HomeMy WebLinkAboutIntent to Award - Demo Landfill InvestigationDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 - Fax (541) 385-3202 - www.deschutes.cg
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of April 2, 2008
Please see directions for completing this document on the next page.
DATE: March 26, 2008
FROM: Timm Schimke Solid Waste 317-3177
TITLE OF AGENDA ITEM:
Consideration of signature of Intent to Award Contract for a subsurface investigation of the Demolition
Landfill
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
The Department of Solid Waste solicited for consulting services to conduct a subsurface investigation
of the closed Demoliton Landfill in Bend as part of an effort to assess the options available for
remediation of existing problems associated with the waste and the possible future uses of the property.
The investigation will provide data on the volume and types of waste in the landfill including a
screening for hazardous materials, and an assessment of the possible contamination of the soils beneath
the waste. An additional task has been included to perform an assessment of a historic dump site
located on County property in Redmond. Six firms submitted proposals for the project which were
reviewed and scored by a selection committee. The firm of German, Brickner & Bratton, Inc. (GBB)
received the highest score.
FISCAL IMPLICATIONS:
Total cost of the proposed contract is $273,522. Funds for the project are included in the current
budget.
RECOMMENDATION & ACTION REQUESTED:
The selected firm is well qualified for this work. They have extensive knowledge in construction and
demolition landfill assessment and reclamation. I recommend signature of the Intent to Award
Contract. Approval of this request will begin a 7 day protest period.
ATTENDANCE: Timm Schimke
DISTRIBUTION OF DOCUMENTS:
One copy returned to the Department of Solid Waste. Fax and mail copies to the attached proposers
list.
TES
To: BOCC
From: Timm Schimke
CC: Dave Kanner
Date: March 26, 2008
Re: Notice of Intent to Award Contract
Department of Solid Waste
61000 S.E. 27th St., Bend, 013 37702
(541) 317-3163 • FAX [541) 31 -3959
The Department of Solid Waste solicited for proposal to conduct a subsurface
investigating of the Demolition Landfill. A supplemental task to perform a Phase I
Environmental Site Assessment and investigation of the historic dump site on County
property near the Redmond airport was added to the scope. We received 6 responses to
our solicitation which were reviewed and scored by the selection committee which
included: Timm Schimke, Director of Solid Waste
Chad Centola, Operations Manager
Erik Kropp, Deputy County Administrator
Merle Irvine, Bend Garbage and Recycling
The firm of Gershman, Brickner and Bratton, Inc. received the highest score and ranking
from the selection committee as shown in the table.
GBB, Inc Kleinfelder Landau PBS Env. Shaw Grp
Associates
URS Corp
Timm S
41
27
24
25
37
38
Chad C
55
54
47
46
55
50
Erik K
48
43
36
32
22
42
Merle I
42
31
31
24
46
39
Total
186
155
138
127
160
169
Rank
1
4
5
6
3
2
The Demo investigation will include work that will determine the volume and types of
waste in the landfill, a hazardous materials screening and an assessment of possible
environmental impacts to the soils beneath the waste. The information will be used to
help us assess remediation of the subsurface problems associated with the waste and
possible uses of the site in the future.
The Redmond site includes a standard Phase I ESA with some additional work to try to
determine exactly where waste is located and how much waste is there. This information
will be needed for the County to considering the possible sale of the property.
Quality Services Performed with Pride
Total Costs are as follows
Demolition investigation = $238,522
Redmond site investigation = $34,559
We have adequate funds authorized in our current budget for this work.
GBB brings extensive construction and demolition waste expertise to the project.
Although they are located in Virginia, the subcontractors performing the field work are
all local which kept their costs in line with other proposers. I recommend approval of
Intent to Award Contract to GBB, Inc.
April 2, 2007
Board of County Commissioners
Sent via facsimile 111(5 pqs) & First Class Mail
1300 NW Wall St, Suite 200 • Bend, OR 977011960
(541) 388-6570 • Fax (541) 3853202
www.co.deschutes.or.us
board@co.deschutes.or.us
Tammy Baney
Michael M. Daly
Dennis R. Luke
RE: Project — Demolition Landfill Subsurface Investigation
NOTICE OF INTENT TO AWARD CONTRACT
On Wednesday, April 2, 2008, the Board of County Commissioners of Deschutes
County, Oregon, considered proposals for the above -referenced project. The Board of
County Commissioners determined that the successful proposer for the project was
Gershman, Brickner & Bratton, Inc. of Fairfax, Virginia.
This Notice of Intent to Award Contract is issued pursuant to Oregon Administrative
Rule (OAR) 137-030-0104. A copy of this Notice is being provided to each firm or
person that submitted a proposal 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 9, 2008.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner
Gershman, Brickner & Bratton, Inc.
April 2, 2008
Page 2
Any protest must be in writing and specify any grounds upon which the protest is based.
A copy of OAR 137-030-0104 is attached to this Notice. If a protest is filed, a hearing
will be held at 10:00 a.m. on Monday, December 31, 2008 before the Board of County
Commissioners of Deschutes County Oregon, acting as the Contract Review Board, in
the Deschutes Services Building, 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 proposer on a Deschutes County
project is required to execute four (4) copies of the Contract, which will be provided
when the contract is negotiated. In addition to the execution of Contract, the contractor
will be required to provide a 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 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 Melton, Vice Chair
Enclosures: OAR 137-303-0104
cc w/enc:
Transmitted by Facsimile and First Class Mail on Monday, December 17, 2007 to all
Proposers (5 pages)
See attached List
The Oregon Administrative Rules
DEPARTMENT OF JUSTICE
DIVISION 30
PUBLIC BIDDING
137-030-0104
Protest of Contractor Selection, Contract Award
(1) Purpose. An adversely affected or aggrieved Offeror (1) Purpose. An adversely affected or
aggrieved Offeror must exhaust all avenues of administrative review and relief before seeking
judicial review of the Agency's Contractor selection or Contract award decision.
(2) Notice of Competitive Range. Unless otherwise provided in the RFP, the Agency shall
provide written notice to all Proposers of the Agency's determination of the Proposers included
in the Competitive Range. The Agency's notice of the Proposers included in the Competitive
Range shall not be final until the later of the following:
(a) 10 Days after the date of the notice, unless otherwise provided therein; or
(b) Until the Agency provides a written response to all timely -filed protests that denies the
protest and affirms the notice of the Proposers included in the Competitive Range.
(3) Notice of Intent to Award. Unless otherwise provided in the Solicitation Document, the
Agency shall provide written notice to all Offerors of the Agency's intent to award the Contract.
The Agency's award shall not be final until the later of the following:
(a) 14 Days after the date of the notice, unless the Solicitation Document provided a different
period for protest; or
(b) The Agency provides a written response to all timely -filed protests that denies the protest and
affirms the award.
(4) Right to Protest Award.
(a) An adversely affected or aggrieved Offeror may submit to the Agency a Written protest of the
Agency's intent to award within 14 Days after issuance of the notice of intent to award the
Contract, unless a different protest period is provided under the Solicitation Document.
(b) The Offeror's protest shall be in Writing and must specify the grounds upon which the protest
is based.
(c) An Offeror is adversely affected or aggrieved only if the Offeror is eligible for award of the
Contract as the Responsible Bidder submitting the lowest Responsive Bid or the Responsible
Proposer submitting the best Responsive Proposal and is next in line for award, i.e., the
protesting Offeror must claim that all lower Bidders or higher -scored Proposers are ineligible for
award:
(A) Because their Offers were nonresponsive or
(B) The Agency committed a substantial violation of a provision in the Solicitation Document or
of an applicable procurement statute or administrative rule, and the protesting Offeror was
unfairly evaluated and would have, but for such substantial violation, been the Responsible
Bidder offering the lowest Bid or the Responsible Proposer offering the highest -ranked Proposal.
(d) The Agency shall not consider a protest submitted after the time period established in this
rule or such different period as may be provided in the Solicitation Document.
(5) Right to Protest Competitive Range.
(a) An adversely affected or aggrieved Proposer may submit to the Agency a Written protest of
the Agency's decision to exclude the Proposer from the Competitive Range within 14 Days after
issuance of the notice of the Competitive Range, unless a different protest period is provided
under the Solicitation Document.
(b) The Proposer's protest shall be in Writing and must specify the grounds upon which the
protest is based.
(c) A Proposer is adversely affected only if the Proposer is responsible and submitted a
Responsive Proposal and is eligible for inclusion in the Competitive Range i.e., the protesting
Proposer must claim it is eligible for inclusion in the Competitive Range if all ineligible higher -
scoring Proposers are removed from consideration, and that those ineligible Proposers are
ineligible for inclusion in the Competitive Range because:
(A) Their Proposals were not responsive, or
(B) The Agency committed a substantial violation of a provision in the RFP or of an applicable
procurement statute or administrative rule, and the protesting Proposer was unfairly evaluated
and would have, but for such substantial violation, been included in the Competitive Range.
(d) The Agency shall not consider a protest submitted after the time period established in this
rule or such different period as may be provided in the Solicitation Document. A Proposer may
not protest an Agency's decision to not increase the Competitive Range above the Competitive
Range set forth in the RFP.
(6) Authority to Resolve Protests. The head of the Agency, or such person's designee, has the
authority to settle or resolve a written protest submitted in accordance with the requirements of
this rule.
(7) Decision. If a protest is not settled, the head of the Agency, or such person's designee, shall
promptly issue a written decision on the protest. Judicial review of this decision will be available
if provided by statute.
(8) Award. The successful Offeror shall promptly execute the Contract after the award is final.
The Agency shall execute the Contract only after it has obtained all applicable required
documents and approvals.
Stat. Auth.: ORS 279.049
Stats. Implemented: ORS 279.029, ORS 279.031 & ORS 279.067
Hist.: JD 6-1990, f. & cert. ef. 7-23-90; JD 1-1995, f & cert. ef. 1-9-95; DOJ 7-1998, f. & cert.
ef. 10-6-98; DOJ 6-1999(Temp), f. & cert. ef. 10-22-99 thru 12-31-99; DOJ 11-1999, f. 12-30-
99, cert. ef. 1-1-00; DOJ 1-2001, f. & cert. ef. 1-17-01
PROPOSER'S LIST FOR
Demolition Landfill Subsurface Investigation.
Gershman, Brickner & Bratton, Inc.
8550 Arlington Boulevard, Suite 203
Fairfax, VA 22031
Attn: Bob Brickner
Ph: (703) 573-5800
Fax: (703) 698-1306
Shaw Environmental, Inc.
10300 SW Nimbus Avenue, Suite B
Portland, OR 97723
Attn: Mike Free
Ph: (503) 603-1068
Fax: (503) 603-1001
PBS Engineering + Environmental
390 NE Emerson Avenue, Suite C
Bend, OR 97701
Attn: Toby Scott
Ph: (541) 388-9290
Fax: (541) 382-5116
Landau Associates
333 SW 5th Avenue, Suite 700
Portland, OR 97204
Attn: Terry Hosaka
Ph: (503) 542-1080
Fax: (503) 542-1081
URS Corporation
111 SW Columbia Street, Suite 1500
Portland, OR 97201
Attn: Jeff Wallace
Ph: (503) 222-7200
Fax: (503) 222-4292
Kleinfelder
62915 NE 18th Street, Suite 1
Bend, OR 97701
Attn: Scott Wallace
Ph: (541) 382-4707
Fax: (541) 383-8118