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Home My WebLink AboutQualified Pool Intent to Award Ltr Deschutes County Board of Commissioners 1300 NW Wall St., Suite 200, Bend, OR 97701-1960 (541) 388-6570 - Fax (541) 385-3202 - www.deschutes.org AGENDA REQUEST & STAFF REPORT For Board Business Meeting of February 13, 2013 _____________________________ DATE: 1/30/2013 FROM: Ed Keith Forestry 322-7117 TITLE OF AGENDA ITEM: Consideration of Board signature of Document No. 2013-046, a Notice of Intent to Award Letter for Fuels Reduction Work. PUBLIC HEARING ON THIS DATE? No BACKGROUND AND POLICY IMPLICATIONS: Deschutes County has utilized a qualified pool of fuels reduction contractors for several years. Contractors submit proposals for service categories they are intersted in performing and if qualified are placed in a pool and sign a retainer agreement. As specific projects are identified the County Forester negoiates bids with those contractors and those projects are then awarded through a personal services contract. FISCAL IMPLICATIONS: For the remainder of the 2013 fiscal year it is anticipated that approximately $80,000 of fuels reduction work will be awarded to contractors in this pool. Depending on grant funding approximately $300,000 to $500,000 may be awarded to contractors in this pool for the remainder of the calendar year when the pool will be due to be re-advertised. All contracts awarded to this pool are funded through grants. RECOMMENDATION & ACTION REQUESTED: Approve and sign "Notice of Intent to Award" letter. Authorize County Forester to sign individual retainer agreements with the 27 contractors listed in the letter. ATTENDANCE: Ed Keith DISTRIBUTION OF DOCUMENTS: Contact Ed Keith when signed letter is available to mail. Once signed retainer agreements will be returned to Administration for recording. DESCHUTES COUNTY DOCUMENT SUMMARY (NOTE: This form is required to be submitted with ALL contracts and other agreements, regardless of whether the document is to be on a Board agenda or can be signed by the County Administrator or Department Director. If the document is to be on a Board agenda, the Agenda Request Form is also required. If this form is not included with the document, the document will be returned to the Department. Please submit documents to the Board Secretary for tracking purposes, and not directly to Legal Counsel, the County Administrator or the Commissioners. In addition to submitting this form with your documents, please submit this form electronically to the Board Secretary.) Please complete all sections above the Official Review line. Date: 11/30/20131 Department: Kdministration (Forestry~ Contractor/Supplier/Consultant Name: iMultiplel Contractor Contact: IMultiP@ Contractor Phone #: IMultiplel Type of Document: Intent to Award Letter, Qualified Pool of Fuels Contractors Goods and/or Services: Establish a Qualified Pool of Contractors to treat wildland fuels as specified in the advertised Request for Proposals Background & History: Deschutes County has utilized a qualified pool of fuels reduction contractors for several years. Contractors submit proposals for service categories they are intersted in performing and if qualified are placed in a pool and sign a retainer agreement. As specific projects are identified the County Forester negoiates bids with those contractors and those projects are then awarded through a personal services contract Agreement Starting Date: ~/20/20131 Ending Date: 112/31/20131 Annual Value or Total Payment: 1$500,0001 D Insurance Certificate Received check box ~~~~~~~~~~--~---------------,Insurance Expiration Date: nsurance certification is due when ersonal servic Icontract is completed. 12/31/131 Check all that apply: ~ RFP, Solicitation or Bid Process D Informal quotes «$150K) D Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37) Funding Source: (Included in current budget? ~ Yes 0 No If No, has budget amendment been submitted? 0 Yes 0 No Is this a Grant Agreement providing revenue to the County? 0 Yes [gj No Special conditions attached to this grant Deadlines for reporting to the grantor: 1130/2013 If a new FTE will be hired with grant funds, confirm that Personnel has been notified that it is a grant-funded position so that this will be noted in the offer letter: D Yes No Contact information for the person responsible for grant compliance: Name: Phone #: L-I_---l Departmental Contact and Title: Ed Keith Phone #: 322-7117 Department Director Approval: ?~~~~ Signature Date Distribution of Document: Ed Keith Official Review: County Signature Required (check one): 0 BOCC Department Director (if <$25K) o Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. ______) Legal Review DateAJ ? I f} Document Number :;;PI?::> -04 (p 1130/2013 February 13, 2013 Sent via First Class Mail Board of Cou Commissioners 1300 NW Wall St, Suite 200 • Bend. OR 97701-1960 (541) 388-6570· Fax (541) 385-3202 www.co.deschutes.or .us board@co.deschutes.or.us Tammy Baney Anthony DeBone Alan Unger RE: Fuels Treatment Qualified Pool Retainer Agreements NOTICE OF INTENT TO AWARD CONTRACT On January 25, 2013, the Deschutes County Forester considered proposals for selection of a qualified pool of providers for Fuels Treatment Services, pursuant to Deschutes County Code Chapter 2.37.130. Fuels Treatment Services consist of the following categories: 1) Hand piling, 2) Chainsaw thinning, 3) Chipping and removal, 4) Pruning/ladder fuel reduction, 5) Mowing, 6) Tub/horizontal grinding and 7) Fuels removal. The Forester determined which of the proposers' submittals and the particular services they offered represented the best value to the County. Attached to this Notice on Exhibit A is a summary of the proposers and the particular services that the Forester has recommended be placed in a "qualified pool" for selection within the current calendar year to perform such services on various work sites to be identified by the Forester. The decision to not select a particular proposer for one or more services for which a proposal was submitted shall not be construed as County's determination suc!) proposer(s) were not "qualified" in a general sense. Rather, the decision not to select one or more proposers or services being proposed were considered not sufficiently competitive or not in the best interest of the public. This Notice of Intent to Award Contract is issued pursuant to ORS 279B.135 and Oregon Administrative Rule (OAR) 137-047-0610. The Board hereby waives application of Deschutes County Code 2.37.140(c), requiring protests to be filed within three (3) business days. A copy of this Notice is being provided to each firm or person that submitted a proposal for this contract. Any firm or person who believes that they are adversely affected or aggrieved may submit to the Board of County Commissioners of Deschutes County, Oregon, 1300 NW Wall Street, Suite 200, Bend, Oregon 97701, a written protest within seven (7) days after the issuance of this Notice of Intent to Award. The seven (7) day protest period will expire at 5:00 PM Pacific time on February 20,2013. DC 20 13 ~ 046 Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner Any protest must be in writing and specify any grounds upon which the protest is based. If no protest is filed within the protest period, this Notice of Intent to Award becomes an Award of Contract without further action unless, for good cause, this Notice is rescinded by the County before the expiration of the protest period. The selected proposers will execute a retainer agreement, provided by the County. The Forester is hereby authorized to execute such retainer agreements with the proposers (contractors) and the associated services set forth on Exhibit A. Under the terms of the retainer agreement contractors' names will be placed on a list. At such time as the Forester identifies a Work Site and the need for fuels treatment services for which a contractor has been identified, Forester will negotiate with a contractor from the list for a personal services contract. As part of the execution of such contract, the contractor will be required to provide a certificate of insurance. If you have any questions regarding this Notice of Intent to Award Contract, the selection methodology or the procedures under which the County is proceeding, please contact Ed Keith, County Forester, Deschutes County Road Department, 61150 SE 27th Street, Bend, Oregon 97702. Telephone (541) 322-7117. Sincerely, BOARD OF COUNTY COMMISSIONERS DESCHUTES COUNTY, OREGON Alan Unger, Chair Tammy Baney, Vice-Chair Anthony DeBone, Commissioner Qualified Pool of Fuel Reduction Contractors Applicants: Mike Glafka All Seasons Cleanup Services 60911 Ashford Dr. Bend, OR 97702 Allan Clark Allan Clark LLC 13661 SE Cayuse Rd. Prineville, OR 97754 Mike Donahue Arbor 1 Tree Service 1429 NW 10th Bend. OR 97701 Brian Skidgel Bar7 A PO Box 890 Redmond. OR 97756 Mike Sellers Barbwire Fence Company 19520 Rudi Road Bend, OR 97701 Dave Vitelle Bear Mountain Fire, LLC PO Box 145 Sisters, OR 97759 Eric Evans Botanical Developments, LLC 409 NW Franklin Ave. Bend, OR 97701 Richard Brown Cascade Brush Clearing 2660 NE Hwy 20 Ste 610-330 Bend, OR 97701 Art Chase Chase Construction &Trucking PO Box 9087 Bend. OR 97708 Eric Metzger Eric Metzger 724 SE th St. Bend, OR 97702 Wade Fagen Fagen Trees & Chips 1328 NE Seward Bend. OR 97701 Craig Smith Geoterra 21920 Obsidian Ave. Bend, OR 97702 Laura Handy Heart of Oregon Corps, Inc. PO Box 279 Bend. OR 97709 Marc Barnes Integrated Resource Management PO Box 547 Philomath, OR 97370 Keith Ross Keith Ross Contracting. LLC 5067 W Hwy 126 Redmond, OR 97756 Mike Shields LaPine Equipment. Inc. PO Box 154 La Pine, OR 97739 Jeremy Dice PatRick Corporation PO Box 758 Redmond, OR 97756 I I i J Bob Otteni Professional Tree Care 53364 Bridge Dr. La Pine, OR 97739 John Williams Quicksilver Contracting Co. 64682 Cook Ave. Bend, OR 97701 Larry Rue Rue Forest Contracting 10909 Ochoco Hwy. Prineville, OR 97754 Dave Elpi Sisters Forest Products, LLC 69490 Green Ridge Loop Sisters, OR 97759 Andy Smith Spring River Tree Service, Inc. PO Box 1987 Sunriver, OR 97707 Steve Glazier Steve Glazier 65123 85th St. Bend, OR 97701 Scott Nelson Summitt Forests Inc. 1257 Siskiyou Blvd. Ashland, OR 97520 Steve Lawrence T2, Inc. 44501 Wiley Creek Dr. Sweet Home, OR 97386 I Tom Glazier TGX Clearland 64925 Hunnel Rd. Bend, OR 97701 Ronald Paden I Woodland Rehab & Restoration PO Box 821 [ La Pine, OR 97739 I I Exhibit A c:: 0 'ij ::J ~." 2! :s en 'i a; c:: a; > 'C .i!l1li 0 .i! \!Jc:: E .. ::J'c 2! CII 'i ftI c:: ." .... .t:.." c::::c ." 0 ."c:: .!! ~ .... ftI N c:: ~ "'" 'C ftI l1li 0ftI c:: ~ l1li ~'ji en 'ji c:: ::t: ." c:: C 'j "'" 0 c:: 'n; 0.. .a Eis ::J 0Company ftI 0 .. :! ~ ~ I::t: a. All Seasons Cleanup Services X X X X X X Allan Clark LLC X X X X X X -I Arbor 1 Tree Service X X X X X Bar7 A X X X Barbwire Fence Company X X X X X X Bear Mountain Fire, LLC X X X X X X Botanical Developments, LLC X X X X X X Cascade Brush Clearing X Chase Construction &Trucking X Eric Metzger X X X X Fagen Trees &Chips X X X X X X X Geoterra X X X X X X ~ Heart of Oregon Corps, Inc. X X X X X I Integrated Resource Management X X X X X I Keith Ross Contracting, LLC X X X X X X X I laPine Equipment, Inc. X X X X X PatRick Corporation X X X X X X Professional Tree Care X X X X X X Quicksilver Contracting Co. X X X X X X X , Rue Forest Contracting X X X X X X Sisters Forest Products, LLC X X X X X X i Spring River Tree Service, Inc. X X X X X X Steve Glazier X X X X X Summitt Forests Inc. X X X X X X T2, Inc. X X I I TGX Clearland X X X X X I Woodland Rehab & Restoration X X I i I "X" indicates bidder will be placed in the qualified pool for the specified service I ! r