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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 February 27th 2008 Please see directions for completing this document on the next page. DATE: February 20, 2008 FROM: Roger Olson Road Department 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 February 11th for the supply and delivery of crushed pre -coated rock for chip seals to be constructed during the summer of 2008. 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. The apparent low bidder is Knife River in the amount of $276,665.00 FISCAL IMPLICATIONS: Funds are included in the Road Department budget for 2007-08 RECOMMENDATION & ACTION REQUESTED: Approve an intent to award contract ATTENDANCE: Roger Olson. DISTRIBUTION OF DOCUMENTS: Return signed document to Wanda Callahan MEMORANDUM TO: Board of County Commissioners FROM: Roger Olson, Operations Manager DATE: February 19, 2008 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 Portland "Daily Journal of Commerce" and in the Bend "Bulletin" on January 29th and February 4th 2008. DISCUSSION: A total of three (4) firms and five (2) 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 February 11th, 2008, 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 $276,665.00 $368, 590.00 $476,350.00 Engineer's Estimate $297,500.00 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 $276,665.00. J W 0 2 U 0 w U 0 OC op C] ND W N 0 U W 0 0 w CC U O 0 0 0 0 0 0 I' 0 0 0 0 0 0 0 - F. 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Daly Dennis R. Luke Sent via facsimile (541) 388-8932 / 5 pas) & First Class Mail Knife River P.O. Box 83 Bend, OR 97709 RE: Project - Contract for Supplying and Hauling Crushed, Pre -Coated Rock for Chip Seal NOTICE OF INTENT TO AWARD CONTRACT On February 27, 2008, 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 of Bend, Oregon, with a bid of Two Hundred Seventy Six Thousand Six Hundred Sixty Five and NO/100 DOLLARS ($276,665.00). 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 which 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 Tuesday, March 4, 2008. Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner Knife River February 27, 2008 Page 2 Any protest must be in writing and specify any grounds upon which the protest is based. A copy of OAR 137-047-0740 is attached to this Notice. If a protest is filed, a hearing will be held at 10:00 a.m. on Wednesday, March 12, 2008 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. 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 five (5) 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. Please be aware that this contract is for a prevailing wage project and the contractor will be required to pay a fee to the Bureau of Labor Industries pursuant to ORS 279C.840. The contract documents contain reporting forms that may be duplicated and used for that purpose. 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 Luke, Chair Enclosures: OAR 137-303-0104 cc w/enc: Transmitted by Facsimile and First Class Mail on February 27, 2008 to All Bidders (3 pages) See attached List BIDDER'S LIST FOR SUPPLYING AND HAULING OF CRUSHED, PRE -COATED ROCK FOR CHIP SEAL Knife River 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