BOARD OF COMMISSIONERS'

SPECIAL MEETING

July 25, 2000

3:00 p.m.

Commissioners' Conference Room

APPROVED 9/6/00

Commissioner Anna Morrison presided with Bill Dwyer, Bobby Green, Sr. and Cindy Weeldreyer present.  Peter Sorenson was excused.  County Administrator Bill Van Vactor, County Counsel Teresa Wilson and Recording Secretary Melissa Zimmer were also present.

 

1. Proclamation To Proclaim July 23-29, 2000 to be Probation and Parole Officers' Week.

 

Rob Rockstroh, Health and Human Services, explained the proclamation was for Parole and Probation Officers and Parole and Probation Juvenile Counselors, for adult intake offices and for Juvenile Parole and Probation Counselors.  He noted this was in conjunction with the President’s Parole and Probation Officer’s week.

 

Morrison read the resolution into the record.

 

MOTION: to approve RESOLUTION  00-7-25-1.

 

Dwyer MOVED, Weeldreyer SECONDED.

 

VOTE: 4-0.

 

2. In the Matter of Bid LCP 2000-10 for Construction Contract for Harris Hall Plaza Renovation.

 

David Suchart, Management Services, explained when he had the lowest bid on the Wayne Morris project he broke them down into different categories.  He said it showed that Lane County was over budget by $94,749.  He added the foundation’s budget was over by $20,965.

 

Suchart said he was looking to remove things from the County portion because it had the largest overage.  He explained they started with four items.  He said one was to two remove two planters.  He suggested the estimate of $23,000 be pulled off the plan.  He added they had been having problems with the rock wall and $6,000 would be saved by not repairing it.  He noted it reduced the County’s overage from $94,000 to $65,000.  He said the budget was still over and he was not in favor of removing any engineering part.  He reported there was not enough money in the CIP fund to do major projects.

 

Dwyer said it was ludicrous for the foundation’s portion of the electrical bill to be $13,000.  He said it is County property and it is the County’s responsibility to fix and maintain.   He said there is a way to do it, but he does not accept this bid.  He said the foundation does not have the money for it.  He recommended separating the money, with the foundation moving ahead, and sequestering the $154,000 for next year to finish this project.

 

Green asked Suchart where the money should come from and what other project would be lacking.

 

Suchart said, with the permission of the Board, he could go into the reserves as he has no other money to do any capital projects.

 

Van Vactor said it was important for the facility to look good to the public and the front plaza had needed repair for many years.  He said even though it is difficult to recommend proceeding, he would recommend taking the $67,000 from the contingency.

 

Dwyer responded the $74,965 was way beyond what the foundation had anticipated and $13,000 in electrical was outrageous.

 

Morrison stated that whenever she and Dwyer had attended meetings, they were asking about cost estimates to get a better idea about the dollars needed.  She said she didn’t see the June 9 amounts.  She didn’t have a problem with the bids.  She thought Bill Seider was going to also cost it out.  She said the estimates they had to begin with were not accurate.  She asked if the foundation would be able to come up with adjusted figures to make up the deficit. She added before they started the project, she wanted 90% cash in hand from the foundation, so the County could go forward and not front the full cost.

 

Dwyer stated the foundation’s anticipated cost was $54,000.  He said they have $35,000 on hand and 200 commitments.

 

Jerry Rust, Wayne Morris Foundation, reported they had paid about $20,000 in bills for the design.  He added they have $25,000 in the bank and another $25,000 in hard commitments.  He noted there were a considerable amount of commitments where requests were made, but it takes more than six weeks to receive the payments.

 

Morrison said she was concerned that if the County makes the commitment and the dollars aren’t there from the foundation, they will need to take more money out of contingency funds.

 

Rust said as far as the foundation was concerned, they didn’t want to build it without an organized labor contractor.

 

Green asked if the Board had legal authority to discriminate in whether the contractor had union labor.

 

Wilson responded that could not be stipulated.

 

Dwyer said the foundation was not prepared for $74,000 but if they were allowed to do their portion in a timely fashion, they will be able to raise the money without any impact on the County.  He indicated they would request grants for the rest of the money, but they wanted the $154,000 to be in reserve.

 

Morrison noted the bidders were union and non-union.  She asked if they separate this out and let the foundation raise the money how would there be any control over liabilities on a separate group doing.

 

Van Vactor stated he wouldn’t recommend letting a separate non-profit manage construction on County property.

 

Wilson said if the foundation were to contract out, they would need to comply with public contract laws, with a large portion of the work given to the County.

 

Morrison said the foundation had already spent over $20,000 which was not included. She noted the foundation was really responsible for $94,000 of the project.

 

Larry Perry, Wayne Morris Historic Park Board, stated they would prefer to use union labor.

 

Green said he had concerns with the bid as the project had gotten more expensive.  He wanted a way to keep going forward.  He said he trusts the foundation will work their portion out.  He said the County’s portion needed to be rejected.

 

Dwyer requested rejection of this bid, and having the foundation work with the architect to restructure what they are doing so it could be moved forward with the foundation and the County working together.

 

Van Vactor stated he didn’t think this project could be done this fall as it meant a new bid.

 

Suchart explained if they rebid the project and got it back by August 9 it would be okay, but if they went beyond that point, there would be difficulties with making the date of Wayne Morris’ birthday.

 

Van Vactor noted they received four good bids and he thought it was doubtful they could reconfigure this with a lesser bid.

 

Art Paz, Architect, reported if the job became separated out, it becomes two different projects.  He said he had not seen the figures.  He said they could go back and substitute material differences. 

 

MOTION: to reject the bid.

Green MOVED, Dwyer SECONDED.

 

VOTE: 4-0.

 

Morrison said the October deadline would not be met, and they should see what happens in the future.

 

Green noted  if the Board rejected this bid, it could come back significantly higher.

 

Laura Olson, Wayne Morse Foundation, stated they wanted to work with the Board and the County for the 100th birthday in October.

 

Paul Hovey, Brotherhood of Carpenters, Eugene, hoped the project would be built union.  He said there could be bidder language that would ensure that a company could be union.

 

There being no further business, Commissioner Morrison adjourned the meeting at 3:15 p.m.

 

Melissa Zimmer

Recording Secretary

 

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