HomeMy WebLinkAboutNotice of Intent - Rock for Chip Seal�ES Q
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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 April 6, 2011
Please see directions for completing this document on the next page.
DATE: March 30, 2011
FROM: Roger Olson Road Department Phone #322-7120
TITLE OF AGENDA ITEM:
Consideration of Board Signature of Intent to Award Contract for "The Supplying and Hauling of
Crushed, Pre -Coated Rock for Chip Seal 2011 ".
PUBLIC HEARING ON THIS DATE? NO
BACKGROUND AND POLICY IMPLICATIONS:
The County Road Department opened bids on March 29th for the Supply and Delivery of Crushed Pre -
coated Rock for Chip seals to be constructed during the summer of 2011. 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, and will cover the 75 miles scheduled for treatment this summer. There
were two bidders for this work, The low bidder being High Desert Aggregate and Paving at
$329,292.50 and Knife River at $387,760.00. Our estimate was $361,250.00.
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.
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
2010-2011 budget (Fund 325)
RECOMMENDATION & ACTION REQUESTED:
Move Chair signature of the Intent to Award Contract to High Desert Aggregate and Paving in the
amount of $329,292.50
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.)
Date:
3/30/2011
Please complete all sections above the Official Review line.
Department:
Contractor/Supplier/Consultant Name:
Contractor Contact:
8566
Mike Moore
Road
High Desert Aggregate and Paving
Type of Document: Contract for Materials
Contractor Phone #:
Goods and/or Services: Crushed, Pre -Coated Rock for Chip Seal.
541 -544 -
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 High
Desert Aggregate and Paving at $329,292.50 and Knife River at $387,760.00. Our
estimate was $361,250.00.
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:
1April15,2011
Annual Value or Total Payment:
$329,292.50
Ending Date:
® Insurance Certificate Received (check box)
Insurance Expiration Date:
02/19/2011
June1,2011
Check all that apply:
❑ RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
❑ Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
Funding Source: (Included in current budget? ® Yes ❑ No
If No, has budget amendment been submitted? ❑ Yes ❑ No
Is this a Grant Agreement providing revenue to the County? ❑ Yes ® No
3/30/2011
1
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: ❑ Yes ❑ No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title: Roger Olson Phone #: 7120
Department Director Approval:
Signature
37:`)//
Date
Distribution of Document: Return signed document to Sheila at the road department
for distribution
Official Review:
County Signature Required (check one): NA BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >'.25K but < $15 ; if >$150K, BOCC Order No.
Legal Review Date 3 - 3
Document Number
3/30/2011
BID SUMMARY
HIGH DESERT
$ 27.30 $ 65.520D0
$ 28.90 $ 34.680.00
$ 24.00 $ 12.000.00
$ 24.00 $ 15.600.00
$ 25.70 $ 16.705.00
$ 29.75 $ 25.287.90
$ 35.90 $ 78.100.00
$ 37.00 $ 81.400.00
KNIFE RIVER
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Estimate
TONS
Fryrear Stockpile 2400 $30.00 $ 73,000.00
Bend Stockpile 1200 $ 31.00 $ 37.200.00
Redmond 3/8"48 500 $25.00 $ 12.500.00
Redmond 1/4"-#10 650 $24.00 $ 15.600.00
Young Road Stockpile 650 $28.00 $ 18.200.00
Paulina Lake Rd at US 97 850 $ 35.00 $ 29.790.00
Cascade Lakes Hwy MP4I 2200 $ 38.00 $ 83.600.00
Cascade Lakes Hwy MP53 2200 $42.00 $ 92.400.00
10.650 $ 361.250.00
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April 6, 2011
Board of Count 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
Sent via First Class Mail, facsimile (541) 548-7600 / 3 pgs) & E-mail:
mikem@highdesertaggregate.com
High Desert Aggregate & Paving, Inc.
P.O. Box 1929
Redmond, OR 97756
RE: Project - Contract for the Supplying and Hauling Of Crushed, Pre -coated Rock
For Chip Seal 2011
NOTICE OF INTENT TO AWARD CONTRACT
On April 6, 2011, 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
High Desert Aggregate and Paving of Redmond, Oregon, with a bid of Three Hundred
Twenty Nine Thousand, Two Hundred Ninety Two And 50/100 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 that 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 Thursday, April 14, 2011.
REVI END
I I4
LEGAL _COUNSEL
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner
High Desert Aggregate & Paving
April 6, 2011
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, April 20, 2011
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
Tammy Baney, Chair
Enclosures: OAR 137-303-0104
cc w/enc: Transmitted by Facsimile and First Class Mail on April 6, 2011 to
All Bidders (3 pages) See attached List
BIDDER'S LIST FOR
THE FULL DEPTH RECLAMATION OF CAMP POLK ROAD 2010
High Desert Aggregate & Paving, Inc.
P.O. Box 1929
Redmond, OR 97756
(541) 504-8566
FAX (541) 548-7600
mikem anhighdesertaggregate.com
Knife River Corporation
Central Oregon Division
P.O. Box 83
Bend, OR 97709
(541) 388-0445
FAX (541) 388-8932
e-mail: monica.mattis@kniferiver.com