HomeMy WebLinkAboutIntent to Award - 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 March 25, 2009
Please see directions for completing this document on the next page.
DATE: March 11, 2009
FROM: Roger Olson Road 322 -7120
TITLE OF AGENDA ITEM:
Consideration of signature of Intent to Award contract for crushed, pre- coated rock for chip seal
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
The County Road Department opened bids on March 1 Oth for the supply and delivery of crushed pre -
coated rock for chip seals to be constructed during the summer of 2009. 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 low bidder.
FISCAL IMPLICATIONS:
This is a budgeted item in the 2008 -09 Road Department budget.
RECOMMENDATION & ACTION REQUESTED:
The Road Department recommends signature of the Intent to Award to the low bidder, Knife River; in
the amount of $292,160.00
ATTENDANCE: Roger Olson, Operations Manager.
DISTRIBUTION OF DOCUMENTS:
Return signed Documents to Wanda at the Road Department for Distribution.
MEMORANDUM
TO: Board of County Commissioners
FROM: Roger Olson, Operations Manager
DATE: March 10, 2009
SUBJECT: Contract Award for Supplying & Hauling
Crushed, Pre - Coated Rock for Chip Seal
BACKGROUND:
The Road Department prepared specifications for the Supplying & Hauling of Crushed, Pre -
Coated Rock for Chip Seal. The rock will be used for Chip -Seal projects in the LaPine, Bend,
Sisters, and Redmond areas.
The project was advertised in the Bend "Bulletin" on February 25th and March 4th, 2009.
DISCUSSION:
A total of three (5) firms and five (5) plan centers acquired sets of bid documents with one (3)
firms submitting a bid to the Road Department. The bids were opened at 2:00 p.m. on March
10th, 2009, with the following result:
COMPANY ORIGINAL BID AMOUNT
Knife River
Bend, Oregon 97701
541 - 388 -0445
High Desert Aggregate & Paving
Redmond, Oregon 97756
541 - 504 -8566
Hooker Creek Asphalt
Bend, Oregon 97701
541 - 322 -5700
$292,160.00
$294,955.00
$346,170.00
Engineer's Estimate $258,150.00
Attached for your perusal is a compilation of the bids and includes the engineer's estimate.
RECOMMENDATION:
The Road Department recommends that the contract for supplying & hauling of asphalt coated
crushed rock be awarded to the low bidder, Knife River, in the amount of $292,160.00.
CRUSHED, PRE - COATED ROCK FOR CHIP SEAL
2009
ITEM / SIZE
1 3/8" - #8 GERKING STOCKPILE
2 3/8" - #8 BEND STOCKPILE
3 3/8" - #8 YOUNG RD STOCKPILE
4 3/8" - #8 REDMOND STOCKPILE
5 3/8" - #8 SISTERS STOCKPILE SITE
ITEM / SIZE
1 3/8" - #8 GERKING STOCKPILE
2 3/8" - #8 BEND STOCKPILE
3 3/8" - #8 YOUNG RD STOCKPILE
4 3/8" - #8 REDMOND STOCKPILE
5 3/8" - #8 SISTERS STOCKPILE
6
QUANTITY
1600 TONS
4000 TONS
1100 TONS
2200 TONS
1200 TONS
10100
QUANTITY
1600 TONS
4000 TONS
1100 TONS
2200 TONS
1200 TONS
10100
KNIFE RIVER
UNIT PRICE COST
$ 28.85 $ 46,160.00 $
$ 28.85 $ 129,825.00 - $
$ 27.75 $ 38,850.00 $
$ 25.50 $ 35,700.00
$ 27.75 $ 41,625.00
HOOKER CREEK ASPHALT
UNIT PRICE COST
34.00 $ 54,400.00
33.50 $ 150,750.00
32.50 $ 45,500.00
$ 31.80 $ 44,520.00
$ 34.00 $ 51,000.00
$ 292,160.00
HIGH DESERT AGG & PAVING
UNIT PRICE COST
$ 27.85
$ 29.70
B. $
27.85
24.95
28.55
$ 346,170.00
ENGINEER'S ESTIMATE
UNIT PRICE COST
25.00 $ 40,000.00
25.50 $ 114,750.00
23.00 $ 32,200.00
23.00 $ 32,200.00
26.00 $ 39,000.00
$ 44,560.00 $
$ 133,650.00 $
$ 38,990.00 $
$ 34,930.00 E $
$ 42,825.00 $
$ 294,955.00
BID SUMMARY
March 25, 2009
Board of County Commissioners
MIMIIIIMII
1300 NW Wall St, Suite 200 • Bend, OR 97701 -1960
(541 ] 388 -6570 • Fax (541 ) 38E -3202
www.co.deschutes.or.us
board @co.deschutes.or.us
Tammy Baney
Michael M. Daly
Dennis R. Luke
Sent via facsimile (541) 388 -8932 / 3 pas) & First Class Mail
Knife River Corporation
Central Oregon Division
P.O. Box 83
Bend, OR 97709
RE: Project - Contract for Supplying and Hauling of Crushed, Pre - Coated Rock
for Chip Seal - 2009
NOTICE OF INTENT TO AWARD CONTRACT
On March 25, 2009, 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, Central Oregon Division of Bend, Oregon, with a bid of Two Hundred Ninety
Two Thousand One Hundred Sixty and NO /100 DOLLARS ($292,160.00).
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, April 1, 2009.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost - Effective Manner
Knife River
March 25, 2009
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, April 22, 2009
before the Board of County Commissioners of Deschutes County Oregon, acting as the
Contract Review Board, in the Deschutes County Services Center, 1300 NW WaII
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 Facsimile and First Class Mail on March 25, 2009 to
All Bidders (3 pages) See attached List
BIDDER'S LIST FOR
SUPPLYING AND HAULING OF CRUSHED, PRE- COATED ROCK
FOR CHIP SEAL - 2009
Knife River Corporation
Central Oregon Division
P.O. Box 83
Bend, OR 97709
(541) 388 -0445
FAX (541) 388 -8932
High Desert Aggregate & Paving, Inc.
P.O. Box 1929
Redmond, OR 97756
(541) 504 -8566
FAX (541) 548 -7600
Hooker Creek Asphalt & Paving, LLC
95 SW Scale House Loop, Suite 100
Bend, OR 97702
(541) 322 -5700
FAX (541) 322 -5712