HomeMy WebLinkAboutIntent to Award - Rock for Chip SealDeschutes County Board of Commissioners
1300 NW Wall Street, Suite 200, Bend OR 97701-1960
541.388.6570 -Fax 541.385.3202 www.deschutes.org
AGENDA REQUEST AND STAFF REPORT
For Board Business Meeting of: March 12,2014
DATE: March 4,2014
FROM: Tom Shamberger Road Department Phone: 541.322.7120
TITLE OF AGENDA ITEM:
Consideration for Chair Signature of Document No. 2014-043, a Notice of Intenet to Award
Contract Letter for "Supply and Hauling of Crushed, Pre-Coated Rock for Chip Seal 2014".
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
The Deschutes County Road Department opened sealed bids on March 4, 2014 for the supply
and haul of crushed, pre-coated rock for use in the 2014 chip seal season. Chip sealing is the
primary pavement preservation technique used by Deschutes County to extend the pavement life
of an annually selected portion of the 700 miles of paved roads in the County. It is an economical
process that can be reapplied every 7 to 10 years when needed. About 80% of the cost of chip
seal is the material cost of liquid asphalt and coated chip seal rock procured from private
contractors. This is an annual contract for the purchase of coated chip seal rock and will cover
approximately 118 miles scheduled to be treated in 2014 on roads in Deschutes County, the City
of Bend, and the City of Redmond.
Two bids were received for the coated chip rock. High Desert Aggregate and Paving was the
low bid ($558,155.00) followed by Knife River at $559,062.50.
FISCAL IMPLICATIONS:
Funds for this contract are included in the Asphalt and Aggregate line item of the Road
Department budget (Fund #325).
RECOMMENDATION AND ACTION REQUESTED:
Move Chair signature on the Intent to Award Contract to High Desert Aggregrate and Paving,
Inc. in the amount of$558,155.00.
ATTENDANCE: George Kolb, Tom Shamberger
DISTRIBUTION OF DOCUMENTS: Return signed documents to Sheila OdIe at the Road
Department for distribution.
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and olher agreements, regardless of whether the document is 10 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: 13-5-141 Department: IRoad~
Contractor/Supplier/Consultant Name: High Desert Aggregate and Pavin ,Inc.
Contractor Contact: Mike Moore Contractor Phone #: 41.504.856
Type of Document: Purchase of Goods andlor Services
Goods and/or Services: The Supplying and Hauling of Crushed, Pre-coated Rock for
Chip Seal 2014
Background & History: Chip Seal is a primary maintenance tool used to extend the life
of paved roads. This is an annual contract for pre-coated chip seal rock used in the chip
seal process. The Road Department has used this product with the same specifications
before with very good results. This supplier is a regular bidder and has supplied this
product in the past in a satisfactory manner.
Agreement Starting Date: March 19, 2014 Ending Date: May 23, 2014
Annual Value or Total Payment: $558,155.0
o Insurance Certificate Receiied (CleCk box)
Insurance Expiration Date:
Check all that apply:
181 RFP, Solicitation or Bid Process o Informal quotes «$150K)o Exempt from RFP. Solicitation or Bid Process (specify -see DCC §2.37)
Funding Source: Road Fund {fund 325)(lncluded in current budget? 181 Yes 0 No
If No, has budget amendment been submitted? 0 Yes o No
Is this a Grant Agreement providing revenue to the County? 0 Yes 181 No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
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
31512014
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title: Tom Shamberger IOperations Manage~
Phone #: 1541.322. 7120j
Department Director Approval:
Distribution of Document: Who gets the original document and/or copies after it has
been signed? Include complete information if the document is to be mailed.
___---"__
Official Review:
County Signature Required (check one): 1&1 SOCC Department Director (if <$25K)
o Administrator (if >$25K but <$150K; if >$150K, SOCC Order No. ____---I)
Legal Review Date
Document Number: 2014-043
31512014
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Board of Coun 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.us1, board@co.deschutes.or.us
Tammy Baney
Anthony DeBone
1 March 12,2014 Alan Unger
I
:1
High Desert Aggregate & Paving, Inc.
P.O. Box 1929
Redmond, OR 97756
RE: Project -Contract for the Supplying and Hauling of Crushed, Pre-Coated
Rock for Chip Seal 2014
NOTICE OF INTENT TO AWARD CONTRACT
On March 12,2014 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 & Paving, Inc. of Redmond, OR 97756 with a bid of Five Hundred Fifty Eight
Thousand One Hundred Fifty Five and 00/100 Dollars ($558,155.00).
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 19, 2014.
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 26, 2014 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.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner
J
High Desert Aggregate & Paving, Inc.
March 12,2014 .
Page 2
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
Tammy Baney, Chair
ccw/enc: Transmitted by Facsimile and First Class Mail on March 12, 2014 to all bidders (3 pages)
See attached List
The Supplying and Hauling of Crushed, Pre-Coated Rock For Chip Seal 2014
Contract # 2014-044
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
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