HomeMy WebLinkAboutDoc 061 - Intent to Award - Rock for Chip SealDeschutes 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 March 13, 2013
Please see directions for completing this document on the next page.
DATE: March 5,2013
FROM: Tom Shamberger Road 541-322-7120
TITLE OF AGENDA ITEM:
Consideration of Signature of Document No. 2013 -061, A Notice of Intent to Award Contract for The
Supplying and Hauling of Crushed, Pre-Coated Rock for Chip Seal
PUBLIC HEARING ON THIS DATE? NO
BACKGROUND AND POLICY IMPLICATIONS:
The County Road Department opened bids on March 5,2013 for The Supplying and Hauling of
Crushed, Pre-Coated Rock for Chip Seal. This action issues a Notice ofIntent to Award the contract to
the apparent low bidder and allows seven days for a party to protest the bid. If there is no protest within
the seven day period, the contract is awarded to the low bidder. This contract supplies pre-coated chip
seal rock for approximately 100 miles of roads to be chip sealed this summer. The bids for the project
are as follows:
High Desert Aggregate and Paving: $463,815.00
Knife River Corp: $562,845.00
FISCAL IMPLICATIONS:
This project is budgeted in FY 13-14.
RECOMMENDATION & ACTION REOUESTED:
Move approval of Board Signature of Document No. 2013-061, A Notice of Intent to Award Contract
to the apparent low bidder, High Desert Aggregate and Paving for The Supplying and Hauling of
Crushed, Pre-Coated Rock for Chip Seal in the amount of$463,815.00
ATTENDANCE: George Kolb, County Engineer
DISTRIBUTION OF DOCUMENTS:
Copy to Sheila OdIe (ext. 7148) at the Road Department
185661
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: 13/5/20131 Department: IRoadl
Contractor/Supplier/Consultant Name: Hi h Desert A re ate and Pavin
Contractor Contact: 1M ike Moore! ..... : 1'--5-4-1--5-0--'4'-----"'-----C--'o~n'-t-ra c-t-o-r-P-h-o-ne-#....
Type of Document: Contract
Goods and/or Services: Provides for the supplying and hauling of crushed, pre-coated
rock for chip seals
Background & History: The County Road Department opened bids on March 5,
2013 for The Supplying and Hauling of Crushed, Pre-Coated Rock for Chip Seal. This
action issues a Notice of Intent to Award the contract to the apparent low bidder and
allows seven days for a party to protest the bid. If there is no protest within the seven
day period, the contract is awarded to the low bidder. This contract supplies pre-coated
chip seal rock for approximately 100 miles of roads to be chip sealed this summer.
Agreement Starting Date: 13/20/20121 Ending Date: ~/8/20131
Annual Value or Total Payment: 1$463,81 ~
o Insurance Certificate Receiled (CieCk box)
Insurance Expiration Date:
Check all that apply:
~ RFP, Solicitation or Bid Process o Informal quotes «$150K) o Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
Funding Source: (Included in current budget? ~ Yes No
If No, has budget amendment been submitted? 0 Yes 0 No
Is this a Grant Agreement providing revenue to the County? Yes 0 No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
3/5/2013
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: DYes D No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title: [om Shambergerl, Operations Manager
Phone #: 541-322-7120
Department Director Approval: ___________
Signature Date
Distribution of Document: Copy to Sheila Odie (ext. 7148) at the Road Department
Official Review:
County Signature Required (check one): ~ BOCC 0 Department Director (if <$25K)
o Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. ____-I)
Legal Review ~~, fJttz;f2. Date '? -.,< 13
DC L U1.5 -U C 1Document Number ___________
3/5/2013
i If a new FTE will be hired with grant funds, confirm that Personnel has been notified that I I it is a grant-funded position so that this will be noted in the offer letter: DYes 0 No
Contact information for the person responsible for grant compliance: Name:1 Phone #:i I Departmental Contact and Title: [om Shambe~, Operations Manager ,I
Phone #: 541-32~
I Department Director Approval:
C~ 0)/0')/13
Signature Date
I Distribution of Document: Copy to Sheila Odie (ext. 7148) at the Road Department
I Official Review: J i County Signature Required (check one): 0 SOCC 0 Department Director (if <$25K)
I o Administrator (if >$25K but <$150K; if >$150K, SOCC Order No. _~__---')
Legal Review Date
Document Number _--"d,,-o=:.-r-I=3_--=:;.O.....:(,"--l{_____-
I
l
I
i
3/5/2013
J
Road De artment
61150 SE 27th St. • Bend, Oregon 97702
[541) 388-6581 • FAX [541) 388-2719
MEMORANDUM
']'0: SO ,\Il[) OF COUNTY C01vl:'vIISSIONLRS
1'llOM: CI·:OI<.C; r,: KOI.B, COUNTY 1': NC INr:IJ~
S(JIlJ ECT: [NTINl'TO ,\ \X/,\Im CONT1L\Cl' FOR TIII ~ SUPPJ.Y[NC ,\ND [-!J\ULIN G OF CRUSHED, I'RE-COATLD I~O C j( FO R CI [II' Sb\1.
I)j\' I'L: 3/ 5/2013
Background:
The Road Department prepared plans and specifications for The Supplying and Hauling of Crushed, Pre-coated Rock for Chip Seal.
The project was advertised in the Portland "Daily Journal of Commerce" and in the Bend "Bulletin" on February 19, 2013 and
I c hmar), 25, 2013.
D isc Ll ss ion:
\ lolal of two (2) firms submitted bid s to the Road Department. The bid s were opened at 2:00 p .m, on March 5,2013, and are as
,', Jllows:
COMPANY ORIGINAL BID AMOUNT
llig b Desert Aggregate & Paving $463,815
kllife Riv e r, Corp. $562,845
$512,960
\Ilached for your perusal is a compilation of the bids and includes the engineer's estimate
lZecommendation:
The Road Department recommend s that the Intent to Award the contract for The Supplying and Hauling of Crushed, Pre-coated
IZod: for Chip Seal be issued to the low bidder, High Desert Aggregate & Paving of Redmond, Oregon for $463,815
Quality Services Performed with Pride
SUPPLYING AND HAULING OF CRUSHED, PRE-COATED ROCK FOR CHIP SEAL, 2013
SUMMARY OF BIDS
March 05, 2013
DESCRIPTION
Redmond Stockpile site, Negus Transfer
3/8"-#8
----~.".-~-~---"--.----.
2 iRedmond Stockpile site, Negus Transfer
1/4"-#10----_.... --_.
3 iBend Stockpile Site. Road Department.
3/8" -#8
4 IGerking Pit Stockpile Site. Gerking Market I
Road.._ ~?" -#?
5 IYoung Road Pit Stockpile Site, Young
Road Pit. 3/8" -#8
6 ICitYof Sisters Stockpile Site, Locus
Stree!. 3/8" -#8
7 I Fryrear Stockpile, Sisters Transfer
Station, 3/8" -#8
8 I Bridge Drive Stockpile site, Bridge Drive,
3/8" -#8
700iTons
1730iTons~
4200 ITons I
1700lTons I
28OOlTons
1600IToriS
1700 i Tons
i
1600iTons
$32.001 $22,400.001 $25.501
~$32~OO (-iS5,360.00r $25.501
$32.001~$134,400.ool ----$31.001
$32.001 $54,400.001 $29.001
$32.001 $89,600.00 $27.00 I
__ .~__ I ----
$32.001 _. $51.200.00 ·_$29.001
i
$32.001 $54,400.00 I$27.50:
i
i
$32~001 $51.200.00 $33.501
$17,850.001
$44,115.001
$130,200.001
$49.300.001
$75,600.001
$46.400.00
$46,750.00
$53,600.00
$34.501
$34.001
$35.001
$34.501
$34.001
-----._-
$35.00
i
$34.25
1
$40.50;
$24,150.00
$58,820.00
$147.000.00
$58,650.00
$95.200.00
$56,000.00
$58,225.00
$64.800.00
Board of Cou Commissioners
P.O. Box 6005· Bend, OR 97708-6005
1300 NW Wall St, Suite 206 • 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
March 13, 2013 Alan Unger
High Desert Aggregate and Paving, Inc.
P.O. Box 1929
Redmond, OR 97756
RE: Project -Contract No. 2013-062 The Supplying and Hauling of Crushed,
Pre-Coated Rock for Chip Seal 2013
NOTICE OF INTENT TO AWARD CONTRACT
On March 13,2013 the Board of County Commissioners of Deschutes County, Oregon,
considered proposals for the above-referenced project. The Board of County
Commissioners determined that the successful bidder for the project was High Desert
Aggregate and Paving, Inc. for Four Hundred Sixty Three Thousand Eight Hundred
Fifteen and 00/100 Dollars ($463,815.00).
This Notice of Intent to Award Contract is issued pursuant to Oregon Revised Statute
(ORS) [specify 279B.135 for contracts other than public improvements or 279C.375 for
public improvements]. A copy of this Notice is being provided to each firm or person
that submitted a bid or 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 Deschutes Services Building, 1300
NW Wall Street, Bend, Oregon 97701. The seven (7) calendar day protest period will
expire at 5:00 PM on Wednesday March 20, 2013.
DC 20 13 ~ 0 61
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner
High Desert Aggregate and Paving, Inc.
March 13, 2013
Page 2
Any protest must be in writing and specify any grounds upon which the protest is based.
Please refer to Oregon Administrative Rules (OAR) 137-049-0450 for construction
contracts or OAR 137-047-0740 for contracts other than construction. If a protest is
filed, a hearing will be held at 10:00 a.m. on March 27, 2013 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 County unless the Board of
County Commissioners for good cause, rescinds this Notice before the expiration of the
protest period. The successful bidder or proposer on a Deschutes County project is
required to execute three (3) copies of the Contract, which will be provided when the
contract is negotiated. In addition to the execution of Contract, the contractor will be
required to provide one or more certificates of insurance together with endorsements
naming Deschutes County as an additional insured.
All contract copies will need to be returned to the County for execution. After all parties
have signed the contract, a copy of the contract will be forwarded to you along with a
notice to proceed.
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 Bend, OR 97701, telephone (541) 388-6625 or FAX (541) 383-0496.
Sincerely,
DESCHUTES COUNTY, OREGON
Alan Unger, Chair
ccw/enc: Transmitted by Facsimile and First Class Mail on March 13, 2013 to all bidders (3 pages)
See attached List
Contract No. 2013-062 The Supplying and Hauling of Crushed, Pre-Coated Rock for
Chip Seal 2013
High Desert Aggregate and Paving, Inc.
Mike Moore
P.O. Box 1929
Redmond, OR 97756
Phone: (541) 504-8566
Fax: (541) 548-7600
Knife River Corporation -Northwest
Chris Doan
64500 OB Riley Road
Bend, OR 97701
Phone: (541) 388-0445
Fax: (541) 388-8932