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Home My WebLink AboutDoc 155 - 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 I AGENDA REQUEST & STAFF REPORT I .I For Board Business Meeting of April 11, 2012 DATE: April 4, 2012 I I FROM: Roger Olson Road Department Phone #322-7120 I TITLE OF AGENDA ITEM: ~ Consideration of Board Signature of Document No. 2012-155, a Intent to Award Contract Letter for the Supplying and Hauling of Crushed, Pre-Coated Rock for Chip Seal, 2012. f PUBLIC HEARING ON THIS DATE? NO I j ~ j BACKGROUND AND POLICY IMPLICATIONS: ~ The County Road Department opened bids on April 3 for the Supply and Delivery of Crushed Pre,t coated Rock for Chip seals to be constructed during the summer of 20 12. Chip Seal is the primary j i maintenance tool for paved roads in the county. It is a process that preserves and extends the pavement t life for 7 to 10 years at a time and can be reapplied. 85% of the chip seal cost is in materials (oil and rock), which are contracted out to the private sector. I This is an annual contract for the crushed rock used in the chip seal process, and will cover the 75 miles scheduled for treatment this summer. There were two bidders for this work. The low bidder was Knife 1 I River at $638,050.00; High Desert Aggregate and Paving came in at $687,560.00. The Road i Department's estimate was $695,600.00. I The Road Department has used this product with the same specification for many years with good results. This paticular supplier is a regular bidder and has supplied the product numerous times in the I past in a very satisfactory manner. This action issues a Notice of 'Intent to Award' the contract to the apparent low bidder, and allows i. 4 seven days for a party to protest the bid. If there is no protest within the seven-day appeal period, the contract will be awarded to the low bidder. FISCAL IMPLICATIONS: Funds for this contract are included in the Aggregate and Asphalt line item of the Road Department 2011-2012 budget (Fund 325) RECOMMENDATION & ACTION REQUESTED: Move Chair signature of the Intent to Award Contract to Knife River in the amount of $638,050.00 ATTENDANCE: Roger Olson 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: ~/3/20121 Department: lRoadj I Contractor/Supplier/Consultant Name: IKnife River Corporation) Contractor Contact: !Chani Hayneij Contractor Phone #: 1541-388j i04451 Type of Document: Contract for Materials Goods and/or Services: Crushed, Pre-Coated Rock for Chip Seal. Background & History: Chip Seal is the primary maintenance tool for paved roads in the county. It is a process that preserves and extends the pavement life for 7 to 10 years at a time and can be reapplied. 85% of the chip seal cost is in materials (oil and rock), which are contracted out to the private sector. This is an annual contract for the crushed rock used in the chip seal process, this will cover the 75 miles scheduled for treatment this summer. There were two bidders for this work, The low bidder being Knife River at $638,050 and High Desert Aggregate and Paving at $687,560.00. Our estimate was $695,600.00. The Road Department has used this product with the same specification for many years with very good results. This paticular supplier is a regular bidder and has supplied the product many times in the past in a very satisfactory manner. Agreement Starting Date: lApriI18,2012! Ending Date: ~une1 ,20121 Annual Value or Total Payment: 1$638,050.001 o Insurance Certificate Received (c~eck box) Insurance Expiration Date: C I Check all that apply: t M RFP, Solicitation or Bid Process I o Informal quotes «$150K) o Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37) j --.~------~--- I l Funding Source: (Included in current budget? [2'J Yes D No If No, has budget amendment been submitted? DYes 1 1 " Is this a Grant Agreement providing revenue to the County?1 1 I J 0 No DYes [2'J No 4/4/2012 ... 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: 0 Yes 0 No Contact information for the p~JSOTrreSpo Jot'I"'C""",""compliance: Name: Phone #: <-: --J.- Departmental Contact and Title: Roger Olson Phone #: 7120 I Department Director Approval: _---'CA--=--~""-__.. ---'~~___ Signature Datei I Distribution of Document: Return signed document to Sheila at the road department for distribution 1 i 1 I i .~ j ~ 1 ~ 1 1 l ! Official Review: County Signature Required (check one): 0 BOCC 0 Department Director (if <$25K) o Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. ____--' Legal Review Date Document Number d C) I ~ -ISS il 4/4/2012 I ~ _.'4."'0 """_~""\_"",,,,,,,_,~,,,-,,#';"'N""''''_"<''-'''''''''''''''~"''C<:''-h''''''''''Jo.,*,-"..i''''':'''~~~'''~~~~~i' ... "~")i'''**~.-.w~ of) i(~;~~iIi\iIii.)'i\ ii.i-"fOit_IIt..";~';;~",:~\oii· """'....~~~_~"'_________ BID SUMMARY Crushed, Pre-coated Rock for Chip Seal 2011 Estimate KNIFE RIVER HIGH DESERT AGGREGATE Alfalfa Stockpile Bend Stockpile Redmond 1/4"-#10 Terrebonne Stockpile LaPine Stockpile Juniper Canyon Stockpile Crook County Yard Stockpile TONS 3100 4300 800 2000 2800 1600 7300 21,900 $34.00 $ $32.00 $ $28.00 $ $28.00 $ $$36.00 $34.00 $ $30.00 $ $ ..••••~..............c..............................n • 105,400.00 J.}Q.:~.Q..1..~.....~.?!.?.1.Q:QQ... 137,600.00 $ 29.05 i $ 124,915.00 22,400.00 ..$·2E3':2·0·'Y"$·····2·0·,·S60:00· 56,000.00 "$'27':sin"f"'ss;-100:00" ....................0(> ................................ 100,800.00 $ 32.95 i $ 92,260.00 ::~:?~:)gI:r::~:~;:?~Q;9.~?:54,400.00. 219,000.00 $ 28.25 j $ 206,225.00 695,600.00 ·..·· .. ···..········nfs:3'if:oso:oi)" •••u •••••••••u •••••i .................... u •••••••••••••• ••• ..~...~~:Q~.l..~......JQ~.~~.~.?:.QQ .. $ 33.15 i $ 142,545.00··$..28:60··i ..$····..····2·2·;sifo:·00·· ··$..28:60 ..1··$··········s7';2·00:·00·· .u··..·~~·····..~···t·····..·u ............................. $ 35.90 i $ 100,520.00 U ......~H ••••U ••••, .....................u •••••••••••••n •• ..~...~.~.;.~Q ..~..L .......~Q.'.Q.~Q:.QQ .. $ 28.60 j $ 208,780.00 .................... , $ 687,560.00 I Board of Cou 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 Anthony DeBone April 11,2012 Alan Unger Sent via First Class Mail, facsimile (541) 388-8932/3 pgs.) & E-mail: chani.haynes@kniferiver.com ChaniHaynes Knife River Corporation -Northwest 64500 OB Riley Road Bend, OR 97701 RE: Project -Contract for the Supplying and Hauling Of Crushed, Pre-coated Rock For Chip Seal 2012 NOTICE OF INTENT TO AWARD CONTRACT On April 11 ,2012, the Board of County Commissioners of Deschutes County, Oregon, considered bids for the above-referenced project. The Board of County Commissioners determined that the apparent low responsive, responsible bidder for the project was Knife River Corporation -Northwest of Bend, Oregon with a bid of Six Hundred Thirty Eight Thousand Fifty and 00/100 Dollars. This Notice of Intent to Award Contract is issued pursuant to Oregon Administrative Rule (OAR) 137-047-0610. A copy of this Notice is being provided to each firm or person that submitted a bid for the project. Any firm or person who 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 the above address. The seven (7) calendar day protest period will expire at 5:00 PM on Wednesday, April 18, 2012 . . J Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner I Knife River Corporation -Northwest April 11 ,2012 Page 2 I Any protest must be in writing and specify any grounds upon which the protest is based. I If a protest is filed, a hearing will be held at 10:00 a.m. on Wednesday, April 25, 2012 before the Board of County Commissioners of Deschutes County Oregon, acting as the Contract Review Board, in the Deschutes County Services Center, 1300 NW Wall I Street, Bend, Oregon 97701. If no protest is filed within the protest period, this Notice of Intent to Award Contract I becomes an Award of Contract without further action by the Board of County I Commissioners unless the Board, for good cause, rescinds this Notice before the expiration of the protest period. The successful bidder on a Deschutes County project is required to execute three (3) copies of the Contract, which will be provided when the bids are finally determined. In addition to the execution of Contract, the contractor will be required to provide a payment bond, and certificate of insurance.1 j All contract copies will need to be returned to the County for execution. After all parties I 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 Mark Pilliod, Deschutes County Legal Counsel Bend, OR 97701, Telephone (541) 388-6625 or FAX (541) 383-0496. j Sincerely, I BOARD OF COUNTY COMMISSIONERS DESCHUTES COUNTY, OREGON Anthony DeBone, Chair Enclosures: OAR 137-303-0104 cc w/enc: Transmitted by Facsimile and First Class Mail on April 11, 2012 to All Bidders (3 pages) See attached List BIDDER'S LIST FOR THE SUPPLYING AND HAULING OF CRUSHED, PRE-COATED ROCK FOR CHIP SEAL 2012 High Desert Aggregate & Paving, Inc. P.O. Box 1929 Redmond, OR 97756 (541) 504-8566 FAX (541) 548-7600 e-mail: mikem@highdesertaggregate.com Knife River Corporation -Northwest 64500 DB Riley Road Bend, OR 97701 (541) 388-0445 FAX (541) 388-8932 e-mail: chanLhaynes@kniferiver.com