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Home My WebLink AboutDoc 220 - Intent to Award - Overlay ProjectsDeschutes 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 25, 2012 Please see directions for completing this document on the next page. DATE: April 18, 2012 FROM: George Kolb, County Engineer Road 541-322-7113 TITLE OF AGENDA ITEM: Consideration of Signature of Document No. 2012 -220, A Notice of Intent to A ward Contract for the Overlay of Brookswood Boulevard, Bear Creek Road and Ten Barr Ranch Road PUBLIC HEARING ON THIS DATE? NO BACKGROUND AND POLICY IMPLICATIONS: The County Road Department opened bids on April 17, 2012 for the overlay of Brookswood Boulevard, Bear Creek Road and Ten Barr Ranch Road. This action issues a Notice of Intent to Award the contract to the apparent low bidder and allows seven days for a party to protest the bid. If there is no protest within the seven day period, the contract is awarded to the low bidder. These three roads are located in the vicinity of Bend and the total combined length of the three projects is 4.0 miles (see attached vicinity map). The bids for the project are as follows: Knife River Corp: $639,988.00 High Desert Aggregate and Paving: $654,805.00 Harney Rock and Paving $699,217.25 FISCAL IMPLICATIONS: This project is budgeted in FY 11-12. RECOMMENDATION & ACTION REQUESTED: Move approval of Board Signature of Document No. 2012-220, A Notice ofIntent to Award Contract to the apparent low bidde,r Knife River Corp. for the Overlay of Brookswood Boulevard, Bear Creek Road and Ten Barr Ranch Road in the amount of $639,988.00 ATTENDANCE: George Kolb, County Engineer DISTRIBUTION OF DOCUMENTS: Copy to Sheila OdIe (ext. 7148) at the Road Department I 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: k/18/20121 Department: IRoadl Contractor/Supplier/Consultant Name: IKnife River Corp.1 Contractor Contact: IChris Doanl· Contractor Phone #: IS41-388j 1044s1 Type of Document: Contract Goods and/or Services: Provides for the Overlay of Brookswood Boulevard, Bear Creek Road and Ten Barr Ranch Road Background & History: The County Road Department opened bids on April 17, 2012 for the overlay of Brookswood Boulevard, Bear Creek Road and Ten Barr Ranch Road. This action issues a Notice of Intent to Award the contract to the apparent low bidder and allows seven days for a party to protest the bid. If there is no protest within the seven day period, the contract is awarded to the low bidder. These three roads are located in the vicinity of Bend and the total combined length of the three projects is 4.0 miles Agreement Starting Date: IS/2/20121 Ending Date: ~/30/20121 Annual Value or Total Payment: 1$639,988.001 D Insurance CerHficate Receiied (CieCk box) Insurance Expiration Date: Check all that apply: rgj RFP, Solicitation or Bid Process D Informal quotes «$1S0K) D Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37) Funding Source: (Included in current budget? rgj Yes D No If No, has budget amendment been submitted? Yes No Is this a Grant Agreement providing revenue to the County? DYes D No Special conditions attached to this grant: 4118/2012 -------------- 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 D No Contact information for the person responsible for grant compliance: Name: Phone#: Departmental Contact and Title: George Kolb, County Engineer Phone#: 541-322-7113 ~a Department Director Approval: Signature Distribution of Document: Copy to Sheila Odie (ext. 7148) at the Road Department 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 4118/2012 April 25, 2012 Sent via First Class Mail, facsimile (541) 388-893213 pgs) & E-mail: tom.edmunson@kniferiver.com Knife River Corporation-Northwest Tom Edmunson 64500 O.B. Riley Road Bend, OR 97701 RE: Project -Contract for The Overlay of Brookswood Blvd, Bear Creek Road and Ten Barr Ranch Road NOTICE OF INTENT TO AWARD CONTRACT On April 25, 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 Nine Thousand Nine Hundred Eighty Eight and 00/100 Dollars($639,988.00). 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 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 the above address. The seven (7) calendar day protest period will expire at 5:00 PM on Wednesday, May 2, 2012. Knife River Corporation/Northwest April 25, 2012 Page 2 Any protest must be in writing and specify any grounds upon which the protest is based. If a protest is filed, a hearing will be held at 10:00 a.m. on Wednesday, May 9,2012 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 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 Board of County 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 performance bond, payment bond, and certificate of insurance. 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 Mark Pilliod, Deschutes County Legal Counsel Bend, OR 97701, Telephone (541) 388-6625 or FAX (541) 383-0496. Sincerely, BOARD OF COUNTY COMMISSIONERS DESCHUTES COUNTY, OREGON Anthony DeBone, Chair Enclosures: OAR 137-303-0104 cc w/enc: Transmitted by First Class Mail, Facsimile and E-Mail on May 25, 2012 to All Bidders (page 3) See attached List BIDDER'S LIST FOR The Overlay of Brookswood Blvd, Bear Creek Road and Ten Barr Ranch Road Knife River Corporation/Northwest 64500 O.B. Riley Road Bend, OR 97701 (541 )388-0445 FAX (541)388-8932 e-mail address:tom.edmunson@kniferiver.com High Desert Aggregate & Paving, Inc. Mike Moore P.O. Box 1929 Redmond, OR 97756 (541) 504-8566 FAX (541) 548-7600 e-mail address:mikem@highdesertaggregate.com Harney Rock & Paving Company Troy Hooker 457 S. Date Avenue Burns, OR 97720 (541) 573-7855 FAX: (541) 573-3532 e-mail address:kyle@harneyrock.com I I , • Road Department 61150 SE 27th St. • Bend. Oregon 97702 (541) 388-6581 • FAX (541) 388-2719 MEMORANDUM TO: BOARD OF COUNTY COMMISSIONERS FROM: GEORG~KOLB, COUNTY ENGINEER SUBJECT: INTENT TO AWARD CONTRAO' FOR THE OVERLAY OF BROOKSWOOD BLYD., BEAR CREEK ROAD AND TEN BARR RANCH ROAD DATE: 4/18/2012 The Road Department prepared plans and specifications for the overlay of Brookswood Boulevard, Bear Creek Road and Ten Barr Ranch Road. See attached vicinity map for project location. The project was advertised in the Portland ''Daily Journal of Commerce" and in the Bend ''Bulletin'' on April 4, 2012 and April 11, 2012. A total of four (4) firms. and eight (8) plan centers acquired sets of bid documents with three (3) f11ms submitting bids to the Road Department. The bids were opened at 2:00 p.m. on April 17, 2012, and are as follows: COMPANY ORIGINAL BID AMOUNT Knife River, Corp. $639,988.00 High Desert Aggregate & Paving $654,805.00 Harney Rock and Paving $699,217.25 Engineers estimate $683,563.75 Attached for your perusal is a compilation of the bids and includes the engineer's estimate Recommendation: The Road Department recommends that the Intent to Award the contract for the Overlay of Brookswood Boulevard, Bear Creek Road and Ten Barr Ranch Road be issued to the low bidder, Knife River, Corp. of Bend, Oregon for $639,988.00 Quality Services Performed with Pride Brookswood Blvd Asphalt Approach Locations -::;~~~~BUCK CANYON RD ~----'-----' I--r-------'~---'---r---'-------'---[ONE 'COW .DR I---CALICO RD --+-----.-------,L---..I 0 600 1,200 1,800 Feet Legend Brookswood Blvd Printed : February 27,2012D Taxlots ~City of Bend The information on tnis map WitS deriv.d fr<m clgtal dalzbilSes on <.0 __ _ Deschutes County Road Oepilrtmento..schu~ County's G.I .S. Ce.e was taken in the cr.alion 0'111 is rrrijp, wt rt is prDl/ided "as is". o..schutes County cannel ~"epI any ...Location of .John iIn<Ifnon GlS SpKgIIoI deIa OIlhe uncl&r/ying ~ords . There ere no werrilnlies, express or responsitlilitj for erras, oll'issions, or poSDoniIl acCUI'ilC)/ in !he d gilal ...,.,... I""J.322->102Overlay E1T'I"'p~4j~t:2crw.implied, In dldng ttl" warranty rII merchanlatility or lItn.ss b 8 ~aur 611~SZ:lJIntt partic ula, J>Urpose, iXcom"."iyi.ng lhis prodlcl. However, ndi~calion _Q>?7roJ ---,L..-_______......._________-' of in:! " 'ars wilJ be appEciated . P:lArcGIS_PrOJeC1sI0verlaysIBrookswood Q 0::: ~ >co . I Bear Creek and Ten Barr Ranch roPL Pavement Removal Locations Q 0::: >Q o () oa::: ~ w z z w co -------- --- BEAR CREEK RO--------------~ \ \ " \ I ~ >w z CJ) 8 .", ..... ..... \ -., ..... \ >z o ~ 0::: « J: \ o 0::: (!) Z :; III III ~ (!) .... o 0.25 0.5 0.75 1 Miles Printed: February 27,2012 Key - • Bear Creek Rd _ • Ten Barr Ranch Rd -Cou~ty Routes State Highway tRoad Centerlines -Canals ? 'I ---~----- I I I I " I I I JI0 1 ~I ~I ~I JI ,$' \ Tho information on llis map INlIS dIInv.d !ram digt;l! databa... on Oesct'lllm County's G.I.S. Cllre WIIS taken in the creation o,tnis map. but it is provir»d -.s is·. OD'SChutes County canp,ot ec:.cept any ....s;ponsibili.-y'OI IItTOrS, omissions, or positioneilleeuraey In the dgital chit. or ~.undirfyinSl rKcrQs, Th.r••r. no w..,..nli-. ecprwS'l. CIf implied. induclng~.wllrn.nt)' 0' nwrehllntabUity CY fitness for a pollicu!., Pu""'''' aceomponylng tNs prexiJet. How.vw, noli.cation of any 0I't'Q'l; wi! be appreeiatlld. Mop Deschutes County Ro a d De p a rtme nt "'-.. IIy John Andenon, GIS Sped"1il1 Ph".,. 15' II 312-7102 ~m.I' Jonn ••,o d"JCh~3 or uJ. '-d~r." 6 1ISO SE 27th Sl Send, OR ?7701 P:\ArcGIS_ProjectsIOverlaysITen Barr and Bear Creek