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Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ora,
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of April 9, 2008
Please see directions for completing this document on the next page.
DATE: April 3, 2008
FROM: Lori Hill Mental Health 322-7535
TITLE OF AGENDA ITEM:
Consideration of Board Acceptance of a recommendation to award a contract to Pfeifer and Associates
for Intensive Alcohol & Drug Treatment, subject to 7 -day notice of intent to award; following the
protest period and consideration of any protest, agreement to sign Contract #2008-176 for up to
$237,287 through June 30, 2009.
PUBLIC HEARING ON THIS DATE? NO
BACKGROUND AND POLICY IMPLICATIONS:
The Deschutes County Mental Health Department (DCMH) has received funding through the State of
Oregon Children's Health and Safety Initiative to establish intensive addiction treatment services
specifically to low income, uninsured parents who are either at risk or already involved in the child
welfare or self-sufficiency systems due to addictions problems.
In compliance with County procedures, and with assistance from Legal Counsel, DCMH began
soliciting proposals from qualified agencies on February 20, 2008 to provide Intensive Treatment and
Recovery Services for Addiction Families. Proposals were received from BestCare Treatment Services
and Pfeifer and Associates. A review panel established by DCMH reviewed the proposals
independently, then met on April 1 to formulate a joint recommendation for selection. Reviewers
included Jan Davidson from Department of Human Services Child Welfare Division, Jeff Emrick from
Deschutes County Chemical Dependency Organization, Bert Swift from the Deschutes County
Addictions and Mental Health Advisory Board, and Karen Tamminga and Lori Hill from the
Deschutes County Mental Health Department. The review panel independently scored proposals in
three categories of evaluation criteria: Agency Qualifications, Service Qualifications and Program
Budget. Pfeifer and Associates received the highest scoring by 5 out of 5 panel members.
Based on this scoring, the review panel recommends Pfeifer and Associates be selected as the Intensive
Treatment and Recovery Services for Addicted Families Provider. Upon the Board of Commissioner's
acceptance of this recommendation, the Mental Health Department will distribute the attached Noi ice
of Intent to Award Contract to both proposers and will enter into contract negotiations with Pfeifei and
Associates.
FISCAL IMPLICATIONS:
The contract with Pfeifer and Associates will include addiction treatment services up to $237,287 :or
fiscal year 2007-09. Revenue & corresponding expenditures are included in Mental Health's 2007.08
budget and 2008-09 proposed budget.
April 9, 2008
Subject: Intensive Treatment and Recovery Services to Addicted Families
NOTICE OF INTENT TO AWARD CONTRACT
On Wednesday, April 9, 2008 the Board of County Commissioners of Deschutes County,
Oregon, considered proposals for the above -referenced project. Based upon a recommendation
by the selection committee, the Board determined the most qualified proposer to be Pfeifer and
Associates.
This Notice of Intent to Award Contract is issued pursuant to ORS 279B.410 and OAR 137-047-
0740. A copy of this Notice is being provided to each firm or person that submitted a 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 the above address. The seven (7)
calendar day protest period will expire at 5:00 PM on Wednesday, April 16, 2008.
Any protest must be in writing and specify any grounds upon which the protest is based. A copy
of ORS 279B.410 and OAR 137-047-0740 are attached to this Notice. If a protest is filed, a
hearing will be held 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, 97701.
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 Board of County Commissioners unless the
Board, for good cause, rescinds this Notice before the expiration of the protest period.
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, 1300
NW Wall Street, Bend, OR 97701, telephone (541) 388-6625 or FAX (541) 383-0496.
Sincerely,
DESCHUTES COUNTY BOARD OF COMMISSIONERS
Dennis R. Luke, Chair
Enclosures: ORS 279B.410
OAR 137-047-0740
Oregon Revised Statutes
279B.410 Protests of contract award.
(1) A bidder or proposer may protest the award of a public contract or a notice of intent to
award a public contract, whichever occurs first, if:
(a) The bidder or proposer is adversely affected because the bidder or proposer
would be eligible to be awarded the public contract in the event that the protest were
successful; and
(b) The reason for the protest is that:
(A) All lower bids or higher ranked proposals are nonresponsive;
(B) The contracting agency has failed to conduct the evaluation of proposals
in accordance with the criteria or processes described in the solicitation materials;
(C) The contracting agency has abused its discretion in rejecting the
protestor's bid or proposal as nonresponsive; or
(D) The contracting agency's evaluation of bids or proposals or the
contracting agency's subsequent determination of award is otherwise in violation of this
chapter or ORS chapter 279A.
(2) The bidder or proposer shall submit the protest to the contracting agency in writing
and shall specify the grounds for the protest to be considered by the contracting agency.
(3) The rules adopted under ORS 279A.065 shall establish a reasonable time and manner
for protests to be submitted. The contracting agency may not consider late protests.
(4) The contracting agency shall consider and respond in writing to a protest in a timely
manner. After the contracting agency issues the response, the bidder or proposer may seek
judicial review in the manner provided in ORS 279B.415. [2003 c.794 §85]
Note: See note under 279B.005 for operative date and applicability provisions.
DEPARTMENT OF JUSTICE
The Oregon Administrative Rules
137-047-0740
Protests and Judicial Review of Contract Award
(1) Purpose. An Offeror may protest the Award of a Contract, or the intent to
Award of a Contract, whichever occurs first, if the conditions set forth in ORS
279B.410(1) are satisfied. An Offeror must file a Written protest with the
Contracting Agency and exhaust all administrative remedies before seeking judicial
review of the Contracting Agency's Contract Award decision.
(2) Delivery. Unless otherwise specified in the Solicitation Document, an Offeror
must deliver a Written protest to the Contracting Agency within seven (7) Days
after issuance of the notice of intent to Award the Contract.
(3) Content of Protest. An Offeror's Written protest shall specify the grounds for the
protest to be considered by the Contracting Agency pursuant to ORS 279B.410(2).
(4) Contracting Agency Response. The Contracting Agency shall not consider an
Offeror's Contract Award protest submitted after the timeline established for
submitting such protest under this rule, or such different time period as may be
provided in the Solicitation Document. The Contracting Agency shall issue a
Written disposition of the protest in a timely manner as set forth in ORS
279B.410(4). If the Contracting Agency upholds the protest, in whole or in part, the
Contracting Agency may in its sole discretion either Award the Contract to the
successful protestor or cancel the Procurement or solicitation.
(5) Judicial Review. Judicial review of the Contracting Agency's decision relating to
a Contract Award protest shall be in accordance with ORS 279B.415.
Stat. Auth.: ORS 279A.065 & ORS 279B.410
Stats. Implemented: ORS 279B.410 & ORS 279B.415
Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05
PROPOSER'S LIST FOR
Intensive Treatment and Recovery Services
BestCare Treatment Services
Attn: Rick Treleaven
PO Box 1710
Redmond, OR 97756
Phone: 541-504-9577
Fax: 541-504-2361
Pfeifer & Associates
Attn: Sally Pfeifer
23 NW Greenwood Avenue
Bend, OR 97701
Telephone: 541-383-4293
Fax: 541-383-4935