HomeMy WebLinkAboutIntent to Award - Liquid AsphaltDeschutes 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 May 9,2012
Please see directions for completing this document on the next page.
DATE: April 26, 2012
FROM: Roger Olson Road Department Phone #322-7120
TITLE OF AGENDA ITEM:
Consideration of Board Signature ofIntent to Award Contract for "The Supplying and Delivery of AC
15P Liquid Asphalt 2012 ".
PUBLIC HEARING ON THIS DATE? NO
BACKGROUND AND POLICY IMPLICATIONS:
The County Road Department opened bids on May 8 for the Supply and Delivery ofAC-15P Liquid
Asphalt for use on chip seals to be constructed during the summer of2012. 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 (asphalt
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, and will cover the 75 miles scheduled for treatment this summer. There
were two bidders for this work, with the low bidder being Albina Asphalt.
The Road Department has used this product with the same specification for the past few years with very
good results. This paticular supplier is a regular bidder and has supplied the product in the past in a
very satisfactory manner.
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 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 REOUESTED:
Move Chair signature of the Intent to Award Contract to Albina Asphalt in the amount of$I,350,440.
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: ~/26/20121 Department: :Road!
Contractor/Supplier/Consultant Name: !Albina Asphalij
Contractor Contact: IKen Van Daaflij Contractor Phone #: 1(360) 816-8072\
Type of Document: Contract for Materials
Goods and/or Services: AC-15P Liquid Asphalt 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
liquid asphalt 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
Albina Asphalt at $1,350,440.00 and Wright Asphalt Products at $1,522.750.00. The
Road Department has used this product with the same specification in previous years
with very good results. This paticular supplier is a regular bidder and has supplied the
product in the past in a very satisfactory manner.
Agreement Starting Date: Qune 1,2012\ Ending Date: IOctober 30,2012\
Annual Value or Total Payment: @1,350,440.0q
x
Check all that apply:
X RFP, Solicitation or Bid Process o Informal quotes «$150K) o Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
Funding Source: (Included in current budget? IZJ Yes 0 No
If No, has budget amendment been submitted? 0 Yes 0 No
Is this a Grant Agreement providing revenue to the County? 0 Yes [8J No
Special conditions attached to this grant:
5/8/2012
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 0 No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title: Roger Olson Phone #: 7120
Department Director Approval: ___________
Chris Doty Date
Distribution of Document: Return signed document to Sheila at the road department
for distribution
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. ____----J)
Legal Review Date
Document Number 2012-266
5/8/2012
Supply and Delivery of AC-15P Liquid Asphalt
2012
1
2
Hot Applied AC-15P Liquid Asphalt
Delivery of Asphalt to:
1800 Tons
Terrebonne Area 200 Tons
Bend Area 1250 Tons
LaPine Area 350 Tons
3 Total Cost
Wright Asphalt Albina Asphalt ESTIMATE
per Ton Total Cost
$ 790.00 $ 1,422,000.00 $ 727.30 $ 1,309,140.00 $ 730.00 $ 1,314,000.00
$ 55.00 $ 11,000.00 $ 18.30 $ 3,660.00 $ 20.00 $ 4,000.00
$ 55.00 $ 68,750.00 $ 21.60 $ 27,000.00 $ 25.00 $ 31,250.00
$ 60.00 $ 21,000.00 $ 30.40 $ 10,640.00 $ 40.00 $ 14,000.00
$ 1,522,750.00 $ 1,350,440.00 $ 1,363,250.00
egA.ViA.;1$ *:;;; $,,;W; Al G »*''''<'<4($ 9:;:44i • %1 ;Ulql,JIQ 1?j i 4 ;0 ji'4U"; 1,1i,IU;; ••;Ii J A. _i"'I"~"""""""""____""_
Board of Cou Commissioners
1300 NW Wall St. Suite 200 • Bend. OR 97701-1960
[541 J 3B8-6570· Fax (541) 385-3202
www.co.deschutes.or.us
board@co. deschutes. or. us
Tammy Baney
Anthony DeBone
Alan Unger May 9,2012
Sent via First Class Mail, facsimile (541) 388-8932/3 pgs) &
E-mail:
Albina Asphalt
801 Main Street
Vancouver, WA 98660
RE: Project -Contract for Supplying and Delivery of AC-15P Liquid Asphalt 2012
NOTICE OF INTENT TO AWARD CONTRACT
On May 9, 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
Albina Asphalt of Vancouver, Washington with a bid of One Million Three Hundred Fifty
Thousand Four Hundred Forty and 00/100 Dollars ($1,350,440.00).
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 16, 2012.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner
May 9,2012
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, June 6, 2012
before the Board of County Commissioners of Deschutes County Oregon, acting as the
Contract Review Board, in the Deschutes County Services Center, 1300 NWWall
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 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 Facsimile and First Class Mail on April 11, 2012 to
All Bidders (3 pages) See attached List
BIDDER'S LIST FOR
SUPPLYING AND DELIVERY OF
AC-1SP LIQUID ASPHALT 2012
Albina Asphalt
Ken Van Daam
801 Main Street
Vancouver, WA 98660
FAX: (360) 816-8073
e-mail: ken.vandaam@albina.com
Wright Asphalt Products Company
Doug Putschler
455 Dartmouth Avenue
Gladstone, OR 97027
FAX: None
e-mail: tstoutt@wrightasphalt.com