HomeMy WebLinkAboutChange Agrmt - Landfill Rock Removal Project❑emu'' _t -<
Deschutes County Board of Commission
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 March 16, 2009
Please see directions for completing this document on the next page.
DATE: March 11, 2009
FROM: Timm Schimke. Solid Waste 317 -3177
TITLE OF AGENDA ITEM:
Consideration of Signature of Document No. 2009 -145, a Change Order to an Agreement relating to the
2008 Knott Landfill Rock Removal Project
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
The Department of Solid Waste solicited for bids for drilling, blasting, loading , transport and
placement of 500,000 cubic yards of rock in the Cell 5 area of Knott Landfill. Bids for the work came
in substantially lower than we anticipated. Oregon public contracting rules allow us to add quantities to
such a contract at the bid rate for up to 25% of the value of the contract through the change order
process.
FISCAL IMPLICATIONS:
The proposed change order totals $508,130.00. Since the initial bids came in significantly lower than
anticipated, there are sufficient funds remaining in the budget to cover this addition.
RECOMMENDATION & ACTION REQUESTED:
These are very favorable rates. Although we could considere an additional solicitation to seek eve
better rates, we believe that we are receiving a very competitive rate and the current bidding climate
would not produce additional savings. I recommend signature of the proposed change order.
ATTENDANCE: Timm Schimke.
DISTRIBUTION OF DOCUMENTS:
Return extra copies to the 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 b(!
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:
March 12, 2009
Please complete all sections above the Official Review line.
Contractor /Supplier /Consultant Name:
Contractor Contact:
Todd Taylor
Department:
Solid Waste
Taylor Northwest
Type of Document: Contract change order.
Contractor Phone #:
Goods and /or Services: Contractor drills, blasts, loads, transports and places rock
located at Knott Landfill to the Rose Pit.
Background & History: Public Contracting Rules allow an increase in volumes of
services on contracts such as this for up to 25% of the original contract amount through
the change order process. This us allows us to take advantage of favorable rates that
the public procurement process may produce. We believe that we have received a very
favorable rate on this contract and would like to take advantage of this provision.
Discussions with other service providers indicate that we will not likely realize better
rates if we were to issue another solicitation as opposed to this change order. Original
bids came in substantially lower than expected, so sufficient funds remain in the budget
for the project to cover the change order amount.
Agreement Starting Date:
2009
March 16, 2009
Annual Value or Total Payment:
$508,130.00
Ending Date:
® Insurance Certificate Received check box)
Insurance Expiration Date: . /Q
April 30,
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
3/12/200'
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 than
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: Timm Schimke Phone #: 317-
3177
Department Director Approval:
Signature
Date
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
3/12/200(
Department of Solid Waste
61050 SE 27th Street • Bend, Oregon 97702
(541) 317-3163
FAX (541) 317 -3959
To: Board of County Commissioners
From: Timm Schimke
CC: Dave Kanner
Re: Proposed change order for the 2008 Knott Landfill Rock Removal Project
The Department of Solid Waste solicited for bids for blasting, loading, transport, and
placement of 500,000 cubic yards of rock located over the Cell 5 area of Knott Landfill.
Low bid came in at $2,175,000.00 which was substantially under our projected costs for
the work. We have had 3 small change orders on the project so far totaling $28,470.00
extra services in these change orders includes unanticipated preparation of the fill site,
improvement of the aprons on either side of Ricard Road to prevent damage to the
pavement, and transport of some operational soils from the contract area to our working
face.
Oregon public contracting rules allow us to add quantities to such a contract at the bid
rate for up to 25% of the value of the contract through the change order process. Given
the very favorable rate we are enjoying, it would be wise to take advantage of this
provision. We have explored the possible advantages that may be available for even
better rates if we were to solicit and award a second contract but discussions with other
service providers indicates that conditions and work availability in the area are very
similar to what they were when we bid the project and we would probably receive similar
bids. The time and expense associated with another solicitation and additional
mobilization fees make a financial advantage to soliciting even less likely.
The proposed Change Order No. 4 is for removal of an additional 119,000 yards at the
original unit price of $4.27 per cubic yard. The cost of Change Order No. 4 is
$508,130.00 bringing the total of all change orders to $536,600.00 which is below 25%
of the original contract amount.
I recommend signature of Change Order No. 4 to the Knott Landfill 2008 Rock Removal
Project
Quality Services Performed with Pride
CHANGE ORDER NO. 4
PROJECT: Knott Landfill 2008 Rock Removal Project
CONTRACT NUMBER: DC- 2008 -534
CONTRACTOR: Taylor Northwest, LLC
The following changes are hereby authorized:
1. Additional rock excavation including drill, blast, haul and place shot rock at Rose Pit in accordance with
project specifications.
Original Quantity: 500,000 cubic yards
Additional Quantity: 119,000 cubic yards
Total Amended Quantity: 619,000 cubic yards
2. Additional Compensation
Original Contract Award Amount $2,175,000.00
Net Compensation previous change Orders: $ 28,470.00
Original Unit Price: $4.27 /cubic yard
Additional Quantity: 119,000 cubic yards
Additional Compensation this Change Order: $ 508,130.00
Total additions all Change Orders 1 through 4 $ 536,600.00
Total Contract Amount with Change Orders to date: $2,711,600.00
3. Change to Contract completion date: None
CONTRACTOR SIGNATURE
Dated this of , 2009
Todd Taylor, President
COUNTY SIGNATURE
Dated this of , 2009
BOARD OF COUNTY COMMISSIONERS
Tammy Baney, Chair
Attest
Dennis R. Luke, Vice Chair
Recording Secretary Alan Unger, Commissioner