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2017-679-Minutes for Meeting September 06,2017 Recorded 9/29/2017I Recorded in Deschutes County Nancy Blankenship, County Clerk Commissioners' Journal CJ2017-679 09/29/2017 12:44:18 PM 1,101.116111111111111111111111 11 111 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, September 6, 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: None was offered. CONSENT AGENDA: Before the Board was Consideration of Approval of the Consent Agenda. For further review of the minutes, the Consent Agenda Items 3 and 4 will be pulled at this time. DEBONE: Move approval, minus Items 3 and 4. HENDERSON: Second. Minutes of Board of Commissioners' Business Meeting September 6, 2017 Page 1 of 3 VOTE: DEBONE: Yes. HENDERSON: Yes. BANEY: Chair votes yes. Motion Carried Consent Agenda Items: 1. Authorization of Purchase of Road Department Budgeted Wheel Loader, in the Amount of $163,179.00 from Pape Machinery 2. Consideration of Signature of Document No. 2017-584, Lease Amendment to J Bar J Youth Services for Office Room. 3. Approval of Minutes of the August 23, 2017 Business Meeting 4. Approval of Minutes of the August 23, 2017 Work Session 5. Approval of Minutes of the August 28, 2017 Business Meeting ACTION ITEMS 6. Before the Board was Consideration of Board Signature of Resolution No. 2017-045, Approving Transfer of California Oregon Broadcasting, Inc. Cable System Franchise to TDS Broadband. Dave Doyle, County Legal Counsel brought this item for consideration. In 2008, Deschutes County granted a number of cable system franchises for services within unincorporated portions of Deschutes County. This resolution requests approval of transferring the franchise to TDS Broadband. TDS has adequate financial and managerial resources sufficient to maintain the current quality of service. DEBONE: Move approval. HENDERSON: Second. VOTE: DEBONE: Yes. HENDERSON: Yes. BANEY: Chair votes yes. Motion Carried OTHER ITEMS: None were offered. Minutes of Board of Commissioners' Business Meeting September 6, 2017 Page 2 of 3 ADJOURN Being no further items to come before the Board, the meeting was adjourned at 10:10 a.m. DATED this ! Day of 2017 for the Deschutes County Board of Commissioners. ATT T: R rding Secretary 4119d) Tammy Baney, Ch, r Anthony DeBone, Vice Chair Philip G. He Terson, Commissioner Minutes of Board of Commissioners' Business Meeting September 6, 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/ BUSINESS MEETING AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 AM, WEDNESDAY, SEPTEMBER 6, 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. Authorization of Purchase of Road Department Budgeted Wheel Loader, in the Amount of $163,179.00 from Pape Machinery 2. Consideration of Signature of Document No. 2017-584, Lease Amendment to J Bar J Youth Services for Office Room 3. Approval of Minutes of the August 23, 2017 Business Meeting Board of Commissioners Business Meeting Agenda of 2 Wednesday, September 6, 2017 Page 1 4. Approval of Minutes of the August 23, 2017 Work Session 5. Approval of Minutes of the August 28, 2017 Business Meeting ACTION ITEMS 6. Consideration of Board Signature of Resolution No. 2017-045, Approving Transfer of California Oregon Broadcasting, Inc, Cable System Franchise to TDS Broadband - David Doyle, Legal Counsel 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/meetinqs 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. Mig 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 2 Wednesday, September 6, 2017 Page 2 -TES 0 w 0 -< 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 September 6, 2017 DATE: August 30, 2017 FROM: Chris Doty, Road Department, 541-322-7105 TITLE OF AGENDA ITEM: Authorization of Purchase of Road Department Budgeted Wheel Loader, in the Amount of $163,179.00 from Pape Machinery PUBLIC HEARING ON THIS DATE?: No CONTRACTOR: Pape Machinery AGREEMENT TIMEFRAME: Starting Date: n/a Ending Date: n/a INSURANCE: Insurance Certificate Required: No Insurance Review Required by Risk Management: No BACKGROUND AND POLICY IMPLICATIONS: Within the FY 18 Budget, a wheel loader was budgeted for replacement ($200,000) for use by the Road Department for loading of material and other needs. After review of several models, a John Deere Model 544K was selected as the preferred piece of equipment based on functionality, availability of local parts and service support, and price. A cooperative purchasing agreement (NIJPA #032515-JDC) was utilized to obtain the competative price quote as allowed by County Code via the Attorney General's Model Rules. FISCAL IMPLICATIONS: At 163,179, the John Deere 544K is less than the budgeted $200,000 in the FY 18 budget and $16,000 less than the other evaluated wheel loaders. ATTENDANCE: Randy McCulley. RECOMMENDATION & ACTION REQUESTED: Approval of purchase of a John Deere 544K Wheel Loader from Pape Machinery in the amount of $163,179.00 Procurement type NJPA Contract #032515-JDC Type of purchase Purchase Order Department (680) Replacement Y/N Y Dept/Loc 5050 General Commodity 760 Vendor 23421 Name Pape Machinery Type N Contract Commodity Fixed Asset Y Description Wheel Loader Quantity 1 Unit Price $163,179.00 Org 3305050 Obj 490410 Evaluated Models through the NJPA Contract Peterson Cat 930M $206,427 Peterson Cat 926M $179,215 Pape Machinery 544K -II $163,179 )7/10117 Randy McCulley Deschutes County Road Department 61150 SE 27th Street Bend, OR 97702 Phone: (541) 388-6581 7640DW 544K -II LOADER 0810 Standard Gathering Group 2605 English Labels and Decals 0924 John Deere PowerTech Engine 1510 Standard Fan Drive 1430 Air Intake System with Centrifugal Precleaner Engine 1330 Engine Exhaust with Chrome Curved Stack 1610 Standard Fuel Filter & Water Separator 1215 130 amp Alternator 2715 24 Volt to 12 Volt - 15 Amp Converter 7140 Premium LED Work and Drive Lights 2810 Loadrite L2180 Payload Scale 1110 Transmission 3046 Front Hydraulically Locking Differential and Rear Conventional Differential Axles 3120 Manual Axle Differential Lock 8220 Rear Cast Bumper/Counterweight with Rear Hitch and Locking Pin 5530 Front Fenders 2010 Standard Z -BAR 2432 3 Function -- Joystick with FNR and 3rd Function Auxiliary Control Lever 2510 Ride Control 8422 ROPS Quiet Cab with Air Conditioning 5610 Left Side Steps 8450 Cab with Air A/C Charge 2230 Premium Heated, Leather/Fabric, High -Wide Back w/ Head Rest Extension, Air Suspension Seat w/ Conventional Left Arm Rest 8320 Heated Outside Mirrors 2120 Steering Wheel Only 1910 Greased Steering Cylinder Joints 170C JDLink Ultimate Cellular - 5 Years 1010 Standard Loader 4934 No Brand Preference 9015 Engine Block Heater 9420 Transmission Side Frame Guards 9430 Bottom Guards 9709 20.5R25 1 STAR L3 NO BRAND PREFERRED RADIAL TIRES WITH 3 PC RIMS 9115 Powered Cab Air Pre -Cleaner 9131 Rear Camera Only 9140 5.0 lbs. multi purpose (ABC) Dry Chemical Fire Extinguisher 9106 AM/FM/Weather Band (WB) Radio with Remote AUX Port 8560 Z -BAR Hydraulic Attachment Coupler 8585 60 in.(1524mm) Coupler Fork Frame Carriage w/60 in.(1524mm) Tines 8835 3.0 Cu. Yd. (2.3 Cu. M.) 106 in. Wide GP Coupler Bucket with Bolt -on Cutting Edge 9050 Wheel Spin Control 77/10/17 9125 Single Beacon Bracket Accessory Items AT439715 Loadrite L2180 Payload Scale Referral Kit for Code 2810 Configured Price N.J.P.A. Discount 43% Freight Delivery and Setup $274,107.00 $ 5,000.00 $ 1,938.00 Total Sale Price $163,179.00 Henke RB42 Ramp Bucket: 42" Tall with 10 guage rolled plate moldboard Replaceable bolt on 3/8 thick end gates (34" throat depth) Replaceable, bolt on abrasion resistant height adjustable 6" x 44" runners 1/2" SAE 1084 high carbon steel cutting edge Ramp Bucket painted to match color of loader unless otherwise specified JRB 416 Size hooks 10 Foot $6,542.00 12 Foot $7,050.00 14 Foot $7,450,00 16 Foot $7,650.00 Freight $2,000.00 James Brierley Pape Machinery 20434 Cady Way Bend, OR 97701(541)312-1104 jbrierley@papemachinery.com August 22, 2017 CAT DESCHUTES COUNTY ROAD DEPT 61150 27TH ST BEND Oregon 97702-9631 Attention: RANDY MCCULLEY RE: Quote 142376-02 One (1) New Caterpillar Model: 926M Wheel Loaders MACHINE SPECIFICATIONS 926M WHEEL LOADER 430-2805 PREP PACK, UNITED STATES HYD,3V,COUPLER READY,STD LIFT STEERING, STANDARD, DUAL MODE DIFFERENTIAL, OPEN REAR ENVIRONMENT, HIGH DEBRIS WEATHER, THERMAL BYPASS 120V CAB, DELUXE SEAT, DELUXE LIGHTS, AUX LED PREMIUM RADIO, BLUETOOTH, AUX, MIC PRODUCT LINK, CELLULAR PL641 TIRES, 20.5R25 TI MXL * L3 FENDERS, STANDARD COUNTERWEIGHT, HEAVY TOOLBOX AUX KIT,SERIALIZED TECHNICAL MEDIA RIDE CONTROL CAMERA, REAR VIEW WARNING, BEACON, LED STROBE CONTROL GP, PAYLOAD CONT GP, PRINTER GUARD, POWERTRAIN, LOWER GUARD, POWERTRAIN, SIDE GUARD, CRANKCASE GUARD, DRIVESHAFT GUARD, STEERING CYLINDER GUARD, HITCH QUICK COUPLER, FUSION 430-2943 430-2823 430-2997 333-6528 430-2875 452-0878 521-3244 423-7201 494-7970 372-1868 454-0589 376-0827 366-8148 348-2579 491-7922 OP -2491 430-2859 377-5635 333-1425 492-6471 494-7948 349-8165 425-1425 349-8163 349-7940 430-2916 391-1990 430-2977 Page 1 of 2 FORK, 60" CONSTRUCTION BUCKET, GP, 3.0YD3, FUS CUTTING EDGE, BOLT ON(4 PIECE) KIT, WARNING,BEACON,LED STROBE 345-2740 360-3322 8E-4566 370-7008 SELL PRICE FREIGHT AND PDI NJPA DISCOUNT 30% OFF LIST (NJPA 26% MINIMUM) AFTER TAX BALANCE $242,261.00 $4,787.00 ($67,833.00) $179,215.00 WARRANTY Standard Warranty: 12 Month, Unlimited Hours F.O.B/TERMS: Redmond, Oregon Accepted by on Signature This Quote is valid for 30 days, after which time we reserve the right to re -quote. If there are any questions, please do not hesitate to contact me. Sincerely, Shane Meyer Machine Sales Representative Peterson CAT SMeyer@petersoncat.com Page 2 of 2 August 22, 2017 CAT DESCHUTES COUNTY ROAD DEPT 61150 27TH ST BEND Oregon 97702-9631 Attention: RANDY MCCULLEY RE: Quote 142374-01 One (1) New Caterpillar Model: 930M Wheel Loader MACHINE SPECIFICATIONS 930M WHEEL LOADER 430-2806 PREP PACK, UNITED STATES 430-2943 HYD,3V,COUPLER READY,STD LIFT 430-2833 STEERING, STANDARD, DUAL MODE 333-6856 ENVIRONMENT, HIGH DEBRIS 430-2875 WEATHER, THERMAL BYPASS 120V 452-0878 ENGINE AR 430-3038 CAB, DELUXE 521-3244 SEAT, DELUXE 423-7201 LIGHTS, AUX LED PREMIUM 494-7970 RADIO, BLUETOOTH, AUX, MIC 372-1868 PRODUCT LINK, CELLULAR PL641 454-0589 TIRES, 20.5/25 BS RL 16PR L3 367-4256 FENDERS, STANDARD 366-8148 COUNTERWEIGHT, HEAVY 333-6691 TOOLBOX AUX 491-7922 KIT,SERIALIZED TECHNICAL MEDIA OP -2491 RIDE CONTROL 430-2860 CAMERA, REAR VIEW 377-5635 WARNING, BEACON, LED STROBE 333-1425 CONTROL GP, PAYLOAD 492-6471 CONT GP, PRINTER 494-7948 GUARD, POWERTRAIN, LOWER 349-8165 GUARD, POWERTRAIN, SIDE 425-1425 GUARD, CRANKCASE 349-8163 GUARD, DRIVESHAFT 349-7940 GUARD, HITCH 391-1990 QUICK COUPLER, FUSION 430-2977 Page 1 of 3 FORK, 60" CONSTRUCTION BUCKET, GP, 3.0YD3, FUS CUTTING EDGE, BOLT ON(4 PIECE) KIT, WARNING,BEACON,LED STROBE 345-2740 360-3322 8E-4566 370-7008 SELL PRICE FREIGHT AND PDI NJPA DISCOUNT 30% OFF LIST (NJPA MINIMUM 26%) SITECH - LOADRITE SCALE INSTALL AFTER TAX BALANCE $274,076.00 $4,787.00 ($82,223.00) $9,787.00 $206,427.00 WARRANTY Standard Warranty: 12 Month, Unlimited Hours F.O.B/TERMS: Redmond, Oregon PAYMENT TERMS Accepted by on Signature This Quote is valid for 30 days, after which time we reserve the right to re -quote. If there are any questions, please do not hesitate to contact me. Sincerely, Shane Meyer Page 2 of 3