HomeMy WebLinkAboutDoc 038 - Qualified Pool - Fuels ReductionDeschutes 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 January 14, 2015
DATE: 1/8/15
FROM: Ed Keith
Forestry 322-7117
TITLE OF AGENDA ITEM:
Consideration of Board signature of Document No. 2015-038
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
Deschutes County has utilized a qualified pool of fuels reduction contractors for several years.
Contractors submit proposals for service categories they are intersted in performing and if qualified are
placed in a pool and sign a retainer agreement. As specific projects are identified the County Forester
negoiates bids with those contractors and those projects are then awarded through a personal services
contract.
FISCAL IMPLICATIONS:
For the remainder of the 2015 fiscal year it is anticipated that approximately $200,000 of fuels
reduction work will be awarded to contractors in this pool. Depending on grant funding approximately
$300,000 may be awarded to contractors in this pool for the remainder of the calendar year when the
pool will be due to be re -advertised. All contracts awarded to this pool are funded through grants.
RECOMMENDATION & ACTION REQUESTED:
Approve and sign "Notice of Intent to Award" letter. Authorize County Forester to sign individual
retainer agreements with the contractors listed in the letter.
ATTENDANCE: Ed Keith
DISTRIBUTION OF DOCUMENTS:
Contact Ed Keith when signed letter is available to mail. Once signed retainer agreements will be
returned to Administration for recording.
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:
1/14/15
Please complete all sections above the Official Review line.
Department:
Contractor/Supplier/Consultant Name:
Contractor Contact:
Multiple
Multiple
Administration (Forestry)
Contractor Phone #:
Multiple
Type of Document: Intent to Award Letter, Qualified Pool of Fuels Contractors
Goods and/or Services: Establish a Qualified Pool of Contractors to treat wildland
fuels as specified in the advertised Request for Proposals
Background & History: Deschutes County has utilized a qualified pool of fuels
reduction contractors for several years. Contractors submit proposals for service
categories they are intersted in performing and if qualified are placed in a pool and sign
a retainer agreement. As specific projects are identified the County Forester negoiates
bids with those contractors and those projects are then awarded through a personal
services contract.
Agreement Starting Date:
1/26/15
Annual Value or Total Payment:
$500,000
Ending Date:
Insurance Certificate Received (check box)
Insurance Expiration Date:
contract is completed. 12/31/14
12/31/2015
Insurance certification is due when personal service
Check all that apply:
RFP, Solicitation or Bid Process
Informal quotes (<$150K)
Exempt from RFP, Solicitation or Bid Process (specify — see DCC §2.37)
II
Funding Source: (Included in current budget? N Yes 1 1 No
If No, has budget amendment been submitted?
Yes
Is this a Grant Agreement providing revenue to the County?
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
No
Yes 1>'1 No
1/8/2015
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: I I Yes No
Contact information for the person responsible for grant compliance:
Name:
Phone #:
Departmental Contact and Title: Ed Keith Phone #: 322-7117
Department Director Approval:
Signature Date
Distribution of Document: Distribute to Ed Keith, he will send the intent to award to
the contractors listed in the document.
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 2014-038
1/8/2015
January 14, 2015
Sent via First Class Mail
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 Baney
Anthony DeBone
Alan Unger
RE: Fuels Treatment Qualified Pool Retainer Agreements
NOTICE OF INTENT TO AWARD CONTRACT
On January 8, 2015, 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 the following
categories: 1) Chainsaw thinning, pruning and ladder fuel removal 2) Chipping and
removal, 3) Mowing, 4) Tub/horizontal grinding and 5) Fuels removal. 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 on 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 for 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. The Board hereby waives
application of Deschutes County Code 2.37.140(c), requiring protests to be filed within
three (3) business days.
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 Pacific time on January 21, 2014.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner
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 a
contractor has been identified, 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 Ed Keith, County Forester, Deschutes County Road Department, 61150 SE
27th Street, Bend, Oregon 97702. Telephone (541) 322-7117.
Sincerely,
BOARD OF COUNTY COMMISSIONERS
DESCHUTES COUNTY, OREGON
Anthony DeBone, Chair
Alan Unger, Vice -Chair
Tammy Baney, Commissioner
Qualified Pool of Fuel Reduction Contractors Applicants:
All Seasons Cleanup Services
Mike Glafka
60911 Ashford Dr.
Bend, OR 97702
Bar 7 A Companies
Brian Skidgel
PO Box 890
Redmond, OR 97756
Chase Construction & Trucking
Art Chase
PO Box 9087
Bend, OR 97708
Heart of Oregon Corps, Inc.
Laura Handy
PO Box 279
Bend, OR 97709
Integrated Resource Management
Marc Barnes
PO Box 547
Philomath, OR 97370
PatRick Corporation
Jeremy Dice
PO Box 758
Redmond, OR 97756
Sisters Forest Products, LLC
Dave Elpi
69490 Green Ridge Loop
Sisters, OR 97759
T & R Maintenance
Steve Glazier
65123 85th St.
Bend, OR 97701
Woodland Rehab & Restoration
LLC
Ronald Paden
PO Box 821
La Pine, OR 97739
Allan Clark LLC
Allan Clark
13661 SE Cayuse Rd.
Prineville, OR 97754
Bear Mountain Fire, LLC
Dave Vitelle
PO Box 145
Sisters, OR 97759
Double Tree Forest Management
Garrett Smith
PO Box 365
La Pine, OR 97739
Heartwood Forest Contracting
Eric Metzger
724 SE 6th St.
Bend, OR 97702
Keith Ross Contracting, LLC
Keith Ross
5067 W Hwy 126
Redmond, OR 97756
Professional Tree Care
Bob Otteni
PO Box 65
La Pine, OR 97739
Spring River Tree Service, Inc.
Brent Redenius
PO Box 1987
Sunriver, OR 97707
TGX Clearland
Tom Glazier
64925 Hunnel Rd.
Bend, OR 97701
Arbor 1 Tree Service
Mike Donahue
1429 NW 10th
Bend, OR 97701
Cascade Brush Clearing
Richard Brown
2660 NE Hwy 20 Ste 610-330
Bend, OR 97701
Fagen Trees & Chips
Wade Fagen
1328 NE Seward
Bend, OR 97701
Frank Cooper
Frank Cooper
60032 Hopi
Bend, OR 97702
La Pine Equipment, Inc.
Mike Shields
PO Box 154
La Pine, OR 97739
Rue Forest Contracting
Larry Rue
36225 Hwy 213
Molalla, OR 97038
Summitt Forests Inc.
Scott Nelson
2305 Ashland St. Suite C PMB 432
Ashland, OR 97520
Three Rivers Tree Service
Reuben Womack
14830 S Century Drive
Bend, OR 97707
Exhibit A — Intent to Award Pool Retainer Agreements
Company
1) Chainsaw thinning, pruning, ladder fuel
removal
2) Chipping and removal
3) Mowing
4) Tub / Horizontal Grinding
5)Remove and haul fuels
All Seasons Cleanup Services
X
X
X
X
Allan Clark LLC
X
X
X
X
Arbor 1 Tree Service
X
X
X
Bar 7 A Companies
X
X
X
Bear Mountain Fire, LLC
X
X
X
X
X
Cascade Brush Clearing
X
X
X
X
Chase Construction & Trucking
X
Double Tree Forest Management
X
X
Fagen Trees & Chips
X
X
X
X
X
Heart of Oregon Corps, Inc.
X
X
X
X
Heartwood Forest Contracting
X
X
X
Frank Cooper
X
X
Integrated Resource Management
X
X
X
Keith Ross Contracting, LLC
X
X
X
X
X
La Pine Equipment, Inc.
X
X
X
PatRick Corporation
X
X
X
X
Professional Tree Care
X
X
X
X
Rue Forest Contracting
X
X
X
X
Sisters Forest Products, LLC
X
X
X
X
Spring River Tree Service, Inc.
X
X
X
X
Summitt Forests Inc.
X
X
X
X
T & R Maintenance
X
X
X
TGX Clearland
X
X
X
Three Rivers Tree Service
X
X
X
Woodland Rehab & Restoration LLC
X
X
"X" indicates bidder will be placed in the qualified pool for the specified service