resolution No. 2017-041, Adopting the Community
Corrections Plan for July 1, 2017 - June 30, 2019
2. Consideration of Chair Signature of Document No. 2017-521 Intergovernmental
Agreement with Oregon Department of Education
Board of Commissioners Business Meeting Agenda
Monday, August 7, 2017 Page 1 of 2
3. Consideration of Signature of Letters of Reappointment to the Ambulance Service Area
Advisory Committee for terms through June 30, 2020: Nathan Garibay, Steve O'Malley,
Jerry Thackery, Justin Walkes
4. Consideration of Signature of Letters of Reappointment to the Deschutes County Public
Health Advisory Board for terms through August 31, 2020: Steve Strang, Charla
DeHate, Tami Pike
ACTION ITEMS
5. Consideration of Chair Signature of Document No. 2017-396, Notice of Intent to Award
for Prosecution Case Management System - John Hummel, County District Attorney
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.
ADJOURN
To watch this meeting on line, go to: www.deschutes.orq/meetings
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.
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.
FUTURE MEETINGS:
Additional meeting dates available at www.deschutes.orq/meetingcalendar
(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 Business Meeting Agenda
Monday, August 7, 2017 Page 2 of 2
Subject:
Name
BOARD OF COMMISSIONERS' MEETING
REQUEST TO SPEAK
C`j U Iv 'MEo r- N Y Date: 4/7717
Address 1 z3-2 '` I le y ✓hK5 177 ,
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Phone cA
#s
E-mail address
In Favor
dt:6)SQ ef:C-)C9e-liA caull)E'
Neutral/Undecided
C�vct
Submitting written documents as part of testimony? Yes
If so, please give a copy to the Recording Secretary for the record.
Opposed
No
Deschutes BOCC letterhead
Date
Matthew L. Garrett
Director, Oregon Department of Transportation
355 Capitol St. NE
Salem, OR 97301- 3871
Dear Director Garrett.
The Deschutes Board of County Commissioners was truly honored to host the July 18 ceremony when
Representative Knute Buehler and Senator Tim Knopp presented the final Oregon legislation designating
all of US Highway 20 in Oregon as the Oregon Medal of Honor Highway (HB 2100) to Bend Heroes
Foundation. ODOT was very kind to create a half scale highway sign that was unveiled by Foundation
Director Robert D. "Bob" Maxwell and Foundation Chairman Dick Tobiason.
Mr. Maxwell resides in our County and is the oldest (97t" birthday on October 26) living Medal of Honor
recipient in our nation. Of the 26 Medal of Honor recipients connected with Oregon, Mr. Maxwell is the
only recipient living in Oregon. We are deeply honored to have Bob living in our County.
US 20 and US 97 intersect in Bend and generate high traffic counts on US 20 in both directions which
means thousands of travelers will have an opportunity to view the new highway signs in our County. The
same will be true with Medal of Honor Historic markers at two marvelous scenic turnouts along US 20
between Bend and Sisters (MP 9) and near Horse Ridge (MP 20) east of Bend.
We understand ODOT policy would be to place a 2 panel sign at each end of US 20 in Newport and near
Nyssa displaying the three Medal of Honor medals on the lower sign panel. The remaining signs along US
20 would not display the three medals. We also understand Dick has requested 10-12 highway signs on
US 20 (half installed in each direction) including two signs in our County.
Given that Mr. Maxwell resides in Deschutes County and the intersection of US 20 and US 97 will
generate great opportunities for many travelers to view the highway signs and turnout markers signs in
scenic settings, we respectfully request the two highway signs in our County also display the three
Medal of Honor medals. Chief Sponsors of HB 2100 Representative Buehler, Representative Whisnant
and Senator Tim Knopp agree with our request. We believe this will set a great precedent for other
states to follow.
Respectfully,
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Alaric B. Chapin
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Lewis Phife
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Nicholas Meatier
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James Jackson
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Whereas U.S. Highway 20 in Oregon is the only major border -to -border highway not designated
to honor Oregon war veterans; and
Whereas U.S. Highway 20 in Oregon, at 451 miles in length, is the longest border -to -border
highway in Oregon; and
Whereas U.S. Highway 20 in Oregon includes the city of Corvallis, home of World War I Medal
of Honor recipient Edward C. Allworth, and the city of Bend, home of World War II Medal of Honor
recipient Robert D. Maxwell; and
Whereas U.S. Highway 20 would be the first such border -to -border highway in our nation hon-
oring all of a state's recipients; and
Whereas U.S. Highway 20, at 3,365 miles in length, spans our nation from Newport, Oregon, to
Boston, Massachusetts, traversing 12 states, and is the longest highway in our nation; and
Whereas U.S. Highway 20 as a national Medal of Honor Highway across our nation would honor
1,987 accredited recipients in 12 states, or about 57 percent of all recipients of the Medal of Honor;
and
Whereas designating U.S. Highway 20 in Oregon as the Oregon Medal of Honor Highway would
set an example for creating the first American Medal of Honor Highway across America; and
Whereas Robert D. Maxwell, a World War II veteran, who at 96 years of age is our nation's
oldest living Medal of Honor recipient of all wars, lives in Bend and is the only Medal of Honor
recipient living in Oregon; and
Whereas Oregon deeply appreciates the service and sacrifice of its Medal of Honor recipients
and the positive roles they have played in their communities across Oregon for more than 100 years;
and
Whereas Oregon's veterans have offered to pay the cost to create, install and maintain signs for
the "Oregon Medal of Honor Highway" and community markers; now, therefore,
Be It Enacted by the People of the State of Oregon:
SECTION 1. (1) The Department of Transportation may install and maintain memorial
markers in roadside rest areas and turnouts on U.S. Highway 20 recognizing this state's
current and future recipients of the Medal of Honor.
(2)(a) The department may accept moneys from and may enter into agreements with
veterans groups to create, install and maintain the signs.
(b) The department may not use public funds for the installation and maintenance of the
signs.
SECTION 2. (1) The portion of U.S. Highway 20 beginning in Newport, Oregon, and ending
at the Idaho state line shall also be known as the Oregon Medal of Honor Highway, honoring
current and future Medal of Honor recipients.
(2) The Department of Transportation shall place and maintain along U.S. Highway 20
suitable markers that include the designation of the highway as the Oregon Medal of Honor
Highway.
(3)(a) The department may accept moneys from and may enter into agreements with
veterans groups to create, install and maintain the markers.
(b) The department may not use public funds for the installation and maintenance of the
markers.
SECTION 3. This 2017 Act takes effect on the 91st day after the date on which the 2017
regular session of the Seventy-ninth Legislative Assembly adjourns sine die.
Enrolled House Bill 2100 (HB 2100-B) Page 2
Passed by House March 22, 2017
Repassed by House June 6, 2017
Timothy G. Sekerak, Chief Clerk of House
Tina Kotek, Speaker of House
Passed . ate May 3 , 2017
Peter Courtney, Preside "t of Senate
Received by Governor:
M., J no s. 13 2017
Approved:
2O
, 2017
Kate Brown, Governor
Filed hi Office of Secretary of State:
c:44 a , 2017
Dennis Richardson, Secretary of State
Enrolled House Bill 2100 (HB 2100-B) Page 3
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Deschutes County Board of Commissioners
1300 NW Wall St, Bend, OR 97703
(541) 388-6570 — Fax (541) 385-3202 — https://www.deschutes.org/
AGENDA REQUEST & STAFF REPORT
For Board of Commissioners Business Meeting of August 7, 2017
DATE: August 4, 2017
FROM: John Hummel, District Attorney's Office, 541-317-3134
TITLE OF AGENDA ITEM:
Consideration of Chair Signature of Document No. 2017-396, Notice of Intent to Award for
Prosecution Case Management System
PUBLIC HEARING ON THIS DATE?: No
RECOMMENDATION & ACTION REQUESTED: Move approval of Board Signature of
Document No. 2017-396
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 REQUEST & STAFF REPORT
For Board Business Meeting of August 7, 2017
DATE: August 3, 2017
FROM: John Hummel
District Attorney 317-3134
TITLE OF AGENDA ITEM:
Board action to approve and sign Notice of Intent to Award, Document No. 2017-396 for Prosecution
Case management System.
PUBLIC HEARING ON THIS DATE? No.
BACKGROUND AND POLICY IMPLICATIONS:
The Deschutes County District Attorney's Office solicited quotes/proposals for a comprehensive
prosecution case management system. Identified functionality was a primary factor in the selection of
Karpel.
FISCAL IMPLICATIONS:
Two Options: (1) 5 -year financing: $88,596/yr for 5 years; then annual license fee of $36,400; or (2)
Purchase: $230,175 in FY 18; then annual license fee of approximately $36,400.
RECOMMENDATION & ACTION REQUESTED:
Board selection of financing option and thereafter, approval and signature of Notice of Intent to Award,
Document No. 2017-396.
ATTENDANCE: John Hummel, District Attorney
DISTRIBUTION OF DOCUMENTS:
District Attorney
BOCC
Legal
John Hummel District Attorney
1164 NW Bond Street • Bend, Oregon 97701
(541) 388-6520 • Fax: (541) 330-4691
Grand Jury Fax: (541) 330-4698
www. dcda. us
DISTRICT ATTORNEY JUSTIFICATION FOR NEW SOFTWARE PURCHASE
• Our current case management software program, Justware, has served us well and is a fine product.
• Karpel offers these enhancements:
o Connection with the 27 Oregon Counties that use Karpel.
• Enables me and my deputies to track the status of cases in other counties that are pending
against people we are currently prosecuting.
• Provides access to other counties' data to enable us to compare our statistics and
performance (number of cases, timeliness of case completion, caseloads per DDA, etc.).
o Simpler system results in less software training time for new staff.
• And because many staff members we hire come from one of the 27 counties that use
Karpel, software training for these people will not even be necessary.
• Significant savings. Over 10 years, the savings is $123,387 or $170,592 depending on whether we
finance or purchase outright, respectively. This chart provides the details:
Year
1
Year
2
Year
3
Year
4
Year
5
Year
6
Year
7
Year
8
Year
9
Year
10
$ 57,908.55
$ 60,803.98
$ 63,844.18
$ 67,036.39
$ 70,388.20
$ 73,907.61
$ 77,603.00
$ 81,483.15
$ 85,557.30
$ 89,835.17
88,596.00
83,596.00
83,596.00
83,596.00
83,596.00
36,400.00
36,400.00
36,400.00
36,400.00
36,400.00
(30,687.45)
(53,479.47)
(73,231.29)
$
(89,790.90)
(102,998.70)
(65,491.09)
(24,288.09)
20,795.06
69,952.36
123,387.53
230,175.00
$
36,400.00
36,400.00
36,400.00
36,400.00
36,400.00
$
36,400.00
36,400.00
36,400.00
36,400.00
(172,266.45)
(147,862.47)
$
(120,418.29)
(89,781.90)
(55,793.70)
(18,286.09)
22,916.91
68,000.06
117,157.36
170,592.53
August 7, 2017
Board of County Commissioners
P.O. Box 6005 • Bend, OR 97708-6005
1300 NW Wall St, Suite 206 • Bend, OR 97703-1960
(541) 388-6570 • Fax (541) 385-3202
www.deschutes. org
board@deschutes.org
Tammy Baney
Anthony DeBone
Phil Henderson
Sent via facsimile or e-mail, and first class mail
Karpel Solutions
Jane Quick
9717 Landmark Parkway Drive
St. Louis, MO 63127
RE: Contract for Prosecution Case Management Software
NOTICE OF INTENT TO AWARD CONTRACT
On August 7, 2017, the Board of County Commissioners of Deschutes County, Oregon,
considered proposals (independent quotes) for the above -referenced project. The
Board of County Commissioners determined that the successful proposal for the project
was Karpel Solutions of St. Louis, MO, with a proposal of Two Hundred Thirty Thousand
One Hundred and Seventy -Five Dollars. ($230,175.00).
This Notice of Intent to Award Contract is issued pursuant to Oregon Revised Statute
(ORS) 279B.135, et seq., and applicable DCC. A copy of this Notice is being provided
to each firm or person that provided a quote/proposal for the project. Any firm or person
which believes that they are adversely affected or aggrieved by the intended award of
contract set forth in this Notice may submit a written protest within seven (7) calendar
days after the issuance of this Notice of Intent to Award Contract to the Board of County
Commissioners of Deschutes County, Oregon, at Deschutes Services Building, 1300
NW Wall Street, Bend, Oregon 97703. The seven (7) calendar day protest period will
expire at 5:00 PM on Tuesday, August 15, 2017.
Notice of Intent to Award Letter -- 2017-396
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner
Karpel Solutions
8/7/17
Page 2
Any protest must be in writing and specify any and all legal grounds upon which the
protest is based. Please refer to Oregon Administrative Rules (OAR) 137-047-0740 and
Deschutes County Code 2.37. If a protest is timely filed, a hearing will be held at 10:00
a.m. on Wednesday, August 16, 2017 before the Board of County Commissioners of
Deschutes County Oregon, acting as the Contract Review Board, in the Deschutes
Services Building, 1300 NW Wall Street, Bend, Oregon 97703.
If no protest is filed within the protest period, this Notice of Intent to Award Contract
becomes an Award of Contract without further action by the County unless the Board of
County Commissioners, for good cause, rescinds this Notice before the expiration of the
protest period. The successful proposer on a Deschutes County project is required to
execute three (3) copies of the Contract, which will be provided when the contract is
negotiated. In addition to the execution of Contract, and as applicable, the
vendor/contractor will be required to provide one or more certificates of insurance
together with endorsements naming Deschutes County as an additional insured.
All contract copies will need to be returned to the County for execution. After all parties
have signed the contract, a copy of the contract will be forwarded to you along with a
notice to proceed.
If you have any questions regarding this Notice of Intent to Award Contract or the
procedures under which the County is proceeding, please contact Deschutes County
Legal Counsel: telephone (541) 388-6625; FAX (541) 383-0496; ore -mail to
david.doyle(a7deschutes.org.
Be advised that if no protest is received within the stated time period, the County is
authorized to process the contract administratively.
Sincerely,
DESCHUTES COUNTY, OREGON
Tammy Baney, Chair
cc w/enclosure: Transmitted by facsimile or e-mail, and first class mail on August 7, 2017 to all proposers
(3 pages).
See attached List
Notice of Intent to Award Letter — 2017-396
PROSECUTION CASE MANAGEMENT SOFTWARE
Name
Address
City, State, Zip Code
Phone:
Fax:
Email:
Name
Address
City, State, Zip Code
Phone:
Fax:
Email:
Name
Address
City, State, Zip Code
Phone:
Fax:
Email:
Name
Address
City, State, Zip Code
Phone:
Fax:
Email:
Karpel Solutions
Jane Quick
9717 Landmark Parkway Drive
St. Louis, MO 63127
314-892-6300 x141
314-892-8035
jquick(cr7karpel.com
Journal Technologies
Christopher Worthington
843 South 100 West
Logan, Utah 84321
877-587-8927 x4635
None Listed
cworthingtonRjournaltech.com
Abacus Data Systems
Nicholas Hummel
9171 Towne Centre Drive #200
San Diego, CA 92122
858-529-0035
858-430-3529
nhummel anabacusnext.com
Justice Systems
Bill Winzenburg
4600 McLeod NE
Albuquerque, NM 87109
505-883-3987
505-883-2845
bwinzenburgRjusticesystems.com
Notice of Intent to Award Letter — 2017-396