HomeMy WebLinkAboutIntent to Award - Asphalt - Road DeptDeschutes 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 November 5, 2012
DATE: October 31,2012
FROM: Tom Shamberger Road Department Phone # 541-322-7120
TITLE OF AGENDA ITEM:
Consideration of Board Signature of a Intent to A ward Contract Letter for the Supplying and Delivery
of AC-15P Liquid Asphalt for 2013.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
The Deschutes County Road Department opened bids on October 30,2012 for the Supply and Delivery
of AC-15P Liquid Asphalt for use on chip seal to be constructed during the summer construction season
of2013. 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 and can be reapplied when needed.
About 85% of the chip seal cost is in materials; liquid asphalt and coated rock produced by the private
sector. This is an annual contract for the liquid asphalt used in the chip seal process, and will cover
about 75 miles scheduled for treatment during the 2013 season. There were two bidders for this work.
The low bidder was Albina Asphalt.
FISCAL IMPLICATIONS:
Funds for this contract are included in the Aggregate and Asphalt line item of the Road Department
2012-2013 budget (fund 325).
RECOMMENDATION & ACTION REQUESTED:
Move Chair signature on the Intent to A ward Contract to Albina Asphalt in the amount of
$1,201,600.00.
ATTENDANCE: Chris Doty, Tom Shamberger
DISTRIBUTION OF DOCUMENTS:
Returned signed documents to Sheila at the Road Department for distribution.
DESCHUTES COUNTY CONTRACT SUMMARY
(Department shall complete all sections above Official Review line)
Date: October 31, 2012
Department: Road
ContractorlSupplier/Consultant name: Albina Asphalt
Contact Person: Tom Shamberger Phone: 541-322-7120
Goods and/or Services: AC-15P Liquid Asphalt for Chip Seal
Background & History: Chip Seal is a primary maintenance tool to extend the life of
paved roads. This is an annual contract for oil used in the Chip Seal process. The Road
Department has used this product with the same specifications before with very good
results. This supplier is a regular bidder and has supplied this product in the past in a
satisfactory manner.
Starting Date: June 3,2013 Ending Date: October 31,2013
Annual Value or Total Payment: $1,201,600.00
o Insurance Certificate Received (check box)
Insurance Expiration Date: 07/01/12
Check all that apply:
!81 RFP, Solicitation or Bid Process
o Informal quotes «$150K)
Exempt from RFP, Solicitation or Bid Process
o (specify -see DCC §2.37) Special Procurement
Funding Source: Road Fund (Fund 325) (Included in current budget? !81 Yes 0 No)
If No, has budget amendment been submitted? 0 Yes 0 No
Departmental Contact: Tom Shamberger Operations Manager
Name
Department Director Approved: 0ili"f
gnature
Title
loprlll..
Date I
Official Review:
County Signature Required (check one): 0 SOCC 0 Department Director (if <$25K)
o Administrator (if >$25K but <$150K; if >$150K, SOCC Order No. )
Legal Review ____________
Document Number 2012-589
10/31/2012 I
Supply and Delivery of AC-1SP Liquid Asphalt
2013
Supply and Deliver 1600 ton of AC-15P
Price Per ton Freight Total cost
Albina Asphalt: $727.30 $23.50 $1,201,600.00
Wright Asphalt $765.00 $50.00 $1,304,000.00
Estimate $735.00 $27.00 $1,219,000.00
Contract 2012-589
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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
Alan Unger
November 5, 2012
Albina Asphalt
Attn: Dave Zillman
801 Main Street
Vancouver, WA 98660
RE: Project -Contract for The Supply and Delivery of AC-15P Liquid Asphalt 2013
NOTICE OF INTENT TO AWARD CONTRACT
On November 5,2012 the Board of County Commissioners of Deschutes County,
Oregon, considered proposals for the above-referenced project. The Board of County
Commissioners determined that the successful bidder for the project was Albina Asphalt
of Vancouver, Washington with a bid of One Million, Two Hundred One Thousand, Six
Hundred and 00/100 Dollars ($1,201,600.00).
This Notice of Intent to Award Contract is issued pursuant to Oregon Revised Statute
(ORS) [specify 279B.135 for contracts other than public improvements or 279C.375 for
public improvements]. 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 Monday, November 12, 2012.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner
Albina Asphalt
Dave Zillman
November 5,2012
Page 2
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 November 26,2012 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 Contract
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 project is
required to execute three (3) 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 endorsements
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.
If you have any questions regarding this Notice of Intent to Award Contract letter. or the
procedures under which the County is proceeding, please contact Deschutes County
Legal Counsel Bend, OR 97701, telephone (541) 388-6625 or FAX (541) 383-0496.
Sincerely,
The Board of County Commissioners of Deschutes County, Oregon
Anthony DeBone, Chair
ccw/enc: Transmitted by Facsimile and First Class Mail on November 5, 2012 to all bidders (3
pages)
See attached List
Contract for The Supplying and Delivery of AC-15P Liquid Asphalt 2013
Albina Asphalt
Attn: Dave Zillman
801 Main Street
Vancouver, WA 98660
Phone: (360) 816-8547
Fax: (360)816-8547
Email: dave.zillman@albina.com
Wright Asphalt Products Co.
Attn: Theodore Stoult
455 E. Dartmouth
Gladstone, OR 97027
Phone: (503) 312-6324
Fax: None Listed
Email: dputschler@bendcable.com