HomeMy WebLinkAboutFuels Treatment Intent to Award DocsDeschutes County Board of Commissioner
1300 NW Wall St., Suite 200, Bend, OR 97701 -1961
(541) 388 -6570 - Fax (541) 385 -3202 - www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of March 4, 2009
DATE: February 13, 2009
FROM: Joe Stutler Forestry 322 -7117
TITLE OF AGENDA ITEM:
Consideration of Board for approval and signature of Notice of Intent to Award for 2009 Qualified Pool
bids for fuels treatment in Deschutes County.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
Deschutes County receives grant funds from a variety of sources, most notably the Federal Emergency
Management Agency to perform forest fuels reductions projects on public lands and on private lands
that interface with public forest lands. This money is used to fund dozens of fuels reduction projects
throughout the County. However, rather than bidding out each project separately, the County uses a
competitive bidding process to develop a list of qualified contractors. As projects are done, the type of
work required for each project is identified and the qualified contractor who offers the best price for
that type of work is employed.
The qualified pool concept was utilized last year as a means to significantly reduce administrative costs
for contract request for treatment of wildland hazardous fuels. Last year the qualified pool consist ed of
19 contractors of which nine were selected for service contracts to treat hazardous wildland fuels
throughout the County. This resulted in the expenditure of approximately $500,000 to treat more 1,200
acres of land. The County utilized grants in all cases to fund the work and the qualified pool concept
resulted in average fuel treatment costs being reduced approximately 50% due to the competition factor.
For 2009, 34 contractors submitted bids for 16 separate service items based on a Request for Proposals
issued in December. The County Forester evaluates each bid and the expertise of each contractor
before compiling the qualified pool for 2009. Each contractor who submitted bids will receive retainer
agreements based on their respective bids. We anticipate utilizing the qualified pool to award service
contracts utilizing grants to treat fuels on both county owned and private lands throughout the County
in 2009. We expect to treat an additional 1,200 acres and spend approximately $500,000, all of which
is from grant funding.
FISCAL IMPLICATIONS:
Funding for this work comes from a variety of grant sources and has been appropriated in the cur rent
fiscal year.
RECOMMENDATION & ACTION REQUESTED:
Approval of Notice of Intent to Award 2009 Qualified Pool.
ATTENDANCE: Joe Stutler
DISTRIBUTION OF DOCUMENTS:
Joe Stutler, 61150 SE 27th Bend OR 97702. Please return all documents in order to mail Retainer
Agreements to Contractors on the Qualified Pool.
Numerous
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:
Please complete all sections above the Official Review line.
February 13, 2009
Contractor /Supplier /Consultant Name:
Contractor Contact:
numerous
Department:
Forestry
Contractor Phone #:
Type of Document: Notice of Intent to Award and 34 retainer agreements
Goods and /or Services: Treat wildland fuels throughout the County on private lands
and County owned lands including removal and disposal of treated fuels
Background & History: The Qualified Pool Concept was utilized last year as a
means to significantly reduce administrative costs for contract request for treatment of
wildland hazardous fuels. Last year the qualified pool consisted of 19 contractors of
which 9 were selected for service contracts to treat hazardous wildland fuels throughout
the County resulting in the expenditure of approximately $500,000 and over 1,200 acres
of private lands were treated. The County utilized grants in all cases to fund the work
and the Qualified Pool Concept resulted in average fuel treatment costs being reduced
approximately 50% due to the competition factor.
For 2009, 34 contractors submitted bids for 16 separate service items based on a
Request of Proposal issued in December. The County Forester evaluates each bid and
the expertise of each contractor before compiling the Qualified Pool for 2009. Each
contractor who submitted bids will receive retainer agreements based on their
respective bids. We anticipate utilizing the Qualified Pool to award service contracts
utilizing grants to treat fuels on both county owned and private lands throughout the
County in 2009. We expect to treat an additional 1,200 acres and spend approximately
$500,000 all of which is from grant funding during this time frame utilizing service
contracts for the work.
Agreement Starting Date:
31,2009
February 23,2009
Annual Value or Total Payment:
$500,000
Ending Date:
® Insurance Certificate Received (check box)
Insurance Expiration Date:
December 31, 2009
December
Check all that apply:
▪ RFP, Solicitation or Bid Process
❑ Informal quotes ( <$150K)
❑ Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
2/24/2009
Funding Source: (Included in current budget? ® Yes No
I
If No, has budget amendment been submitted? 1 1 Yes ❑ No
Is this a Grant Agreement providing revenue to the County? ® Yes
Special conditions attached to this grant: 12/31/2010
Deadlines for reporting to the grantor:
12/31/2010
No
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: 2/23/09
Phone #: 2/23/09
Departmental Contact and Title: Joe Stutter Phone #: 322 -7117
Department Director Approval:
Signature Date
Distribution of Document: Joe Stutler
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
2/24/20( 9
Board of County Commissioners
March 4, 2009
Sent via First Class Mail
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
Michael M. Daly
Dennis F. Luke
RE: Qualified Pool of Providers of Fuels Treatment Services
NOTICE OF INTENT TO AWARD CONTRACT
On January 20, 2009, the Deschutes County Forester considered proposals for
selection of a qualified pool of providers for Fuels Treatment Services, pursuant
to Deschutes County Code Chapter 2.37.130. Fuels Treatment Services consist
of one or more of the following: hand piling, grapple piling, sheering, slash
busting, chainsaw thinning, chipping and removal, pruning/ladder fuel
reduction, mowing, pile burning, lop and scatter, pine needle removal, crush and
masticate, dozer piling mulching tub /horizontal grinding and removal of treated
fuel. The Forester determined which of the proposers' submittals and the
particular services they offered represented the best value to the County.
Attached to this Notice as Exhibit A is a summary of the proposers and the
particular services that the Forester has recommended be placed in a "qualified
pool" for selection within the current calendar year to perform such services on
various work sites to be identified by the Forester.
The decision to not select a particular proposer or one or more services for
which a proposal was submitted shall not be construed as County's
determination such proposer(s) were not "qualified" in a general sense. Rather
the decision not to select one or more proposers or services being proposed were
considered not sufficiently competitive or not in the best interest of the public.
This Notice of Intent to Award Contract is issued pursuant to ORS 279B.135
and Oregon Administrative Rule (OAR) 137 - 047 -0610.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost - Effective Manner
Page -2-
A copy of this Notice is being provided to each firm or person that submitted a
proposal for this contract. Any firm or person who believes that they are
adversely affected or aggrieved may submit to the Board of County
Commissioners of Deschutes County, Oregon, 1300 NW Wall Street, Suite 200,
Bend, Oregon 97701, a written protest within seven (7) days after the issuance
of this Notice of Intent to Award. The seven (7) day protest period will expire at
5:00 PM on Wednesday, March 11, 2009.
Any protest must be in writing and specify any grounds upon which the protest
is based. If no protest is filed within the protest period, this Notice of Intent to
Award becomes an Award of Contract without further action unless, for good
cause, this Notice is rescinded by the County before the expiration of the protest
period.
The selected proposers will execute a retainer agreement, provided by the
county. The Forester is hereby authorized to execute such retainer agreements
with the proposers (contractors) and the associated services set forth on Exhibit
A. Under the terms of the retainer agreement contractors' names will be placed
on a list. At such time as the Forester identifies a Work Site and the need for
fuels treatment services for which contractor has been identified, the Forester
will negotiate with a contractor from the list for a personal services contract. As
part of the execution of such contract, the contractor will be required to provide
a certificate of insurance.
If you have any questions regarding this Notice of Intent to Award Contract,
the selection methodology or the procedures under which the County is
proceeding, please contact Joe Stutler, County Forester, at the Deschutes
County Road Department, 61150 SE 27th Street, Bend, Oregon 97702;
telephone (541) 322 -7117.
BOARD OF COUNTY COMMISSIONERS
DESCHUTES COUNTY, OREGON
Tammy Baney, Chair
RE: Fuels Treatment Qualified Pool Retainer Agreements
1. Mike Glafka, All Seasons Cleanup Services, 60911 Ashford Drive, Bend, OR 97702
2. Allan Clark, Allan Clark LLC, 13661 SE Cayuse Road, Prineville, OR 97754
3. Michael P. Sellers, Barbwire Fencing Company, 19520 Rudi Road, Bend, OR 97701
4. David Vitelle, Bear Mountain Fire, LLC, PO Box 145, Sisters, OR 97759
5. Tom Glazier, Bend Chainsaw Inc., 64925 Hunnell Road, Bend, OR 97701
6. Eric Evans, Botanical Developments, LLC, 409 NW Franklin Ave, Bend, OR 97701
7. Mark Brink, Brink Bros., Inc, 83938 Enterprise Road, Pleasant Hill, OR 97455
8. Dave Danforth, CAO Timber Company, PO Box 489 Fort Klamath, OR 97626
9. Richard Brown, Cascade Brush Clearing, 2660 NE Hwy 20, PMB 330, Bend, OR 97701
10. Art Chase, Chase Construction & Trucking, Inc., PO Box 9087, Bend, OR 97708
11. Wade Fagen, FCO dba Fagen Trees & Chips, 1328 NE Seward, Bend, OR 97701
12. Stephen Heard, Heard Mechanical Thinning (HMT Corp), 61550 Twin Lakes Loop,
Bend, OR 97702
13. Dave Holmes, Heart of Oregon Corps, Inc., PO Box 279, Bend, OR 97709
14. Marc Barnes, Integrated Resource Management, PO Box 547, Philomath, OR 97370
15. Jeff Spath, J Spath Contractor, PO Box 9400, Bend, OR 97708
16. Keith Ross, Keith Ross Contracting, LLC, 5067 West Hwy 126, Redmond, OR 97756
17. Kris Pickle, Kris Pickle Trucking, Inc., 40702 McQueen Drive, Sweet Home, OR 97386
18. Mike Shields, La Pine Equipment, Inc., PO Box 154, La Pine, OR 97739
19. Mike Shields, La Pine Equipment (Team Effort) PO Box 154 La Pine, OR 97739
20. Robert Morris, Long Butte Contracting Inc., 21270 Gift Rd, Bend, OR 97701
21. Marty Kent, M.T. Development, LLC, 18555 Innes Market Rd, Bend, OR 97701
22. Robert Otteni, Professional Tree Care, 53364 Bridge Drive, La Pine, OR 97739
23. John Williams, Quicksilver Contracting Co., 64682 Cook Ave #99, Bend, OR 97701
24. Richard Bartels, Richard Bartels Construction, LLC, 12909 SW Hwy 126, Powell Butte,
OR 97753
25. Richard Owen, R -J Consulting Services, LLC, 2378 NW Holly Place, Albany, OR 97321
26. Eric Metzger, Running Tree LLC, 19435 Calico Road, Bend, OR 97702
27. David Elpi, Sisters Forest Products, LLC, 69490 Green Ridge Loop, Sisters, OR 97759
28. Scott Spaulding, Spaulding Property Maintenance, 400 NE Robin Ct, Prineville, OR
97754
29. Andy Smith, Spring River Tree Service Inc., PO Box 1987, Sunriver, OR 97707
30. Timothy Moles, Stones of Iron Rod, LLC, 1844 `A' Street NE, Salem, OR 97301
31. Scott Nelson, Summit Forests Inc., PMB 218, 1257 Siskiyou Blvd, Ashland, OR 97520
32. Stephen Lawn, T2, Inc., 44501 Wiley Creek Drive, Sweet Home, OR 97836
33. Jack Owen, Wildfire Fuels Reduction, LLC, PO Box 3823 Sunriver, OR 97707
34. Ronald Paden, Woodland Rehab & Restoration, LLC, PO Box 821, La Pine, OR 97739
Exhibit A
Mike Glafka, All Seasons Cleanup Services
1. Hand piling
2. Grapple pile
3.
4.
5. Chainsaw thinning
6. Chipping & Removal
7. Pruning /ladder fuel reduction
8. Mowing
9.
10.
11. Pine needle removal
12.
13.
14.
15.
16. Removal of fuel/haul to designated sites.
Allan Clark, Allan Clark, LLC
1. Hand piling
2. Grapple pile
3. Sheering
4. Slash buster
5. Chainsaw thinning
6. Chipping & removal
7. Pruning /ladder fuel reduction
8. Mowing
9.
10. Lop & Scatter
11.
12.
13.
14.
15.
16. Removal of fuel /haul to designated sites.
Michael Sellers, Barbwire Fencing Company, LLC
1. Hand piling
2. Grapple pile
3. Sheering
4. Slash buster
5. Chainsaw thinning
6. Chipping & removal
7. Pruning /ladder fuel reduction
8. Mowing
9.
10. Lop & Scatter
11.
12.
13.
14.
15.
16. Removal of fuel /haul to designated sites.
David R. Vitelle, Bear Mountain Fire LLC
1. Hand piling
2. Grapple pile
3. Sheering
4. Slash buster
5. Chainsaw thinning
6. Chipping & removal
7. Pruning /ladder fuel reduction
8. Mowing
9. Pile burning
10. Lop & Scatter
11. Pine needle removal
12. Crush & Masticate
13. Dozer Pile
14. Mulching
15. Tub /horizontal grinding
16. Removal of fuel /haul to designated sites.
Tom Glazier, Bend Chainsaw Inc.
1. Hand piling
2.
3.
4.
5. Chainsaw thinning
6. Chipping and removal
7. Pruning /ladder fuel reduction
8.
9.
10. Lop & Scatter
11. Pine needle removal
12.
13.
14.
15.
16. Removal of fuel /haul to designated sites.
Eric Evans, Botanical Developments, LLC
1. Hand piling
2.
3. Sheering
4. Slash buster
5. Chainsaw thinning
6. Chipping and removal
7. Pruning /ladder fuel reduction
8. Mowing
9.
10.
11. Pine needle removal
12.
13. Dozer Pile
14.
15. Tub /horizontal grinding
16. Removal of fuel /haul to designated sites.
Mark Brink, Brink Bros., Inc.
1
2. Grapple pile
3.
4.
5.
6. Chipping and removal
7. Pruning /ladder fuel reduction
8. Mowing
9.
10.
11.
12.
13. Dozer Pile
14.
15.
16.
Dave Danforth, CAO Timber Company
1. Hand piling
2.
3.
4. Slash buster
5. Chainsaw thinning
6.
7. Pruning /ladder fuel reduction
8. Mowing
9. Pile burning
10. Lop & Scatter
11. Pine needle removal
12.
13. Dozer Pile
14.
15.
16.
Richard Brown, Cascade Brush Clearing
1. Hand piling
2. Grapple pile
3. Sheering
4.
5. Chainsaw thinning
6.
7. Pruning /ladder fuel reduction
8. Mowing
9.
10.
11.
12.
13.
14. Mulching
15.
16. Removal of fuel/haul to designated sites.
Art Chase, Chase Construction & Trucking, Inc.
1. Hand piling
2. Grapple pile
3.
4.
5. Chainsaw thinning
6. Chipping & Removal
7. Pruning /ladder fuel reduction
8. Mowing
9.
10.
11. Pine needle removal
12.
13. Dozer Pile
14.
15.
16. Removal of fuel /haul to designated sites.
Wade Fagen, FCO Inc. dba Fagen Trees & Chips
1. Hand piling
2. Grapple pile
3. Sheering
4. Slash buster
5. Chainsaw thinning
6. Chipping & removal
7. Pruning /ladder fuel reduction
8. Mowing
9. Pile burning
10. Lop & Scatter
11. Pine needle removal
12. Crush & Masticate
13. Dozer Pile
14. Mulching
15. Tub /horizontal grinding
16. Removal of fuel /haul to designated sites.
Stephen Heard, HMT Corp dba Heard Mechanical Thinning
1
2.
3. Sheering
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
Dave Holmes, Heart of Oregon Corps Inc.
1. Hand piling
2.
3.
4.
5. Chainsaw thinning
6. Chipping & removal
7. Pruning /ladder fuel reduction
8.
9.
10. Lop & Scatter
11. Pine needle removal
12.
13.
14.
15.
16. Removal of fuel /haul to designated sites
Marc Barnes, Integrated Resource Management
1. Hand piling
2. Grapple pile
3. Sheering
4. Slash buster
5. Chainsaw thinning
6.
7. Pruning /ladder fuel reduction
8. Mowing
9. Pile burning
10. Lop & Scatter
11. Pine needle removal
12. Crush & Masticate
13. Dozer Pile
14. Mulching
15.
16. Removal of fuel /haul to designated sites.
Keith Ross, Keith Ross Contracting, LLC
1. Hand piling
2. Grapple pile
3. Sheering
4. Slash buster
5. Chainsaw Thinning
6. Chipping and removal
7. Pruning /ladder fuel reduction
8. Mowing
9. Pile Burning
10. Lop & Scatter
11. Pine needle removal
12. Crush & Masticate
13. Dozer Pile
14. Mulching
15.
16. Removal of fuel /haul to designated sites.
Kris Pickle, Kris Pickle Trucking, Inc.
1. Hand piling
2. Grapple pile
3.
4.
5. Chainsaw thinning
6.
7.
8.
9.
10.
11.
12.
13.
14.
15. Tub /horizontal grinding
16. Removal of fuel /haul to designated sites.
Mike Shields, La Pine Equipment, Inc.
1. Hand piling
2. Grapple pile
3. Sheering
4. Slash buster
5. Chainsaw thinning
6. Chipping & removal
7. Pruning /ladder fuel reduction
8. Mowing
9.
10. Lop & Scatter
11.
12.
13. Dozer Pile
14.
15.
16. Removal of fuel /haul to designated sites.
Mike Shields, Team Effort of La Pine Equipment, Inc (primary contractor); Professional
Tree Care, and Northwest Fiber Recovery
1. Hand piling
2. Grapple pile
3. Sheering
4. Slash buster
5. Chainsaw Thinning
6. Chipping and removal
7. Pruning /ladder fuel reduction
8. Mowing
9. Pile burning
10. Lop & Scatter
11. Pine needle removal
12. Crush & Masticate
13. Dozer Pile
14. Mulching
15. Tub /horizontal grinding
16. Removal of fuel /haul to designated sites
Robert Morris, Long Butte Contracting, Inc.
1. Hand piling
2.
3.
4. Slash buster
5. Chainsaw thinning
6.
7. Pruning /ladder fuel reduction
8. Mowing
9. Pile burning
10. Lop & Scatter
11. Pine needle removal
12.
13.
14.
15.
16. Removal of fuel /haul to designated sites.
Marty Kent, M.T. Development, LLC
1
2. Grapple pile
3.
4.
5. Chainsaw thinning
6.
7.
8. Mowing
9.
10.
11.
12.
13.
14.
15.
16. Removal of fuel /haul to designated sites.
Robert Otteni, Professional Tree Care
1. Hand piling
2. Grapple pile
3. Sheering
4. Slash buster
5. Chainsaw thinning
6. Chipping and removal
7. Pruning
8. Mowing
9. Pile burning
10. Lop & Scatter
11.
12.
13. Dozer Pile
14. Mulching
15. Tub /horizontal grinding
16. Removal of fuel /haul to designated sites
John Williams, Quicksilver Contracting Co.
1. Hand piling
2. Grapple pile
3. Sheering
4.
5. Chainsaw thinning
6. Chipping & removal
7. Pruning /ladder fuel reduction
8. Mowing
9.
10. Lop & Scatter
11. Pine needle removal
12.
13. Dozer Pile
14.
15. Tub /horizontal grinding
16. Removal of fuel /haul to designated sites.
Richard Bartels, Richard Bartels Construction, LLC
1
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16. Removal of fuel /haul to designated sites.
Richard Owen, R -J Consulting Service LLC
1
2. Grapple pile
3. Sheering
4.
5.
6.
7.
8. Mowing
9.
10.
11.
12.
13.
14.
15.
16.
Eric Metzger, Running Tree LLC
1. Hand piling
2.
3.
4.
5. Chainsaw thinning
6. Chipping & removal
7. Pruning /ladder fuel reduction
8.
9. Pile burning
10. Lop & Scatter
11. Pine needle removal
12.
13.
14.
15.
16. Removal of fuel /haul to designated sites.
Dave Elpi, Sisters Forest Products LLC
1. Hand piling
2. Grapple pile
3.
4.
5. Chainsaw Thinning
6. Chipping and removal
7. Pruning /ladder fuel reduction
8. Mowing
9. Pile burning
10. Lop & Scatter
11. Pine needle removal
12. Crush & Masticate
13. Dozer Pile
14. Mulching
15.
16. Removal of fuel /haul to designated sites
Jeff D. Spath, J Spath Contractor
1. Hand piling
2. Grapple pile
3. Sheering
4. Slash buster
5. Chainsaw thinning
6. Chipping and removal
7. Pruning /ladder fuel reduction
8. Mowing
9. Pile burning
10. Lop & Scatter
11. Pine needle removal
12. Crush & Masticate
13. Dozer Pile
14. Mulching
15. Tub /horizontal grinding
16. Removal of fuel /haul to designated sites
Scott Spaulding, Spaulding Property Maintenance, LLC
1. Hand piling
2.
3.
4.
5. Chainsaw thinning
6. Chipping & removal
7. Pruning /ladder fuel reduction
8. Mowing
9. Pile burning
10.
11. Pine needle removal
12.
13.
14.
15.
16. Removal of fuel /haul to designated sites.
Andy Smith, Spring River Tree Service, Inc.
1
2.
3.
4.
5. Chainsaw thinning
6. Chipping & removal
7. Pruning /ladder fuel reduction
8. Mowing
9.
10.
11.
12.
13.
14.
15.
16.
Timothy E. Moles, Stones Of Iron Rod LLC
1. Hand piling
2. Grapple pile
3. Sheering
4. Slash buster
5. Chainsaw thinning
6. Chipping and removal
7. Pruning /ladder fuel reduction
8. Mowing
9. Pile burning
10. Lop & Scatter
11. Pine needle removal
12. Crush & Masticate
13. Dozer Pile
14. Mulching
15. Tub /horizontal grinding
16. Removal of fuel /haul to designated sites
Scott Nelson, Summit Forests Inc.
1. Hand piling
2.
3.
4.
5. Chainsaw thinning
6. Chipping & removal
7. Pruning /ladder fuel reduction
8. Mowing
9. Pile burning
10. Lop & Scatter
11. Pine needle removal
12.
13.
14. Mulching
15.
16. Removal of fuel /haul to designated sites.
Stephen Lawn, T2, Inc.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15. Tub /Horizontal grinding
16. Removal of fuel /haul to designated sites.
Jack Owen, Wildfire Fuels Reduction, LLC
1
2.
3.
4.
5.
6.
7.
8. Mowing
9.
10.
11.
12.
13.
14.
15.
16.
Ronald L. Paden, Woodland Rehab & Restoration, LLC
1.
2. Grapple pile
3. Sheering
4.
5.
6.
7.
8.
9. Pile burning
10.
11.
12.
13.
14.
15.
16. Removal of fuel /haul to designated sites.