HomeMy WebLinkAboutDoc 309 - Intent to Award Snow BlowerDeschutes 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 July 13, 2011
Please see directions for completing this document on the next page.
DATE: July 6, 2011
FROM: Randy McCulley Road Department 541-322-7125
TITLE OF AGENDA ITEM:
Consideration of Signature of Document No. 2011-309, A Notice of Intent to Award Contract For The
Purchase of ONE (1) New Loader Mounted Snow Blower.
PUBLIC HEARING ON THIS DATE? NO.
BACKGROUND AND POLICY IMPLICATIONS:
The County Road Department opened bids on June 28, 2011 for One (1) New Loader Mounted Snow
Blower. This action issues a Notice of Intent to Award the contract to the lowest responsible bidder that
meets equipment specifications 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 lowest bidder that meets specification.
The reason a new snow blower is needed is due to the high operating cost of our 1986 Rolba R1000
self-propelled snow blower. The R1000 was built in Europe and has very expensive parts and limited
availability. The Rolba brand lacks sufficient dealer support in North America. After a drive failure
early in this season, we were faced with the option of a 14-26 week delivery time of a necessary
replacement gear or a complete drive box available out of Colorado for $29,674 +freight. Due to the
age of the machine and risk of other failures, the choice was made to rent machines to finish the work
for the 2011 season.
The replacement unit is specified to be a 3000 ton per hour, belt driven, center drive, 44" two-stage
unit. The belt drive gives us the ability to raise and lower the casting distance of snow with drive
pulleys to prevent severe damage to trees along the roadway due to high velocity snow and ice. Casting
distance can then be increased as needed for the given application. The replacement unit has a specified
weight of not less than 13,000 lbs to ensure that the unit is built with enough strength to last in our
severe application.
The new loader mounted snow blower will be replacing our Rolba R1000 self-propelled snow
blower for use in opening the Cascade Lakes Highway and the Paulina Lake Road in the spring. The
snow is packed with layers of ice due to weather, grooming, and snow vehicle travel. There are fallen
trees and debris from winter recreation hidden in the snow. This creates a severe duty application
because the moving parts in the snow blower head can impact foreign objects as snow is cleared,
causing damage to the blower.
The lowest bid of the Contant C 1016D supplied by Tenco USA Inc. does not meet specifications. It
is a chain driven side drive unit. It has a high velocity discharge and does not allow change in casting
distance without expensive and time consuming gear replacement. The unit weighs approx 10,000 lbs,
which is 3000 lbs lighter than specified for similar horsepower and tonnage.
The Kodiak LMSC4444 supplied by Peterson Machinery Company meets or exceeds specification. It
is a 3000 ton per hour, belt driven, center drive unit 44" two-stage unit. It has an approximate weight of
14,000 lbs due to its heavy-duty construction.
The bids for the two blowers are as follows:
Peterson Machinery Company Kodiak LMSC4444
Tenco USA Inc. Contant C 101 bD
$238,310.00
$198,750.00
FISCAL IMPLICATIONS:
Funds are budgeted in the 2011-2012 fiscal budget with a maximum not to exceed amount of
$240,000.00.
RECOMMENDATION & ACTION REQUESTED:
Move Approval of Board Signature of Document 2011-039, A Notice of Intent to Award Contract for
the purchase of One (1) New Loader Mounted Snow Blower to the lowest bidder that meets
specifications, Peterson Machinery Company.
ATTENDANCE: Randy McCulley and/or George Kolb
DISTRIBUTION OF DOCUMENTS:
Signed intent to award sent to Sheila Odle (ext. 7148) at the Road Department.
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:
June 6, 2011
Please complete all sections above the Official Review line.
Contractor/Supplier/Consultant Name:
Contractor Contact:
8417
Miles Johnson
Type of Document: Contract
Department:
Road
Peterson Machinery Company
Contractor Phone #:
(541) -465 -
Goods and/or Services: One (1) New and Unused Current Model Loader Mounted
Snow Blower. 3000 tons per hour.
Background & History: The County Road Department opened bids on June 28,
2011 for One (1) New Loader Mounted Snow Blower. This action issues a Notice of
intent to Award the contract to the lowest responsible bidder that meets equipment
specifications 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 lowest bidder that meets
specification.
The reason a new snow blower is needed is due to the high operating cost of our
1986 Rolba R1000 self propelled snow blower. The R1000 was built in Europe and has
very expensive parts and limited availability. The Rolba brand Tacks sufficient dealer
support in North America. After a drive failure early in this season, we were faced with
the option of a 14-26 week delivery time of a necessary replacement gear or a complete
drive box available out of Colorado for $29,674 +freight. Due to the age of the machine
and risk of other failures the choice was made to rent machines to finish the work for the
2011 season.
The replacement unit is specified to be a 3000 ton per hour, belt driven, center drive,
44" two stage unit. The belt drive gives us the ability to raise and lower the casting
distance of snow with drive pulleys to prevent severe damage to trees along the
roadway due to high velocity snow and ice. Casting distance can then be increased as
needed for the given application. The replacement unit has a specified weight of not
Tess than 13,000 lbs to ensure that the unit is built with enough strength to last in our
severe application.
The new loader mounted snow blower will be replacing our Rolba R1000 self
propelled snow blower for use in opening the Cascade Lakes Highway and the Paulina
Lake Road in the spring. The snow is packed with layers of ice due to weather,
grooming, and snow vehicle travel. There are fallen trees and debris from winter
recreation hidden in the snow. This creates a severe duty application because the
moving parts in the snow blower head can impact the foreign objects as snow is
cleared, causing damage to the blower.
The lowest bid of the Contant C1016D supplied by Tenco USA Inc. does not meet
specifications. It is a chain driven side drive unit. It has a high velocity discharge and
does not allow change in casting distance without expensive and time consuming gear
7/6/2011
replacement. The unit weighs approx 10,000 lbs which is 3000 lbs lighter than specified
for similar horsepower and tonnage.
The Kodiak LMSC4444 supplied by Peterson Machinery Company meets or exceeds
specification. It is a 3000 ton per hour, belt driven, center drive unit 44" two stage unit. It
has an approximate weight of 14,000 lbs due to its heavy duty construction.
The bids for the two blowers are as follows:
Peterson Machinery Company Kodiak LMSC4444
Tenco USA Inc. Contant C1016D
$238,310.00
$198,750.00
Agreement Starting Date: 7-20-11] Ending Date:
Annual Value or Total Payment:
$238,320.00
® Insurance Certificate Received check box)
Insurance Expiration Date:
N/A
Check all that apply:
® RFP, Solicitation or Bid Process
Informal quotes (<$150K)
Li 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
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 f No
Contact information for the person responsible for grant compliance: Name:
Phone #:
Departmental Contact and Title:
Department Director Approval:
Phone #:
7/h % ti
ignature date
7/6/2011
Distribution of Document: Who gets the original document and/or copies after it has
been signed? Include complete information if the document is to be mailed.
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 ,20//-307
7/6/2011
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July 13, 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 (541 302-9599)13 pqs) & E-mail:
mjohnsonapetersoncat.com
Peterson Machinery Co.
Miles Johnson
3635 SW Airport Way
Redmond, OR 97756
RE: Project - Contract for the Manufacture and Delivery of One (1) New and Unused
Current Model Loader Mounted Snow Blower
NOTICE OF INTENT TO AWARD CONTRACT
On July 13, 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
Peterson Machinery Co. of Redmond, Oregon, with a bid of Two Hundred Thirty Eight
Thousand Three Hundred Twenty and 00/100 DOLLARS ($238,320.00).
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, July 20, 2011.
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, July 27, 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.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner
Page 2
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 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, or the
procedures under which the County is proceeding, please contact Mark Pilliod,
Deschutes County Legal Counsel, 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 wlenc: Transmitted by first class mail, facsimile and e-mail on July 13, 2011 to all bidders.
See attached List
BIDDER'S LIST FOR
The Manufacture and Delivery of One (1) New and Unused
Current Model Loader Mounted Snow Blower
Peterson Machinery
3635 SW Airport Way
Redmond, OR 97756
541 465-8417
Fax: 541 302-9599
Email: mjohnson @petersoncot.com
TENCO USA, inc.
5700 S Lima Road
Lakeville, NY 14480
612 618-0024 or
585 346-3040
Fax: 585 346-2982
Email: jconnelly@tencousa.com
