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Home My WebLink AboutDoc 087 - Intent to Award - Wildland FuelsI I 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 8, 2012 DATE: January 23,2012 TO: Deschutes County Board of Commissioners FROM: Joe Stutler, Forestry, 322-7117 TITLE OF AGENDA ITEM: Consideration of Chair Signature of Document No. 2012-087, a Notice of Intent to Award Contract Letter for the 2012 Qualified Contractor Pool to treat wildland hazardous fuels; and authorize County Forester to sign individual retainer agreements with the 24 potential contractors and various projects. PUBLIC HEARING ON THIS DATE? NO BACKGROUND AND POLICY IMPLICATIONS: Deschutes County has utilized the Qualified Pool concept the previous four years by creating a pool of contractors that essentially pre-qualify for services to treat wildland fuels on both private and County owned lands. The results of past efforts has effectively reduced costs of treatment by at least 50%. After approval of the Notice ofintent to Award, individual Retainer Agreements are mailed to members ofthe Qualified Pool, which will be signed and returned. As on-the-ground projects are identified, final bids for each project will be submitted to the County Forester and after receiving proof of insurance, service contracts will be awarded to successful bidders who are on the Qualified Pool. FISCAL IMPLICATIONS: Each grant that is awarded to Deschutes County is reimbursable, meaning that the money must be spent to be reimbursed. Each grant requires accomplishment updates either quarterly or when we seek reimbursement, or during year-end reporting. For the remainder of this FY, the County is anticipated to spend approximately $250,000 and approximately another $250,000 thru December 2012 (next FY) when the Qualified Pool will be due for re-advertisement. RECOMMENDATION & ACTION REQUESTED: Approve Chair Signature of the Notice of Intent to Award Contract Letter; and authorize County Forester to sign individual retainer agreements for the 24 potentially involved contractors and various projects. ATTENDANCE: Joe Stutler DISTRIBUTION OF DOCUMENTS: All retainer agreements will be mailed to the members of Qualified Pool by the County Forester. Copies will be given to Administration staff for recording purposes upon return of retainer agreements by contractors. DESCHUTES COUNTY DOCUMENT SUMMARY (NOTE: This fonn 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. Ifthe document is to be on a Board agenda, the Agenda Request Fonn is also required. If this fonn 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 fonn with your documents, please submit this fonn electronically to the Board Secretary.) Please complete all sections above the Official Review line. Date: panuary 23, 20121 Department: IForestryj Contractor/Supplier/Consultant Name: IMultiple, see lis~ Contractor Contact: lfTlultip!€l Contractor Phone #: Imultip!€l Type of Document: Retainer Agreement based on qualified pool. Goods and/or Services: Treat wildland hazardous fuels on private and county owned properties in Deschutes County as specified in the RFP for the qualified pool. Background & History: Deschutes County has utilized the Qualified Pool concept the previous four years by creating a pool of contractors that essentially pre-qualify for services to treat wildland fuels on both private and county owned lands. The results of past efforts have effectively reduced costs of treatment by at least 50%. After approval of the Notice of Intent to Award, individual Retainer Agreements are mailed to members of the Qualified Pool which will be signed and returned. As on-the-ground projects are identified, final bids for each project will be submitted to the County Forester and after receiving proof of insurance, service contracts will be awarded to successful bidders who are on the Qualified Pool. Agreement Starting Date: ~/10/20121 Ending Date: 112/31/20121 Annual Value or Total Payment: 1$500,OOq I Check all that apply: [8] 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? [8] Yes D No If No, has budget amendment been submitted? DYes D No Is this a Grant Agreement providing revenue to the County? [8] Yes D No 1/23/2012 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: D Yes ~No Contact information for the person responsible for grant compliance: Name: Joe Stutler Phone #: 322-7117 Departmental Contact and Title: Eric Kropp Phone #: 6584 I Department Director Approval: ----6.-W~::....z..;'=----..1:(-=-~.Jfff-,lrlftf-l-V-- Signature] Date I Distribution of Document: All retainer agreements will be mailed to the members of Qualified Pool by County Forester, copies will be given to Connie Thomas for recording purposes upon return of retainer agreements by contractors. Official Review: County Signature Required (check one): 0 BOCC 0 Department Director (if <$25K) 1 o Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. ____-I)I 12.Legal Review Date-iJ~" D~ I Document Number ;to \1 .. -0 S I ..., c 14 I I 1I23/2012 Board of Coun 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 February 8, 2012 Anthony OeBone Alan Unger Sent via First Class Mail RE: Fuels Treatment Qualified Pool Retainer Agreements NOTICE OF INTENT TO AWARD CONTRACT On January 23, 2012, 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 one or more of the following: hand piling, chainsaw thinning, chipping and removal, pruning/ladder fuel reduction, mowing, tub/horizontal grinding and 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 such 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 15, 2012. 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 identi'fies 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 Joe Stutler, County Forester, Deschutes County Road Department, 61150 SE 27th Street, Bend, Oregon 97702. Telephone (541) 322-7117. Sincerely, Anthony DeBone, Chair Deschutes County Board of Commissioners Qualified Pool Applicants John Williams, Quicksilver Contracting Co., 64682 Cook Ave. #99, Bend, OR 97701. Jeremy Totman, T2, Inc., 44501 Wiley Creek Drive, Sweet Home, OR 97386. Marc Barnes, Integrated Resource Management, PO Box 547, Philomath, OR 97370. David Holmes, Heart of Oregon Corps Inc., PO Box 279, Bend, OR 97709. Scott Nelson, Summitt Forests Inc., PMB 218,1257 Siskiyou Blvd., Ashland, OR 97520. David Vitelle, Bear Mountain Fire, PO Box 145, Sisters, OR 97759. Edward Dalebout, 2130 SW Canyon Drive Apt. A, Redmond, OR 97756 Mike Shields, La Pine Equipment, PO Box 154, La Pine, OR 97739. Keith Ross, Keith Ross Contracting, 5067 W. Hwy. 126, Redmond OR 97756. Mike Glafka, All Seasons Cleanup Service, 60911 Ashford Drive, Bend, OR 97702. Scott Spaulding, Spaulding Property Maintenance, 2660 NE Hwy 20, Suite 610-69, Bend, OR 07701 Eric Metzger, Running Tree, LLC, PO Box 36, Camp Sherman, OR 97730 David Elpi, Sisters Forest Products, LLC, 69490 Green Ridge Loop, Sisters, OR 97759. Allan Clark, Allan Clark, LLC, 13661 SE Cayuse Street, Prineville, OR 97754. Andy Smith, Spring River Tree Service, Inc., PO Box 1987, Sunriver, OR 97707. Mike Donahue, Arbor 1 Tree Service, 1429 NW 10th Street, Bend, OR 97701 Mike Sellers, Barbwire Fencing Company, 19520 Rudi Road, Bend, OR 97701 Brian Skidgel, Bar 7 A, PO Box 890, Redmond, OR 97756 Eric Evans, Botanical Developments, 409 NW Franklin, Bend, OR 97701 Art Chase, Chase Construction & Trucking, PO Box 9087, Bend, OR 97708 Jeremy Dice, PatRick Corporation, PO Box 758, Redmond, OR 97756. Larry Rue, Rue Forest Contracting, 36225 Highway 213, Molalla, OR 97038 Tom Glazier, Bend Chainsaw, 64925 Hunnell Road, Bend, OR 97701 Richard Brown, Cascade Brush Clearing, 2660 NE Hwy 20, Suite 610-330, Bend OR 97701 Exhibit A All Seasons Clean Up Services 1 Hand Piling 2 Chainsaw Thinning 3 Chipping & Removal 4 Pruning & Ladder Fuel Reduction 5 Mowing 7 Removal &Haul Debris Allan Clark, LLC 1 Hand Piling 2 Chainsaw Thinning 3 Chipping &Removal 4 Pruning &Ladder Fuel Reduction 5 Mowing 7 Removal &Haul Debris Arbor 1 Tree Service 1 Hand Piling 2 Chainsaw Thinning 3 Chipping &Removal 4 Pruning & Ladder Fuel Reduction 5 Mowing 7 Removal & Haul Debris Barbwire Fence Company 1 Hand Piling 2 Chainsaw Thinning 3 Chipping & Removal 4 Pruning &Ladder Fuel Reduction 5 Mowing 7 Removal &Haul Debris Bar 7 A 1 Hand Piling 2 Chainsaw Thinning 6 Tub &Horizontal Grinding 7 Removal & Haul Debris Bear Mountain Fire, LLC 1 Hand Piling 2 Chainsaw Thinning 3 Chipping &Removal 4 Pruning &Ladder Fuel Reduction 5 Mowing 7 Removal &Haul Debris Bend Chainsaw 1 Hand Piling 2 Chainsaw Thinning 3 Chipping &Removal 4 Pruning &Ladder Fuel Reduction 7 Removal & Haul Debris Botanical Developments, LLC 1 Hand Piling 2 Chainsaw Thinning 3 Chipping & Removal 4 Pruning & Ladder Fuel Reduction 5 Mowing 6 Tub & Horizontal Grinding 7 Removal & Haul Debris Cascade Brush Clearing 5 Mowing Chase Construction 7 Removal & Haul Debris Edward Dalebout 1 Hand Piling 2 Chainsaw Thinning 4 Pruning & Ladder Fuel Reduction i), 5 Mowing ! Heart of Oregon Corps, Inc. 1 Hand Piling 2 Chainsaw Thinning t 3 Chipping & Removal I 4 Pruning & Ladder Fuels Reduction 7 Removal & Haul Debris Integrated Resource Management 1 1 Hand Piling 2 Chainsaw Thinning 4 Pruning & Ladder Fuels Reduction 5 Mowing 7 Removal & Haul Debris Keith Ross Contracting, LLC 1 Hand Piling 2 Chainsaw Thinning 3 Chipping & Removal 4 Pruning & Ladder Fuels Reduction 5 Mowing 7 Removal & Haul Debris La Pine Equipment, Inc. 1 Hand Piling 2 Chainsaw Thinning 3 Chipping & Removal 4 Pruning & Ladder Fuels Reduction 5 Mowing 7 Removal & Haul Debris PatRick Corporation 1 Hand Piling 2 Chainsaw Thinning 3 Chipping & Removal 4 Pruning & Ladder Fuels Reduction Quicksilver Contracting Company 1 Hand Piling 2 Chainsaw Thinning 3 Chipping &Removal 4 Pruning & Ladder Fuels Reduction 5 Mowing 6 Tub &Horizontal Grinding 7 Removal &Haul Debris Rue Forest Contracting 1 Hand Piling 2 Chainsaw Thinning 3 Chipping &Removal 4 Pruning & Ladder Fuels Reduction 5 Mowing 7 Removal & Haul Debris Running Tree, LLC 1 Hand Piling 2 Chainsaw Thinning 3 Chipping &Removal 4 Pruning & Ladder Fuels Reduction 5 Mowing 7 Removal & Haul Debris Sisters Forest Products, LLC 1 Hand Piling 2 Chainsaw Thinning 3 Chipping &Removal 4 Pruning &Ladder Fuel Reduction 5 Mowing 7 Removal &Haul Debris Spaulding Property Maintenance 1 Hand Piling 2 Chainsaw Thinning 3 Chipping &Removal 4 Pruning &Ladder Fuel Reduction 5 Mowing 7 Removal & Haul Debris Spring River Tree Service, Inc. 1 Hand Piling 2 Chainsaw Thinning 3 Chipping & Removal 4 Pruning & Ladder Fuels Reduction 5 Mowing 7 Removal & Haul Debris Summitt Forests. Inc. 1 Hand Piling 2 Chainsaw Thinning 3 Chipping & Removal 4 Pruning & Ladder Fuels Reduction 5 Mowing 7 Removal &Haul Debris T2.lnc. 6 Tub &Horizontal Grinding 7 Removal &Haul Debris