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  Board of Commissioners Business Meeting Agenda
March 19, 2019 ~ 8:30 am ~ Room 219








1.

Call to Order, Those Present, Flag Salute

2.

Public Comment

3.

Agenda Deletions/Additions

4.

Approve Minutes from last meeting

1.

In the matter of approving the "Minutes" from the March 12, 2019 business meeting - BOCC

Background:  Approve the “Minutes” which summarize all business by the Board of Commissioners for the business meeting held on the date stated above.

Fiscal Impact:  None

Recommended Motion:  Approve the Minutes as presented.

5.

Prior Approved Items

1.

PRIOR APPROVED - In The Matter Of Approving The Klamath County Sheriff's Office-Emergency Management Department To Issue A Request For Proposal For Bly Ambulance Service- Chris Kaber, Sheriff

Background: Klamath County Sheriff’s Office-Emergency Management Department is requesting to seek an ambulance service provider to fulfill services in the Bly, Klamath County, Oregon Ambulance Service Area, as defined by the Klamath County Ambulance Service Plan.

Fiscal Impact: To be determined.

Recommended Motion: To Approve the Klamath County Sheriff’s Office-Emergency Management Department to issue a request for proposals for an ambulance service provider to fulfill services in the Bly, Klamath County, Oregon Ambulance Service Area, as defined by the Klamath County Ambulance Service Plan.

6.

Bids/Awards/Proposals

1.

Accept quote and award for Dust Abatement 2019 to Bearcat Transportation LLC to furnish and spread Dust Abatement product. Jeremy Morris, Public Works

Background: The Public Works Department mailed Dust Abatement material specifications and request for quotes to four (4) different vendors on January 22, 2019.  Quotes were required by 10:00am on February 26, 2019.  The following quote was received:

Bearcat Transportation, LLC $85,634.50

Public Works recommends that the quote be awarded to Bearcat Transportation, LLC for $85,634.50.

Fiscal Impact:  $85,634.50 expenditure to the Road Operating Budget

Recommended Motion:  Board approve and execute quote and award to Bearcat Transportation, LLC for Dust Abatement 2019, and authorize Public Works to issue a Purchase Order.  The fiscal impact is $85,634.50 to the Public Works Operating Budget.

2.

In the matter of executing a bid award for Fuel Supply, Testing and Treatment Services. Jeremy Morris, Public Works

Background:  Klamath County Public Works mailed Fuel Supply, Testing and Treatment Services specifications on January 29, 2019.  Bids were required by 10:00 am on February 27, 2019.  The following quote was received:

Ed Staub and Sons:     $0.065 Unleaded     $0.055 Diesel #2     $0.095 Diesel #1     $50.00/hr Testing/Treatment  

Based on the following list of (annual) assumptions, (*25,000 gallons of Unleaded  *100,000 gallons of Diesel #2  *20,000 gallons of Diesel #1  *6 hours Testing and Treatment Services) the Ed Staub total would be $9,325.00.  Public Works recommends awarding the bid to Ed Staub and Sons.

Fiscal Impact:  To be determined based on fuel purchasing needs.

Recommended Motion:  Board to Approve and Execute Quote Form from Ed Staub and Sons for Fuel Supply, Testing and Treatment Services, and authorize Public Works to issue a Purchase Order.  The Fiscal Impact is to be determined based on fuel purchasing needs.

3.

In the Matter of requesting approval for an emergency purchase of a four-wheel off-road utility vehicle Defender Max XT Cab with tracks. -Chris Kaber, Sheriff.

Background: On March 1, 2019 the Klamath County Search and Rescue team was on a mission to assist citizens from being trapped in extreme snow conditions. At that time Klamath County was operating under a Governor signed Executive Order State of Emergency due to severe weather conditions. During the previous mission the Sno-cat became inoperable and remains unavailable for use. Lt. Bryson contacted the Sheriff to obtain permission to complete an emergency purchase of another utility vehicle to ensure every effort could be made to safeguard at risk citizens in an emergency situation and provide a resource for predicted rescue missions. Lt. Bryson also contacted the Sheriff’s Office Finance Manager to verify that funds were available for such a purchase.

Fiscal Impact: Expense of $29,693.47 to be paid from the Sheriff’s Office Special Revenue Fund from monies designated specifically to support snow patrol operations, equipment and maintenance thereof from donations provided by the Oregon State Snowmobile Association.

Recommended Motion: Approve the Klamath County Sheriff’s Office’s emergency purchase of a four-wheel off-road utility vehicle Defender Max XT Cab with tracks. The expense totals $29,693.47 and is to be paid from generous donations made to the Klamath County Sheriff’s Office Special Revenue Fund by the Oregon State Snowmobile Association.  

4.

In the matter of requesting to reject the bid submitted for work needed at 2426/2428 White Ave, Klamath Falls, OR. Phillip Squibb, Developmental Disabilities

Background:  An Invitation to Bid was made on January 8, 2018 per Board of Commissioners approval for replacing exterior doors and floor coverings, Attachment 1. The request was a result of an inspection that took place in September 2018. As per agreement #157314 with the Department of Human Services, Office of Developmental Disabilities Services, Housing Section a required annual inspection was conducted by Tim Olson, Housing Specialist for Seniors & People with Disabilities, Community Housing Section on September 13, 2018. A letter detailing the findings of the inspection dated November 8, 2018, listed as Attachment 2, concluded there were three areas of deficiency that needed actions as outlined below:

Exterior
1) Replace all exterior doors

Interior
1) Unit 2426b has a soft spot in the floor near the washing machine and damage to the floor            covering by the dishwasher requiring replacement

2) Floor coverings throughout the property are in fairly poor condition and need to be replaced
 
One bid was received that was out of scope and the State was not willing to fund the expense, Attachment 3. We are requesting to send a formal Notice of Bid Rejection, Attachment 4.

Fiscal Impact:  None 

Recommended Motion:  Motion to approve Klamath County Developmental Disabilities to issue a formal Notice of Bid Rejection letter to the bidder of the White Ave renovation project. Authorize the Contract Manager to sign the letter. There is no fiscal impact.
5.

In the matter of accepting the bid from Lithia Ford to purchase a 2017 Ford Edge. - Nathan Bigby, Assessor

Background: Klamath County Assessor’s Office is requesting to enter into an agreement with Lithia Ford of Klamath Falls for the purchase of a 2017 Ford Edge. The assessor’s office requested bids from Lithia Toyota of Klamath Falls, Klamath Subaru, Klamath Honda, Lithia Dodge of Klamath Falls, and Lithia Ford of Klamath Falls. Two bids were returned, a 2019 Rave4 for $26,402 from Lithia Toyota, and a used 2017 Ford edge for $19,438.  

Fiscal Impact: $19,438 Expensed in the 2018/19 fiscal year to be paid for out of the Assessor's equipment reserve fund.

Recommended Motion:  To approve the Klamath County Assessor’s Office to enter into an agreement with Lithia Ford of Klamath Falls for the purchase of a 2017 Ford Edge in the amount of $19,438 and authorize the Assessor to sign the agreement.
7.

Orders

1.

In the matter of ordering a transfer of excess Road Fund monies to the General Fund Sheriff Patrol Division - Sue Murphy, Finance Director

Background:  Reductions in revenue for Klamath County related to the Secure Rural Schools Act have created a hardship in maintaining county service levels.  Monies credited to the Road Fund under ORS 294.060 exceed the current amount needed for county roads.  ORS 368.706 allows the Klamath County Board of County Commissioners to use such excess funds for patrolling the county's roads by the county's law enforcement officials.  The 2018-2019 budget contemplates the transfer of $1,665,000 from the Road Fund to General Fund for this purpose.

Fiscal Impact:  $1,665,000 decreased revenue in Public Works Federal Reserve, and increased revenue in General Fund Sheriff Patrol Division.

Recommended Motion:  The Board of County Commissioners approve and execute the attached order directing the Klamath County Treasurer to transfer $1,665,000 of Road Funds as described in ORS 368.706 to the Klamath County General Fund Sheriff Patrol Division for use by the Klamath County Sheriff's Office to patrol county roads.  Fiscal impact is $1,665,000 in decreased revenue to Public Works Federal Reserve, and an increase in revenue to General Fund Sheriff Patrol Division.
8.

Agreements

1.

In the matter of approving Amendment 15 to Agreement #154117 Intergovernmental Agreement (IGA) for Financing of Public Health Services between the State of Oregon, Oregon Health Authority (OHA), and Klamath County, acting by and through Klamath County Public Health (KCPH). – Jennifer Little, Public Health

Background:  Amendment 15 updates program element descriptions for Tuberculosis Services (TB PE03) and Special Supplemental Nutrition Program for Women, Infants and Children (WIC PE40). Changes to PE 03 are to reflect changes in the financial structure of the program, which happened earlier in the fiscal year, as well as updates to performance measures. Changes to WIC PE40 clarify additional quarterly financial reporting requirements implemented following the State’s WIC audit. Amendment 15 also includes updates to the financial assistance award (FAA) to increase funding for Program Element 12 Public Health Emergency Preparedness and Response (PHEP) by $3,343 to provide funding for staff to attend the Oregon Prepared, and OR EPI conferences this spring. The agreement remains effective July 1, 2018 through June 30, 2019.  

Fiscal Impact:  Increased grant revenue of $3,343 to Public Health Emergency Preparedness (PHEP) sub department 4029. 

Recommended Motion:  Move to approve Amendment 15 to Agreement #154117 Intergovernmental Agreement (IGA) for Financing of Public Health Services between the State of Oregon, Oregon Health Authority (OHA), and Klamath County, acting by and through Klamath County Public Health (KCPH).  Fiscal Impact is increased grant revenue of $3,343 to Public Health Emergency Preparedness (PHEP) sub department 4029. Authorize Department Head to sign. 

Documents:
  1. 154117-15_001.pdf
2.

In the Matter of Approving the Sheriff to enter into agreement Grant No: 18-518 with the Oregon Military Department, Office of Emergency Management to accept Federal grant funding to operate the Klamath County Emergency Management Office.-Chris Kaber, Sheriff.

Background: The Klamath County Sheriff’s Office-Emergency Management is agreeing to meet all conditions of funding by the Oregon Military Department essential to building and sustaining capabilities that address high consequence emergency events as outlined in an approved Work Plan. The agreement outlines requirements to adhere to Federal laws, procurement procedures, financial reporting and other performance metrics.

Fiscal Impact: Federal award funds categorized by CFDA # 97.042 in an amount up to $81,229 would be reimbursed into the Sheriff’s Department Emergency Management budget based on actual expenditures. 100% matching funding is required by the agreement and would be provided by the General Fund.
 
Recommended Motion:  To approve the Sheriff to sign agreement Grant No: 18-518 with the Oregon Military Department, Office of Emergency Management to accept Federal grant funding to operate the Klamath County Emergency Management Office. Federal funding up to $81,229 would be provided via the agreement and 100% matching funds are required from the Klamath County General Fund.

9.

Other County Business

10.

Extension Service District

1.

In the matter of accepting the quote from Modoc Contracting Co. for the demolition of building and leveling of property located at 7201 & 7209 S. 6th Street. - Sue Murphy, Finance

Background: The Klamath County Extension Service District purchased property at 7201 & 7209 S. 6th Street to build a new office.  Bids were requested from Diversified Contractors and Modoc Contracting outlining the scope of work on January 24, 2019.  The only bid received was from Modoc Contracting.

Fiscal Impact: $44,236.00 from the Extension Service District expenditure fund.

Recommended Motion: Accepting the quote from Modoc contracting Co. for the demolition of building and leveling of property located at 7201 & 7209 S. 6th Street. Fiscal impact of $44,236.00 from the Extension Service District expenditure fund.
2.

In the matter of approving the contract with Modoc Contracting Co. for the demolition of building and leveling of property located at 7201 & 7209 S. 6th Street. - Sue Murphy, Finance

Background: The Klamath County Extension Service District purchased property at 7201 & 7209 S. 6th Street to build a new office.  The bid received from Modoc Contracting was accepted during the March 05, 2019 BOCC Business Meeting.

Fiscal Impact: $44,236.00 from the Extension Service District expenditure funds.

Recommended Motion: Approving the contract with Modoc Contracting Co. for the demolition of building and leveling of property located at 7201 & 7209 S. 6th Street. Authorize the Chair to sign the Independent Contractor Certification Statement. Fiscal impact of $44,236.00 from the Extension Service District expenditure funds.
11.

Commissioner Reports

12.

Adjournment




Audio recordings of all proceedings are available at the County Commissioners’ office. The meeting facility is handicap accessible. Persons needing materials in alternate format or communication access, should telephone this office at 541-883-5100 (voice/TDD) or the ADA Coordinator at 541-883-4296 at least 48 hours in advance of the scheduled meeting.
Klamath County Commissioners' Weekly Calendar is subject to change without notice.
305 Main Street 2nd Floor, Klamath Falls, OR 97601
E-mail: bocc@klamathcounty.org     Website: www.klamathcounty.org