HomeMy WebLinkAboutNotice of Intent - Rock for Chip SealDeschutes 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 7, 2010
Please see directions for completing this document on the next page.
DATE: March 24, 2010
FROM: Roger Olson. Road Department Phone #322-7120
TITLE OF AGENDA ITEM:
Consideration of Chair Signature of a Notice of Intent to Award Contract Letter for the Supplying nd
Hauling of Crushed, Precoated Rock for Chip Seal.
PUBLIC HEARING ON THIS DATE? NO
BACKGROUND AND POLICY IMPLICATIONS:
The Road Department opened bids on March 24 for the supply and hauling of crushed, pre -coated rock
for chip seals throughout the county. This is one step in the annual surface maintenance program. Chip
seals play the major role in surface maintenace of our county road system. This quantity of rock wi Ii
provide for approximatley 70 miles of chip seal, which is at the ten-year average.
2500 tons will be used in the cities of Bend and Redmond, protecting about 12 miles of their street:;.
There were 3 local bidders for this work. High Desert Aggregate and Paving is the low bidder at
$368,347.50, Knife River bid $436,200.00, and Hooker Creek Ranch bid $520,902.50. This action
issues a notice 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
apparent low bidder, High Desert Aggregate and Paving, for $368,347.50.
FISCAL IMPLICATIONS:
The funds necessary for this purchase are included in the Aggregate and Asphalt line item of the R oad
Department budget.
RECOMMENDATION & ACTION REQUESTED:
The Road Department recommends signature of the intent to award contract.
ATTENDANCE: Roger Olson
DISTRIBUTION OF DOCUMENTS:
Return to Wanda at the Road Department for further Distribution.
DESCHUTES COUNTY CONTRACT SUMMARY
(Department shall complete all sections above Official Review line)
Date: March 24, 2010
Department: Road
Contractor name: High Desert Aggregate and Paving
Contact Person: Mike Moore 541-504-8566
Goods and/or Services: Crushed, Pre -coated aggregate for chip seal
Background & History: This is an annual contract for chip seal rock. We have used
the same product for many years. This supplier is a regular bidder and has supplied the
product in the past in a very satisfactory manner.
Starting Date: Upon Signature of contract. Ending Date: May 30, 2010
Annual Value or Total Payment: $368,347.50
Insurance Certificate Received (check box)
Insurance Expiration Date: February 19, 2011
Check all that apply:
X
RFP, Solicitation or Bid Process
❑ Informal quotes (<$150K)
❑ Exempt from RFP, Solicitation or Bid Process
❑ (specify — see DCC §2.37)
Funding Source: Annual Budget (Included in current budget? X Yes ❑ No)
If No, has budget amendment been submitted? ❑ Yes ❑ No
Departmental Contact: Roger Olson
_7
Department Director Approved:
Signature
Opera 'ons Manager
/ 4,,--
340/7
Date
Official Review:
County Signature Required (check one): X BOCC ❑ Department Director (if <$25K)
❑ Administrator (if >$25K but <$150K; if >$150K, BOCC Order No.
Legal Review
Document Number
3/25/2 ) l 0
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April 7, 2010
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 3aney
Dennis R Luke
Alan Jnger
Sent via facsimile (541) 548-7600 / 3 psi & First Class Mail
High Desert Aggregate & Paving, Inc.
P.O. Box 1929
Redmond, OR 97756
RE: Project - Contract for Supplying & Hauling Crushed, Pre -Coated Rock
For Chip Seal Projects
NOTICE OF INTENT TO AWARD CONTRACT
On April 7, 2010, 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 Sixty Eight Thousand Three Hundred
Forty Seven and 50/100 DOLLARS ($368,347.50).
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,
April 14, 2010.
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 28, 2010 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
High Desert Aggregate and Paving
April 7, 2010
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 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
Dennis R. Luke, Chair
cc w/enc: Transmitted by facsimile or e-mail and first class mil on April 7, 2010 to all bidders (3 pages).
See attached list.
BIDDER'S LIST FOR
SUPPLYING AND HAULING CRUSHED, PRE -COATED
ROCK FOR CHIP SEAL
High Desert Aggregate & Paving, Inc.
P.O. Box 1929
Redmond, OR 97756
(541) 504-8566
FAX (541) 548-7600
mikem@highdesertaggregate.com
Knife River Corporation
Central Oregon Division
P.O. Box 83
Bend, OR 97709
(541) 388-0445
FAX (541) 388-8932
monica.mattis@kniferiver.com
Hooker Creek Asphalt & Paving, LLC
95 SW Scale House Loop, Suite 100
Bend, OR 97702
(541) 322-5700
FAX (541) 322-5712
abarnes@hookercreek.net
dvogt@hookercreek.net