2017-577-Minutes for Meeting August 09,2017 Recorded 8/9/2017Recorded in Deschutes County CJ2017-577
Nancy Blankenship, County Clerk
Commissioners' Journal 09/14/2017 11:55:13 AM
12101,11111111111111111111111111
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
Wednesday, August 9, 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 10:02 a.m.
PLEDGE OF ALLEGIANCE
CITIZEN INPUT: None was offered.
CONSENT AGENDA: Before the Board was Consideration of Approval of the Consent
Agenda. Commissioner Henderson requested to pull items 4 and 5 for further review and
moving Item 2 for discussion.
DEBONE: Move approval of Consent Agenda Items 1 and 3.
HENDERSON: Second.
Minutes of Board of Commissioners' Business Meeting
August 9, 2017 Page 1 of 5
VOTE: DEBONE: Yes.
HENDERSON: Yes.
BANEY: Chair votes yes. Motion Carried
Consent Agenda Items:
1. Consideration of Board Signature of Document Nos. 2017-494 & 2017-495 and
Document No. 2017-519 & 2017-520, Release of Deed Restrictions and Quit Claim
Deeds
2. Consideration of Board Signature of Letter of Appointment to the Black Butte Ranch
Service District for a term through June 30, 2020 for Michael Gemmet.
3. Approval of Minutes of the June 26, 2017 Business Meeting
4. Approval of Minutes of the June 26, 2017 Work Session
5. Approval of Minutes of the July 24, 2017 Work Session
ACTION ITEMS
Consent Agenda Item 2 as pulled for discussion: Consideration of Board Signature of
Letter of Appointment to the Black Butte Ranch Service District for a term through
June 30, 2020 for Michael Gemmet.
Commissioner Henderson inquired on this appointment as he is unaware of who Michael
Gemmet is. Commissioner Baney noted the Board does not select the members they
have the recommendations sent to us. She also noted the Board has an annual meeting
with the service district.
DEBONE: Move approval
HENDERSON: Second
VOTE: DEBONE: Yes
HENDERSON: Yes
BANEY: Chair votes yes. Motion Carried
Minutes of Board of Commissioners' Business Meeting
August 9, 2017 Page 2 of 5
6. PUBLIC HEARING: Board Consideration of Signature of Order No. 2017-028,
Surrendering Jurisdiction of All of Whitney Road and a Portion of Wendy Road to
the City of La Pine, Oregon
Cody Smith, County Engineer presented the item for consideration and explained no
comments were received during the notice period. The City of La Pine will also conduct
a public hearing. Commissioner Baney opened the hearing for public comment and
hearing none, closed the public hearing.
HENDERSON: Move adoption
DEBONE: Second.
VOTE: HENDERSON: Yes
DEBONE: Yes
BANEY: Chair votes yes. Motion Carried
7. Consideration of Board Signature of Document No. 2017-456, Intergovernmental
Agreement with the City of La Pine for Jurisdictional Surrender of Whitney and a
Portion of Wendy Road
DEBONE: Move approval
HENDERSON: Second
VOTE: DEBONE: Yes
HENDERSON: Yes
BANEY: Chair votes yes. Motion Carried
8. Consideration of Chair Signature of Document No. 2017-396, Notice of Intent to
Award for Prosecution Case Management Software
John Hummel, District Attorney presented this item as a follow-up from the business
meeting of Monday. Commissioner Henderson commented he will not support this
motion because a better price should have been negotiated with Justware and it is not
enough of a reason to be linked to the other counties.
Commissioner DeBone asked Mr. Hummel for his opinion of efficiencies in the office
with the existing staff. Mr. Hummel stated at least six staff that have worked with Karpel
and those staff comment on how their work is affected because of the inefficiencies of the
Justware software. Commissioner DeBone commented on the timing of the request after
Minutes of Board of Commissioners' Business Meeting
August 9, 2017 Page 3 of 5
the budget hearings and noted the importance of the office to have the best tools for the
staff
Mr. Hummel had determined Karpel is the best system for his office. Commissioner
Baney commented on the significant savings and she trusts Mr. Hummel's judgement as
an elected official and likes the connection the Karpel Software will allow with the other
counties. Commissioner DeBone is supportive and appreciates the efficiencies as well.
DEBONE: Move approval
BANEY: Second
VOTE: DEBONE: Yes
HENDERSON: No
BANEY: Chair votes yes. Motion Carried
CONVENED AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE
DISTRICT
12. Before the Board was Consideration of Approval of Bi -Weekly Accounts Payable
Vouchers for the 9-1-1 County Service District, in the Amount of $60,778.22
DEBONE: Move approval, subject to review
HENDERSON: Second
VOTE:DEBONE: Yes
HENDERSON: Yes
BANEY: Chair votes yes. Motion Carried
CONVENED AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY
SERVICE DISTRICT
13. Before the Board was Consideration of Approval of Bi -Weekly Accounts Payable
Vouchers for the Extension/4-H County Service District, in the Amount of $75,317.27
DEBONE: Move approval, subject to review
HENDERSON: Second
VOTE:DEBONE: Yes
HENDERSON: Yes
BANEY: Chair votes yes. Motion Carried
Minutes of Board of Commissioners' Business Meeting August 9, 2017 Page 4 of 5
RECONVENED AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS
14. Before the Board was Consideration of Approval of Bi -Weekly Accounts Payable
Vouchers for Deschutes County, in the Amount of $900,398.27
DEBONE: Move approval, subject to review
HENDERSON: Second
VOTE: DEBONE: Yes
HENDERSON: Yes
BANEY: Chair votes yes. Motion Carried
OTHER ITEMS: None were offered.
ADJOURN
Being no further items to come before the Board, the meeting was adjourned at 10:39 a.m.
DATED this Day of
County Board of Commissioners.
eco e ing Secretary
2017 for the Deschutes
Tammy Baney, Cha
Anthony DeBone, Vice Chair
Philip G. H
Co missioner
Minutes of Board of Commissioners' Business Meeting
August 9, 2017 Page 5 of 5
IES
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, WEDNESDAY, AUGUST 9, 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 Document Nos. 2017-494 & 2017-495 and
Document No. 2017-519 & 2017-520, Release of Deed Restrictions and Quit Claim
Deeds
2. Consideration of Board Signature of Letter of Appointment to the Black Butte Ranch
Service District for a term through June 30, 2020 for Michael Gemmet
3. Approval of Minutes of the June 26, 2017 Business Meeting
Board of Commissioners Business Meeting Agenda
of 3
Wednesday, August 9, 2017 Page 1
4. Approval of Minutes of the June 26, 2017 Work Session
5. Approval of Minutes of the July 24, 2017 Work Session
ACTION ITEMS
6. Consideration of Chair Signature of Document No. 2017-396, Notice of Intent to Award
for Prosecution Case Management Software - John Hummel, County District Attorney
Add -On
7. PUBLIC HEARING: Board Consideration of Signature of Order No. 2017-028,
Surrendering Jurisdiction of All of Whitney Road and a Portion of Wendy Road to the
City of La Pine, Oregon - Cody Smith, County Engineer
8. Consideration of Board Signature of Document No. 2017-456, Intergovernmental
Agreement with the City of La Pine for Jurisdictional Surrender of Whitney and a Portion
of Wendy Road - Cody Smith, County Engineer
CONVENE AS THE GOVERNING BODY OF THE 9-1-1 COUNTY SERVICE DISTRICT
9. Consideration of Approval of Weekly Accounts Payable Vouchers
CONVENE AS THE GOVERNING BODY OF THE EXTENSION/4-H COUNTY SERVICE
DISTRICT
10. Consideration of Approval of Weekly Accounts Payable Vouchers
RECONVENE AS THE DESCHUTES COUNTY BOARD OF COMMISSIONERS
11. Consideration of Approval of Weekly Accounts Payable Vouchers
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
of 3
Wednesday, August 9, 2017 Page 2
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/meetinqcalendar
(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
of 3
Wednesday, August 9, 2017 Page 3
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0 -C Board of County Commissioners
August 7, 2017
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 five-year financed proposal of Eighty Eight
Thousand Five Hundred and Ninety -Six Dollars. ($88,596.00) per year for five years.
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; or e-mail to
david.doyle(c�deschutes.orq.
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
iquick@karpel.com
Journal Technologies
Christopher Worthington
843 South 100 West
Logan, Utah 84321
877-587-8927 x4635
None Listed
cworthington(a7iournaltech.com
Abacus Data Systems
Nicholas Hummel
9171 Towne Centre Drive #200
San Diego, CA 92122
858-529-0035
858-430-3529
nhummel(c�abacusnext.com
Justice Systems
Bill Winzenburg
4600 McLeod NE
Albuquerque, NM 87109
505-883-3987
505-883-2845
bwinzenburg@iusticesystems.com
Notice of Intent to Award Letter — 2017-396