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Commissioners Agenda for Wednesday, May 9, 2012

Douglas County Courthouse, Room 216 Roseburg, Oregon


CHAIR Susan Morgan    
COMMISSIONER Doug Robertson    
COMMISSIONER Joseph Laurance   DATE 5/9/2012 9:00 AM
Contact Email:    



MINUTES of the Board meeting held on May 2, 2012


1. PUBLIC HEARING – For Annexation of Property (Keith Cubic)
Hearing for Annexation of Property to the Calapooia Rural Fire District. Chief Petitioner: WILLIAMS.

2. BUILDING FACILITIES – First Modification of Contract (Kevin Potter)
First modification of Contract #26911 with Siemens Industry, Inc. for Justice Center HVAC Control Upgrades. Modification covers several change orders to complete the project and provides for integration of the energy efficiency projects to reduce energy consumption. Modification is for an additional $10,621.00. Total contract: $125,461.00.

3. FAIRGROUNDS – Order Cancelling Bid #022 (Harold Phillips)
Cancellation of Bid #022 for Fairgrounds RV Restroom Replacement in the best interest of the public to allow more detailed drawings and specifications to be donated.

4. INFORMATION TECHNOLOGY – Renewal of Software Agreement (Kevin Potter)
In 2006, the County installed a computerized Building and Planning software system from CRW Systems, to be used by the County’s Building and Planning departments. Support and maintenance costs are paid annually by the County for continued use of this system. The renewal of the contract renegotiates the support rates the County pays annually, resulting in a decrease of $71,000.00 over the next 5 years. It also allows the County to upgrade to the very latest version of the system for $3,000.00 (normally a $20,000.00 cost).

5. INFORMATION TECHNOLOGY -- Award of Law Enforcement Public Safety System RFP #015
On November 4, 2011, RFP #015 was released for a Law Enforcement Public Safety System replacement, replacing the County’s 911 Computer Aided Dispatch (CAD) system, Sheriff Records System (RMS), Jail Management System (Jail), and District Attorney (DA) System. Support for the existing software systems supplied by Tiburon, Inc, has expired, and the vendor has notified the County their current product is at end of life. Responses to the RFP were received from 10 vendors. Evaluations, site visits, onsite demos, and reference verifications were done on all vendors. It is the recommendation of the Sheriff and I.T. departments to award the CAD, RMS and Jail systems to Executive Information Services (EIS) Inc. It is the recommendation of the DA and I.T. department to award the DA system to Karpel Solutions.

6. LAND DEPARTMENT – Land Sale Agreement, Order to Accept Deed, and Warranty (Gary Groth)
Land Sale Agreement, Order to Accept Deed, and Warranty Deed from L & H Lumber Co. for the acquisition of land to be used by Public Works. Property is needed as right-of-way for road improvement work and will also be used as a wetlands mitigation bank. Consideration is $155,000.00.

7. LAND DEPARTMENT – Road Use Permit (Gary Groth)
Road Use Permit with Rome Creek Timber LLC for a non-exclusive right to use a County road system at Noel Ridge Road near Reedsport. Permit expires December 31, 2012.

8. SHERIFF – Contract Extension (John Hanlin)
Contract extension with Bold Planning Solutions for continuity of operations planning. This modification allows the County to align the contract with the grant funding agreement which allows for maintenance and access through June 30, 2013. 100% grant funded.

9. SHERIFF – Contract Extension (John Hanlin)
Contract extension with City of Myrtle Creek for housing of inmates. $73.20 per inmate per day.

10. SHERIFF – Homeland Security Grant (John Hanlin)
This grant, in conjunction with Title III funds, will purchase and outfit a mobile command and control trailer. The trailer will be used for on-scene command and communications for search and rescue operations, major law enforcement operations and other operations as needed.



The next regularly scheduled Board meeting will be held May 16, 2012 at 9:00 a.m. in Room 216 of the Douglas County Courthouse, Roseburg, OR.


Douglas County may audio/video record the proceedings of this meeting for future broadcast or other purposes. Note: Department Head Work sessions are not recorded A copy of any audio/video recording is available upon written request made to the Information Technology department. Cost is $5 per cd/dvd copy plus $2 shipping costs. Send a money order to: Douglas County Information Technology, 1036 SE Douglas, Room 123, Roseburg, OR 97470. Please include dates of requested dvd's or cd's and shipping address.

As part of public policy, Douglas County will attempt to provide public accessiblilty to services, programs and activities. If accommodation is needed to participate at this meeting, please contact the Board of Commissioner's office (541) 440-4201 at least 48 hours prior to the scheduled meeting time.

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