2019-451-Minutes for Meeting October 09,2019 Recorded 10/30/2019TES COG { BOARD OF COMMISSIONERS 1300 NW Wall Street, Bend, Oregon (541) 388-6570 Recorded in Deschutes County CJ2019-451 Nancy Blankenship, County Clerk Commissioners' Journal 10/30/2019 8:29:57 AM co � 2019-451 FOR RECORDING STAMP ONLY 10:00 AM WEDNESDAY, October 9, 2019 BARNES & SAWYER ROOMS Present were Commissioners Phil Henderson, Patti Adair, and Anthony DeBone. Also present were Tom Anderson, County Administrator; Erik Kropp, Deputy County Administrator; David Doyle, County Counsel; and Sharon Keith, Board Executive Assistant. Several staff and identified representatives of the media were in attendance. This meeting was audio and video recorded and can be accessed at the Deschutes County Meeting Portal website htt,p://desch.utescountyor.iqm2.com/Citizens/Default.asp CALL TO ORDER: Chair Henderson called the meeting to order at 10:00 am PLEDGE OF ALLEGIANCE: CITIZEN INPUT: • Ron "Rondo" Boozell asked the Board for the consideration of inviting the Homeless Coalition meetings to the Deschutes County Services Building. BOCC MEETING OCTOBER 9, 2019 PAGE 1 OF 6 CONSENT AGENDA: Before the Board was Consideration of Approval of the Consent Agenda. Commissioner Henderson asked to pull Items 3 and 4 for discussion. ADAIR: Move approval of Consent Agenda, minus Items 3 and 4 DEBONE: Second VOTE: ADAI R: Yes DEBONE: Yes HENDERSON: Chair votes yes. Motion Carried Consent Agenda Items: 1. Consideration of Board Signature of Resolution No. 2019-046, Appropriating New Grant Funds and Increasing FTE in Health Services Fund for PH Modernization Program Element 51-01 2. Consideration of Board Signature of Resolution No. 2019-047, Appropriating Continuation Grant Funds and Converting FTE from Limited Duration to Ongoing in Health Services Fund for PH Modernization Program Element 51- 02 3. Consideration of Board Signature of Letters Reappointing Jason Gritzner, Joanne Richter, and Ted Wise to the Upper Deschutes Watershed Council 4. Consideration of Board Signature of Letters Thanking Suzanne Butterfield, Chuck Arnold, and Danielle MacBain for Service on the Upper Deschutes Watershed Council 5. Consideration of Board Signature of Letters Appointing Summer Sears and Jodi Burch to the Deschutes County Audit Committee 6. Approval of Minutes of the September 30, 2019 BOCC Meeting ACTION ITEMS: Consent Agenda Item #3 as pulled for discussion: Consideration of Board Signature of Letters Reappointing Jason Gritzner, Joanne Richter, and Ted Wise to the Upper Deschutes Watershed Council BOCC MEETING OCTOBER 9, 2019 PAGE 2 OF 6 Consent Agenda Item #4 as pulled for discussion: Consideration of Board Signature of Letters Thanking Suzanne Butterfield, Chuck Arnold, and Danielle MacBain for Service on the Upper Deschutes Watershed Council Deputy County Administrator Erik Kropp reported on the history of watershed councils. Commissioner DeBone acknowledged the good partnership and health of our Upper Deschutes Watershed. Commissioner Adair commented on the education the Council provides. DEBONE: Move approval of Consent Agenda Items 3 and 4 ADAI R: Second VOTE: DEBONE: Yes ADAI R: Yes HENDERSON: Chair votes yes. Motion Carried 7. Consideration of Chair Signature of Document No. 2019-749, Notice of Intent to Award Letter to Kellcon, Inc. for Stabilization Center Remodel in Bend, Oregon Facilities Director Lee Randall and Health Services Program Manager Holly Harris presented the item regarding the Remodel of the Stabilization Center. The low responsive bidder was Kellcon Inc. of Bend. ADAI R: Move approval of Document No. 2019-749 DEBONE: Second VOTE: ADAI R: Yes DEBONE: Yes HENDERSON: Chair votes yes. Motion Carried BOCC MEETING OCTOBER 9, 2019 PAGE 3 OF 6 8. Consideration of Chair Signature of Document No. 2019-750 Amendment to SunWest Builders Construction to Establish a Guaranteed Maximum Price for HVAC System Replacement at Health Services - Courtney Commissioner Adair asked that the roof replacement be added to this project since the building is over 20 years. Commissioner Henderson agreed that the time to replace the roof is when the HVAC units are replaced. Commissioner Henderson noted that this project was originally necessary due to a carbon monoxide issue. He noted that the costs for labor associated with the new HVAC units is much higher than initially indicated by staff and therefore he is not supportive of the fiscal amendment. Commissioner Henderson stated that this matter should have come before the Board immediately when the costs increased from approximately $600,000 to $1.3 million. Commissioner DeBone acknowledges the cost is higher than projected but feels this is the right solution for this particular building. DEBONE: Move approval of Document No. 2019-750 ADAIR: Moved to amend the motion to include addition of new roofing for the impacted sections of roof, and authorize subsequent change order amendment to reflect added costs (approx. $65,000). Commissioner DeBone supported the amendment to his motion. Mr. Randall explained the extent of the roofing portion of the project. Commissioner Adair acknowledged Commissioner Henderson's genera objection as to cost overruns. DEBONE: FWAT-12,1111• Motion to approve Document No. 2019-750, with additional authorization to proceed with the roof replacement component provided that the additional costs are within County Administrator's signing authority. Second BOCC MEETING OCTOBER 9, 2019 PAGE 4 OF 6 ADAI R: DEBONE: HENDERSON: OTHER ITEMS: Yes Yes Chair votes No. Motion Carried • Commissioner DeBone reported on a Bend Metropolitan Policy Organization pending update to the bylaws. Bend MPO meets monthly. Commissioner DeBone acknowledge support of the bylaw changes and will formally vote at the next Bend MPO meeting. ACTION ITEMS Continued: 9. DCHS Behavioral Health Homeless Services Molly Wells Darling and Colleen Thomas, Health Services staff presented on the Behavioral Health program's work with the homeless population. A copy of the presentation is attached to the record. At the time of 11:20 a.m., Commissioner DeBone excused himself for another meeting. OTHER ITEMS Continued: HR Benefits Update discussion will continue next week. • Wildfire Mitigation Advisory Committee: Nick Lelack and Zech Heck presented. Previously the Board appointed 13 members and 1 member has since declined the appointment. Staff inquired if the Board would be interested in replacing that member. Commissioners Adair and Henderson BOCC MEETING OCTOBER 9, 2019 PAGE 5 OF 6 feel that membership of 12 is sufficient at this time. The first meeting is scheduled for Monday, October 14 from 4:00 p.m. to 6:30 p.m. Being no further items to come before the Board, the meeting was adjourned at 11:29 a.m. DATED this — Day of L4_-- 2019 for the Deschutes County Board of Commissioners. ANTHONY 4' COMMISSIONER ?, r}4'4O BOCC MEETING OCTOBER 9, 2019 PAGE 6 OF 6 �rE's Co o Deschutes County Board of Commissioners 1300 NW Wall St, Bend, OR 97703 (541) 388-6570 - www.deschutes.org BOCC MEETING AGENDA DESCHUTES COUNTY BOARD OF COMMISSIONERS 10:00 AM, WEDNESDAY, OCTOBER 9, 2019 Barnes Sawyer Rooms - Deschutes Services Center - 1300 NW Wall Street - Bend This meeting is open to the public, usually streamed live online and video recorded. To watch it online, visit www deschutes.org/meet0gs. Pursuant to ORS 192.640, this agenda includes a list of the main topics that are anticipated to be considered or discussed. This notice does not limit the Board's ability to address other topics. Meetings are subject to cancellation without notice. Item start times are estimated and subject to change without notice. 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. 2019-046, Appropriating New Grant Funds and Increasing FTE in Health Services Fund for PH Modernization Program Element Funding 51-01. Board of Commissioners BOCC Meeting Agenda Wednesday, October 9, 2019 Page 1 of 3 2. Consideration of Board Signature of Resolution 2019-047, Appropriating Continuation Grant Funds and Converting FTE from Limited -Duration to Ongoing in Health Services Fund for PH Modernization Program Element Funding 51-02. 3. Consideration of Board Signature of Letters Reappointing Jason Gritzner, Joanne Richter, and Ted Wise to the Upper Deschutes Watershed Council 4. Consideration of Board Signature of Letters Thanking Suzanne Butterfield, Chuck Arnold, and Danielle MacBain for Service on the Upper Deschutes Watershed Council 5. Consideration of Board Signature of Letters Appointing Summer Sears and Jodi Burch to the Deschutes County Audit Committee 6. Approval of Minutes of the September 30, 2019 BOCC Meeting ACTION ITEMS 7. 10:10 AM Consideration of Chair Signature of Document No. 2019-749, Notice of Intent to Award Letter to Kellcon, Inc, for Stabilization Center Remodel in Bend, Oregon - Lee Randall, Facilities Director 8. 10:30 AM Consideration of Chair Signature of Document No. 2019-750 Amendment to SunWest Builders Construction Contract to Establish a Guaranteed Maximum Price for HVAC System Replacement at Health Services --Courtney. - Lee Randall, Facilities Director 9. 11:00 AM DCHS Behavioral Health Homeless Services -Janice Garceau, BH Deputy Director LUNCH RECESS 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 BOCC Meeting Agenda Wednesday, October 9, 2019 Page 2 of 3 To watch this meeting on line, go to: www.deschutes.org/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. This event/location is accessible to people with disabilities. If you need accommodations to make participation possible, please call (541) 617-4747. FUTURE MEETINGS: Additional meeting dates available at www.deschutes.org/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 BOCC Meeting Agenda Wednesday, October 9, 2019 Page 3 of 3 L�\)T ES C0G o� 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 BOCC Wednesday Meeting of October 9, 2019 DATE: October 3, 2019 FROM: Lee Randall, Facilities, 541-617-4711 TITLE OF AGENDA ITEM: Consideration of Chair Signature of Document No. 2019-750 Amendment to SunWest Builders Construction Contract to Establish a Guaranteed Maximum Price for HVAC System Replacement at Health Services --Courtney. RECOMMENDATION & ACTION REQUESTED: Move approval of Chair signature of Document No. 2019-750 Amendment to the SunWest Builders construction contract to establish a guaranteed maximum price (GMP) for the HVAC system replacement at Health Services --Courtney BACKGROUND AND POLICY IMPLICATIONS: The contract amendment document is not yet complete at the time of this agenda request, but will be provided prior to the meeting. This amendment to the SunWest Builders construction manager/general contractor contract establishes a guaranteed maximum price (GMP) for the for the Health Services --Courtney HVAC replacement project. FISCAL IMPLICATIONS: The contract between SunWest Builders and the County would be amended to establish the acutal GMP amount for the project. ATTENDANCE: Lee Randall REVIEWED LEGAL COUNSEL DOCUMENT NOI 2019-750 AMENDING DESCHUTES COUNTY CONTRACT NO. 2019-594 THAT CERTAIN AGREEMENT, Deschutes County Contract No. 2019-594 dated July 19, 2019, by and between DESCHUTES COUNTY, a political subdivision of the State of Oregon ("County") and SunWest One LLC, dba SunWest Builders (" a "), is amended, effective upon signing of all parties, as set forth below. Except as provided herein, all other provisions of the contract remain the same and in full force. County's performance hereunder is conditioned upon Contractor's compliance with provisions of ORS 27913.220, 279B.225, 279B.230, and 279B.235, which are hereby incorporated by reference. In addition Standard Contract Provisions contained in Deschutes County Code Section 2.37.150 are hereby incorporated by reference. Contractor certifies that the representations, warranties and certifications contained in the original Contract are true and correct as of the effective date of this Amendment and with the same effect as though made at the time of this Amendment. The above listed contract is amended as follows: EXHIBIT 1 DESCHUTES COUNTY SERVICES CONTRACT Contract No. 2019-594 STATEMENT OF !WORK, COMPENSATION PAYMENT TERMS and SCHEDULE 3. Consideration a. The County and the Construction Manager hereby amend the Contract to establish a Guaranteed Maximum Price. As agreed by the County and Construction Manager, the Guaranteed Maximum Price is an amount that the Contract Sum shall not exceed. The Contract Sum consists of the Construction Manager's Fee plus the Cost of the Work. The Contract Sum is guaranteed by the Construction Manager not to exceed Nine Hundred Forty Eight Thousand Three Hundred and Fifteen Dollars and Zero Cents ($948,315), subject to additions and deductions by Change Order as provided in the Contract Documents. Provided below is an itemized statement of the Guaranteed Maximum Price organized by trade categories, allowances, contingencies, and the Construction Manager's Fee, and other items: SEE ATTACHMENT "A". The Guaranteed Maximum Price is based upon plans and specifications prepared by Stemach Architecture and Design, and CEA Engineering, revision dated 9/26/2019. All cost savings in relation to itemized statement ATTACHMENT "A", to be documented and returned to the County as a credit subtracted from the Contract Sum. PAGE 1 OF 2 — DOCUMENT NO. AMENDING DESCHUTES COUNTY CONTRACT NO. 2019-594 CONTRACTOR: SunWest One LLC, dba SunWest Builders Signature Name (please print) COUNTY: Dated this of 20_ ATTEST: Recording Secretary Title Date BOARD OF COUNTY COMMISSIONERS PHILIP G. HENDERSON, CHAIR PATTI ADAIR, VICE -CHAIR ANTHONY DeBONE, COMMISSIONER PAGE 2 OF 2 —DOCUMENT NO. AW AMENDING DESCHUTES COUNTY CONTRACT NO. 2019-594 I ne HVAC Attachment "A" Document No. 2019-750 � V DCHS Courtney �1 Value Engineering Plan Set Estimate 1B 10/4/19 Project Area... 40,690 aunWagt RUSNOWS (541) 548-7341 PO Box 489 www.sunwestbuilders.com CONFIDENTIAL Redmond, OR 97756 CCB #59850 Estimate Summary Cost DIVISION 1 - TEMPORARY SERVICES & LOGISTICS $2.14 / sf $86,981 DIVISION 1 - INTERIOR DEMOLITION $0.71 / sf $29,005 DIVISION 2 - SITE WORK $0.00 / sf $0 DIVISION 3 - CONCRETE $0.00 / sf $0 DIVISION 4 - MASONRY $0.00 / sf $0 DIVISION 5 - STRUCTURAL STEEL $0.00 / sf $0 DIVISION 6 - ROUGH CARPENTRY $0.54 / sf $21,800 DIVISION 7 - THERMAL & MOISTURE PROTECTION $0.23 / sf $9,175 DIVISION 8 - DOORS & WINDOWS $0.05 / sf $1,840 DIVISION 9 - FINISHES $0.75 / sf $30,668 DIVISION 10 -ARCHITECTURAL ACCESSORIES $0.00 / sf $0 DIVISION 11 - EQUIPMENT AND APPLIANCES $0.00 / sf $0 DIVISION 12 - FURNISHINGS $0.00 / sf $0 DIVISION 13 - SPECIAL CONSTRUCTION $0.00 / sf $0 DIVISION 14 - ELEVATORS $0.00 / sf $0 DIVISION 15 - MECHANICAL $13.97 / sf $568,277 DIVISION 16 - ELECTRICAL $2.05 / sf $83,250 Subtotal Direct Costs $20.42 / sf $830,996 5.00% Estimate / Construction Contingency $41,550 0.95% Liability Insurance $8,289 6.50% Overhead & Profit $57,254 1.09% Payment & Performance Bond $10,225 0.00% Escalation to Estimated Start of Construction $0 TOTAL CONSTRUCTION ESTIMATE $23.31 / sf $948,315 (541) 548-7341 PO Box 489 www.sunwestbuilders.com CONFIDENTIAL Redmond, OR 97756 U � >a _ E � N C W L .L..1 O cn U ®a 97 T O N C LO 00 m LO m U U a) m 7 CO N co ca Q ca Q ca Q Z c Q t N W O .L O) T O 0 0 CL U) + cn ca N co < cn ``-•� N O O O O 1, Ln �a cna) a) = a) N > N > An > mn mn cn > 3 3 3 3 3 3 o c`na ca m 0 m i5 5 0 6 0 0 0 0 0 v o o a s m m m m m m 1111 J v N M M M cn co (n � r m Z 01 (D to m O N d d d dI, M M M!O a0 M C) 1--o m O o O O OO a-0-0 O N F C 7 3 3 7 3 3 V' j Cl) O Cl) Cl) to (0 r O 7 3 M V M O O 00 co N V M '- CY)C V V U 0 V V (V '; (M Lo M .-N M a0 Ln <) X V X r 1 � O ao (O m o ti M � p X X X X X X N q M (o Lo m •- N 0 (D r M �- N N c U W W W W W W W 6131613, (» 60) (» 643 63 (fl (i3 W W (» 69, (» (» 6r3 (» 691 61*3 (A 613 — — — F- � En o ' O0',0 �, O O O O 0 N O O 0 O O O 00000 0 0 0 0 0 0 Z O U N',w O O OO O O O 0 O N O O Lo O O O W O O 0 O �q Q N 1 M Lo Lo Lc) r O Lo � Cl) r 00 d- r 0 a0 M a0 O) cc c`') W U r M Q9 (A IT (fl M (fl 693 — 69 6-t LO Ki M (fi r Efl (fl 693 r (fl M Efl — (fl •- 613 r 60, N (fl LO 613 r Z Nco m .�.. +�- C C C U 'O C'',, C 0 0 .E C 0 C 0 C 0 C 0 C 0 O O O y cu N E E Lf o.-LoLOLOLnIno m E E E E E E LO E LO E LO a) () () a) a) _ a) a) F- Z 2 m (M'. 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ATTENDANCE: Health Services staff: Colleen Thomas, PATH/Homeless Outreach Coordinator; Molly Wells Darling, Intensive Adult Services Program Manager; Janice Garceau, Behavioral Health Deputy Director C IA (3) (3) I: NAY 0 Ul) 00 —0 rm ti u 4--) 0 N JSP a (3) -o 4-J (3) u E 0 E T) o IR C) N 4. 0 0 X rr) OIZZ CL (3) (U (A 4— o biD U-) u 00 (3) (1) 4-J U mwm sun C) 00 0 r- x c C) (3) :0 N :3 W 0 IA Im r � � � : C L cn w FM �A 0 0 0 :3 0 0 0 0 0 0 0 0 >1 0 U — 0 0 4-J (A > Ln Ln L— cuU, 0 0 M C� Ci -C 0 (A V) M 4- C: C� C� Ci 0) C� • uq 0 0 0 0 0 4-J o E 0- Ir -•c > 4a -)J E 0 0 W CD 0 w > u ck�•c- c r•Y c- -4-) :5 x 0 Ln N 0 w • It c- Ln uq 4.1 U CD M •w Ln w N I -• E U� CD rA C W E WD 0 CIA m u 0 0 v) < Lij M u 0 O 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 C� Ci C� C� Ct C� C� Ci C� C� 0 0 0 0 0 0 0 0 0 0 0 m 00 r- I'D Ln It (Y) (N — 0 0 0 0 0 0 0 0 0 0 Lji Lji Ci Lr) r:" -o 40 CO- r"I m E V) V) E• D() > b-0 3 0 (1) 0 T- - " L- i'_ 4--J C: W 0 0 (3) V) U) >1 0 (3) U U 0 ca- o E v) w U 0 u 0 Ln tj EL.- - D Ln o 4-J 0-00 u D L /) T- r"I m E (A Ln ro 0 0 Ln > (n Ln rO -Z5 U ro 0 0 V) u ro 41 Ul) u oo 0 E L- V) o U4— 0 a) X � . e.. . . 0.4 ra- M =I -- 129W W07 Ln U C) D 4-J a- u (3) CL U V) u 0 C: 0 UJ > 0 bO E E E -0 Lf) 0 ro u Ln U D M ® E u ro U V) -,- 0 0 0 u bO 0 C) Lf) 0 ro u a) (3) U) ro I-- Z V)