HomeMy WebLinkAboutDoc 234 - Intent to Award - So County Roads0 -C
Deschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.ore
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of May 11, 2011
Please see directions. for completing this document on the next page.
DATE: May 3, 2011
FROM: George Kolb, County Engineer Road 541-322-7113
TITLE OF AGENDA ITEM:
Consideration of Signature of Document No. 2011 - 234. A Notice of Intent to Award Contract for the
Full Depth Reclamation of Lapine State Recreation Road. South Century Drive and Spring River Road.
PUBLIC HEARING ON THIS DATE? NO
I3ACKGROUND AND POLICY IMPLICATIONS:
The County Road Department opened bids on May 3, 2011 for the Full Depth Reclamation of Lapinc
State Recreation Road, South Century Drive and Spring River Road located south of Sunriver. 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 south of Sunriver and the total combined length of the
three projects is 11.20 miles (see attached vicinity map). The condition of these roads is such that a
normal overlay would not last more than 5 years because the existing base material and pavement on
the roadways has failed to the point that it would have to be replaced. The Road Department has used
the Full Depth Reclamation process on three other roads in Deschutes County (Masten Road,
Cloverdale Road and Camp Polk Road) and feels that it is the most cost effective method of rehabilition
for these roads. This process involves grinding up the existing base material (cinders) and pavement to
a depth of eight (8) inches, mixing that material with cement and water to create a cement treated base,
compacting that base and then paving over that surface with a four (4) inch lift of A.C. pavement. The
bids for the project are as follows:
Knife River: $3.250,250.00
Kerr Contractors, Inc. : $3,719,299.75
Iligh Desert Aggregate and Paving: $3,989,967.50
Oregon Mainline Paving: $3,989,777.00
FISCAL IMPLICATIONS:
This project is budgeted in both FY 10-11 and FY 11-12. Construction is scheduled to run from June
through September with project payments spanning both FY 10-11 and Fy 11-12.
RECOMMENDATION & ACTION REQUESTED:
Move approval of Board Signature of Document No. 2011-234, A Notice of Intent to Award Contract
to the apparent low bidder Knife River for the Full Depth Reclamation of Lapine State Recreation
Road, South Century Drive and Spring River Road in the amount of $3,250,250.00.
ATTENDANCE: George Kolb, County Engineer
DISTRIBUTION OF DOCUMENTS:
Copy to Sheila Odle (ext. 7148) at the Road Department
September
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:
5/3/2011
Please complete all sections above the Official Review line.
Department:
Contractor/Supplier/Consultant Name:
Contractor Contact:
388-0445
Tom Edmundson
Type of Document: Contract
Road
Knife River
Contractor Phone #: 541-1
Goods and/or Services: Provides for the Full Depth Reclamation and Paving of Lapine
State Recreation Road, South Century Drive and Spring River Road
Background & History: The County Road Department opened bids on May 3, 2011
for the Full Depth Reclamation of Lapine State Recreation Road, South Century Drive
and Spring River Road located south of Sunriver. 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 south of Sunriver and the
total combined length of the three projects is 11.20 miles (see attached vicinity map).
The condition of these roads is such that a normal overlay would not last more than 5
years because the existing base material and pavement on the roadways has failed to
the point that it would have to be replaced. The Road Department has used the Full
Depth Reclamation process on three other roads in Deschutes County (Masten Road,
Cloverdale Road and Camp Polk Road) and feels that it is an acceptable method of
rehabilition for these roads. This process involves grinding up the existing base
material (cinders) and pavement to a depth of eight (8) inches, mixing that material with
cement and water to create a cement treated base, compacting that base and then
paving over that surface with a four (4) inch lift of A.C. pavement.
Agreement Starting Date:
9, 2011
May 18, 2011
Annual Value or Total Payment:
$3,250,250.00
Ending Date:
Insurance Certificate Received (check box)
Insurance Expiration Date:
Check all that apply:
RFP, Solicitation or Bid Process
Informal quotes (<$150K)
Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
X
5/3/2011
Funding Source: (Included in current budget? 71 Yes
If No, has budget amendment been submitted?
No
Yes H I No
Is this a Grant Agreement providing revenue to the County? 1 Yes [ No
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: 1 Yes I 1 No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title: George Kolb, County Engineer
Phone #: 541-322-7113
2
Department Director Approval: ,.,,, f S 2
0(
i
Signature Date
Distribution of Document: Copy to Sheila Odle (ext. 7148) at the Road Department
Official Review:
County Signature Required (check one): ❑ BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No.
Legal Review Date
Document Number
5/3/201 1
0
TES
MEMORANDUM
TO: [iO \RI) ( i1 (:O1 V'1 ( ()SAL\IISSION1RS
FROM: (�1 OI 11 hOI,I3, COL'N1'V' l':AGIN1l 1
SLBJ[?CI': I\ CI _A 1 F(1 _A\\.'.ARI) CONT1t.. \Cl' FO1. 1'I II': 11"1.1. 1)ITLI I RLL]
\ I) KV- 1)1ZIV'I:.A\1) Sl'R1\G \7':R IL )A1)5
I)A'1'I : 3 3 201
13aclyround:
Road Department
61 150 SE 27th St. • Bend, Oregon 97702
(541) 388-6581 • FAX [541) 388-2719
\\I.A 1'10\ 0
1, I,.APINI': 51 .A1:.A 110\ R( ).A1). `10l
1 he Road Department prepared plans and specifications for the Full Depth Reclamation of Lapine State Recreation Road, South
(,entury Drive and Spring River Road. See attached vicinity map for project location.
The project was advertised in the Portland "Daily ]ournal of Commerce" and in the Bend "Bulletin" on :April 2)), 201 I and .April 27,
20II.
Discussion:
\ total of eight (8) firms and three (3) plan centers acquired sets of bid documents with four (4) firms submitting bids 0) the Read
1)cpstrtincnt. The bids werc opened at 2:00 p.m. on May 3, 2011, and are as follows:
COMPANY ORIGINAL BID AMOUNT
hnile River $3,250,250.00
herr Contractors, Inc. 53,719,299.75
li)h Desert .1i>gregate Paving $3,898,967.30
C )recon Jlau)linc Paving $3,989,777.00
S3.606,253.50
\uachcd 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 Full Depth Reclamation of I.apinc State Recreation
Road, South Century Drive and Spring River Road be issued to the low bidder, Knife River of Bend, Oregon for S3,230,230.1)0
Quality Services Performed with Pride
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PROJECT TOTAL
Full Depth Reclamation
La Pine State Rec Rd, Spring River Rd, and South Century Dr
SPRING RIVER RD
1 mom 1
Locator Map
unrive
I,A !INF
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400011 RE REA I N RD
0
SPRING R4VERRIX--
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SOUTH ENTURY D
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Mae Spring Ryer Rd County Routes .; Rivers
South Century Dr Road Centerlines
2
3 Miles
The information on this map was derived from dytal databases on
Deschutes County's G.I.S. Care was taken in the creature of this
map, but it is provided "as is". Deschutes County cannot accept any
responsibility for errors, oni sums, or posromal accuracy in the dgcal
data or the underying records There are no warranter express or
implied, inducing the warranty of merchantability or ftness for a
particular purpose, accomparrying this product. However, nohkcaton
of any errors will be appreciated.
Printed: April 26, 2011
Deschutes County Ro,rd Dr o, rtment
John Anderson (SIS Speeder
nen:,
P.WrcGIS_Projects\FuiI Depth Reclamationl3 FDRs
May 11,2011
Board of County 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) 388-8932 / 3 pqs) & E-mail:
to m. edmunson(a_kniferiver.com
Knife River Corporation/Northwest
Tom Edmunson
64500 O.B. Riley Road
Bend, OR 97701
RE: Project - Contract for The Full Depth Reclamation of La Pine State Recreation
Road, South Century Drive and Spring River Road 2011
NOTICE OF INTENT TO AWARD CONTRACT
On May 11, 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
Knife River Corporation/Northwest of Bend, Oregon, with a bid of Three Million Two
Hundred Fifty Thousand Two Hundred Fifty and 00/100 DOLLARS ($3,250,250.00).
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 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, May 18, 2011.
Enhancing t/w Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner
Knife River Corporation/Northwest
May 11,2011
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, June 1, 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 First Class Mail, Facsimile and E -Mail on May 11, 2011 to
All Bidders (page 3) See attached List
BIDDER'S LIST FOR
The Full Depth Reclamation of La Pine State Recreation Road, South Century
Drive and Spring River Road 2011
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
Kerr Contractors
P.O. Box 1060
Woodburn, OR 97071
(971) 216-0050
FAX (508) 981-1161
e-mail address: estimating@kerrcontractors.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(a�highdesertaggregate.com
Oregon Mainline Paving, LLC
P.O. Box 768
McMinnville, OR 97128
(503) 472-4155
FAX (503) 472-0393
e-mail: none