HomeMy WebLinkAboutDoc 089 - Intent to Award - Paint for Roads-.------~------
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 April 3, 2013
Please see directions for completing this document on the next page.
DATE: March 26, 2013.
-FROM: Tom Shamberger Road Department Phone # 541-322-7120
TITLE OF AGENDA ITEM:
Consideration for Boards Signature of Intent to Award Contract letter 2013-089 for "Supply and
Delivery of Durable Ultra Hi-Build, High-Performance Waterborne Traffic Line Paint 2013"
IlUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
Deschutes County Road Department opened sealed bids on March 26, 2013 for the Supply and
Delivery of Durable Ultra Hi-Build, High-Performance Waterborne Traffic Paint used for striping
I
fCounty roads. Most County roads have the existing yellow center line strips and white fog lines
repainted every summer to freshen up existing painted lines. New road striping is also required for
new asphalt overlays and on maintenance chip seals after the summer construction season. This annual
contract will repaint most of the 700 miles of paved road under the County jurisdiction and include t
contact road striping for Jefferson and Crook County's and the cities of Redmond and Madras. There I'
were two bidders for this contract. The low bidder was The Sherwin-Williams Company. IFISCAL IMPLICATIONS:
Funds for this contract are included in the Road Striping line item of the Road Department 2013-2014
budget (fund 325)
RECOMMENDATION & ACTION REQUESTED:
Move Chair signature on the Intent to Award Contract to The Sherwin-Williams Company in the
amount of$418,500.00
ATTENDANCE: Chris Doty, Tom Shamberger
DISTRIBUTION OF DOCUMENTS:
Return signed documents to Sheila at the Road Department for distribution.
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: @-26-131 Department: [Roadsl
Contractor/Supplier/Consultant Name: The Sherwin-Williams Company
Contractor Contact: Neil Schermerhorn Contractor Phone #: (832) 444-9168
Type of Document: Intent to Award Letter 2013-089
Goods and/or Services: Contract for "The Supplying and Delivery of Durable Ultra Hi
Build High -Performance Waterborne Traffic Line Paint"
Background & History: This contract is for traffic line paint used to paint yellow center
line strips and white fog line on County roads. Most roads need to be striped annually in
the summer to freshen up the painted lines and to replace strips and fog lines covered
up after new overlays and chip seals. This supplier is a regular bidder and has supplied
this product in the past in a satisfactory manner.
Agreement Starting Date: April 22, 2013 Ending Date: December 31,2013
Annual Value or Total Payment: ~418,50bJ)Qj
f
I
1
I
Check all that apply:
[g] 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? [g] 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 [g] No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
3/27/2013
.. oJ •
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: 0 Yes 0 No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title: Tom Shamberger Operations Manager
Phone #: (541) 322-~
Department Director Approval: U\ -~~1/13
Signature ate I
Distribution of Document: Sheila Odie at The Road Department
Official Review:
County Signature Required (check one): 0 SOCC 0 Department Director (if <$25K)
o Administrator (if >$25K but <$150K; if >$150K, SOCC Order No. _____
Legal Review Date
Document Number 2013-089
3/27 /2013
Summary of Bids
March 26, 2013
For The Supply and Delivery of Durable Ultra Hi-build, high Performance
Waterborne Traffic Line Paint
Company Name Bid Amount
The Sherwin -Williams Company $418,500.00 (Awarded)
Neal Schermerhorn
101 Prospect Ave.,720 Guldhall
Cleveland, Oh 44115
Phone: (832) 444-9168
Ennis Paint, Inc. $483,750.00
Dane Alsabrook
115Todd Court
Thomasville, N.C.
Phone: (469) 552-5816
Board of Cou Commissioners
P,O, Box 6005 • Bend, OR 97708-6005
1300 NW Wall St, Suite 206· Bend, OR 97701-1960
April 3, 2013
The Sherwin-Williams Co .
Neal Schermerhorn
101 Prospect Ave.
720 Guildhall
Cleveland, OH 44115
(541) 388-6570· Fax (541) 385-3202
www .co .deschutes.or.us
board@co,deschutes ,or,us
Tammy Baney
Anthony DeBone
Alan Unger
RE: Project -Contract for the Supplying and Delivery of Durable Ultra Hi-Build,
High-Performance Waterborne Traffic Line Paint 2013
NOTICE OF INTENT TO AWARD CONTRACT
On April 3, 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 The Sherwin
Williams Co. with a bid of Four Hundred Eighteen Thousand Five Hundred and 00/100
Dollars ($418,500 .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 April 10, 2013.
Intent To Award 2013-089
Page 1 of 3
Enhancing the Lives a/Citizens by Delivering Quality Services in a Cost-Effective Manner
The Sherwin-Williams Co.
April 3, 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 April 24, 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 a
separate endorsement naming Deschutes County as an additional insured. A
blanket endorsement is not adequate.
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
cc w/enc: Transmitted by Facsimile and First Class Mail on April 3, 2013 to all bidders (3 pages)
See attached List
Intent To Award 2013-089
Page 20f3
Contract for the Supplying and Delivery Durable Ultra Hi-Build,
High-Performance Waterborne Traffic Line Paint 2013
The Sherwin-Williams Co.
Neal Schermerhorn
101 Prospect Ave., 720 Guldhall
Cleveland, OH 44115
Phone: (832) 444-9168
Fax: (360)838-1250
Email: nealscherm@comcast.net
Ennis Paint, Inc.
Dane Alsabrook
115 Todd Court
Thomasville, NC 27360
Phone: (469) 522-5816
Fax: (336)475-7900
Email: contracts@ennistraffic.com
Intent To Award 2013-089
Page 3 of 3