HomeMy WebLinkAboutDoc 297 - Intent - SO Janitorial Svcs
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 June 4, 2014
_____________________________
DATE: May 19, 2014
FROM: Darryl Nakahira Sheriff’s Office: 541-617-3369
TITLE OF AGENDA ITEM:
Consideration of Board Signature of the “Notice of Intent to Award” letter for a contract with Cascade
Complete Cleaning Services to provide janitorial services at the Deschutes County Sheriff’s Office.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
In September 2013, the Deschutes County Sheriff’s Office published a Request for Proposal (RFP)
on its web site and in the Bulletin. The RFP was asking for proposals from interested businesses to
provide janitorial services at the Deschutes County Sheriff’s Office.
The Sheriff’s Office received four responses to the RFP. The responses were reviewed and scored
by a three-member team of Sheriff’s Office employees. Three of the companies who responded to
the RFP met the parameters of the RFP. A representative from each of the three companies was
invited to participate in an interview. The same three-member team that reviewed and scored the
RFP responses conducted the interviews. Lastly, the Sheriff’s Office team made reference checks
of each company.
Based on the results of the RFP process and the reference checks, the Sheriff’s Office intends to
enter into a contract with Cascade Complete Cleaning Services.
FISCAL IMPLICATIONS:
Beginning July 1, 2014 the Sheriff’s Office will pay $99,084.55; beginning July 1, 2015 and July 1,
2016, the company is eligible for a 4-6% increase, based on performance.
RECOMMENDATION & ACTION REQUESTED:
Approve and sign “Notice of Intent to Award,” document 2014-297.
ATTENDANCE:
Darryl Nakahira, Sheriff’s Office Legal Counsel
DISTRIBUTION OF DOCUMENTS:
Send an e-mail to Pat Davis, Sheriff’s Office Legal Assistant, when the document has been signed.
June 4, 2014
Sent via First Class Mail
RE: Contract: Janitorial Services at the Deschutes County Sheriff’s Office
NOTICE OF INTENT TO AWARD CONTRACT
On June 4, 2014, the Board of County Commissioners of Deschutes County, Oregon,
considered proposals for the above-referenced project. The Board determined that the
successful bidder for the project was Cascade Complete Cleaning Services of Bend, OR.
This Notice of Intent to Award Contract is issued pursuant to Oregon Revised Statute
(ORS) 279B.135. 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, June 11, 2104.
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 [Day], [Date], [Year] 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 Cont ract
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 proje ct is
required to execute four (4) 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 end orsements
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.
June 4, 2014
Page 2
If you have any questions regarding this Notice of Intent to Award Contract, or the
procedures under which the County is proceeding, please contact Sheriff’s Office Legal
Counsel Bend, OR 97701, telephone (541) 617-3369 or FAX (541) 389-4454.
Sincerely,
BOARD OF COUNTY COMMISSIONERS
DESCHUTES COUNTY, OREGON
__________________________
Tammy Baney, Chair
__________________________
Anthony DeBone, Vice Chair
__________________________
Alan Unger, Commissioner
cc w/enc: Transmitted by First Class Mail on June 4, 2014 to all Proposers (See attached List)
Contract: Janitorial Services at the Deschutes County Sheriff’s Office
Cascade Complete Cleaning Services
19196 Shoshone Rd.
Bend, OR 97702-7926
Fax: none
Central Oregon Janitorial Solutions
361 SE Logsden Suite 100
Bend, OR 97701
Fax: none
Fraser’s Professional Services
PO Box 7392
Bend, OR 97708
Fax: none
279B.135 Notice of intent to award. At least seven days before the award of a public contract,
unless the contracting agency determines that seven days is impractical under rules adopted under
ORS 279A.065, the contracting agency shall post or provide to each bidder or proposer notice of the
contracting agency’s intent to award a contract. This section does not apply to a contract awarded as
a small procurement under ORS 279B.065, an intermediate procurement under ORS 279B.070, a
sole-source procurement under ORS 279B.075, an emergency procurement under ORS 279B.080 or
a special procurement under ORS 279B.085. The notice and its manner of posting or issuance must
conform to rules adopted under ORS 279A.065. [2003 c.794 §64]