The URL can be used to link to this page

Home My WebLink AboutIntent to Award - Jail Control Systems RemodelDeschutes 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 July 9, 2008 DATE: July 7, 2008 FROM: Susan Ross Property & Facilities Department 383-6713 TITLE OF AGENDA ITEM: Consideration of Signature of Notice of Intent to Award Contract for Jail Control System Remodel. PUBLIC HEARING ON THIS DATE? No. BACKGROUND AND POLICY IMPLICATIONS: On July 3, 2008, sealed bids were opened for update and remodel of the jail control systems. The invitation to bid requested a base bid and a bid for three separate alternates. Staff is recommending that the first two alternates, Alternate A and Alternate B, be awarded along with the base bid. Alternate A was to replace some existing cameras with new cameras; Alternate B was to provide a backup touchscreen system at a second work station. Three bids were received. The summary of bids is attached. With award of the base bid plus the first two alternates, Simplex Grinell is the apparent low bidder, followed by Justice Systems then Electronic Control Systems. After review of the bid submittal documents, staff finds that Simplex Grinell failed to submit a unit pricing spreadsheet as required by Section 28 00 00, 1.08 of the specifications document. They are therefore determined to be nonresponsive, and staff recommends the bid be awarded to the next lowest, responsive bidder --Justice Systems. FISCAL IMPLICATIONS: The total award to Justice Systems is $638,700. There is sufficient appropriation budgeted in the Sheriffs Office budget. RECOMMENDATION & ACTION REQUESTED: Board approval and signature of Notice of Intent to Award Contract. ATTENDANCE: Susan Ross will be out of town, so Erik Kropp will present this item DISTRIBUTION OF DOCUMENTS: Return original to Deborah Cook in Property & Facilities for distribution to proposers. July 9, 2008 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 Michael M. Daly Dennis R. Luke Sent via facsimile (425-392-3825) & First Class Mail Paul Allyn, President Justice Systems Corporation 1065 12th Avenue NW, Suite E3 Issaquah, WA 98027 RE: Contract for Jail Control Systems NOTICE OF INTENT TO AWARD CONTRACT On July 9, 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 lowest responsive bidder for the project was Justice Systems Corporation, with a base bid of $545,030. Deschutes County intends to award alternates A and B, for a total contract award, including base bid, of SIX HUNDRED THIRTY-EIGHT THOUSAND, SEVEN HUNDRED DOLLARS ($638,700). 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 may submit to the Board of County Commissioners of Deschutes County, Oregon, at the above address, a written protest of the County's intent to award within seven (7) days after the issuance of this Notice of Intent to Award Contract. The seven (7) day protest period will expire at 5:00 PM on July 16, 2008. Any protest must be in writing and specify any grounds upon which the protest is based. A copy of OAR 137-047-0610 is attached to this Notice. If a protest is filed, a hearing will be held at 10:00 a.m. on Wednesday, July 23, 2008, before the Board of County Commissioners of Deschutes County Oregon, acting as the Contract Review Board, in the Deschutes 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. Enhancing the Lives of Citizens by Delivering Quality Services in a Cost -Effective Manner 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 Susan Ross, Director„ Deschutes County Property & Facilities, 1300 NW Wall, Bend, Oregon 97701, telephone (541) 383-6713 or FAX (541) 317-3168. Sincerely, BOARD OF COUNTY COMMISSIONERS DESCHUTES COUNTY, OREGON Dennis R. Luke, Chair Tammy (Baney) Melton, Commissioner Michael M. Daly, Commissioner Enclosure: OAR 137-047-0610 cc w/enc: Engineered Control Systems 2717 North Hogan Street Spokane, WA 99207 Fax 509-483-5102 Simplex Grinnell 255 Tangent Street Lebanon, OR 97355 Fax: 541-258-2830 137-047-0610 Notice of Intent to Award (1) Notice of Intent to Award. The Contracting Agency shall provide written notice of its intent to award to all bidders and proposers pursuant to ORS 279B.135 at least seven (7) days before the award of a contract, unless the Contracting Agency determines that circumstances require prompt execution of the contract, in which case the Contracting Agency may provide a shorter notice period. The Contracting Agency shall document the specific reasons for the shorter notice period in the procurement file. (2) Finality. The Contracting Agency's award shall not be final until the later of the following: (a) The expiration of the protest period provided pursuant to OAR 137-047-0740; or (b) The Contracting Agency provides written responses to all timely -filed protests denying the protests and affirming the Award. Stat. Auth.: ORS 279A.065 & ORS 279B.135 Stats. Implemented: ORS 279B.135 Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05 Repealed Rules 137-046-0500 Repealed Rules As required by Or Laws 2003, chapter 794, section 334, OAR 137-030-0000, 137-030-0005, 137- 030-0006, 137-030-0008, 137-030-0010, 137-030-0011, 137-030-0012, 137-030-0013, 137-030- 0014, 137-030-0015, 137-030-0020, 137-030-0030, 137-030-0035, 137-030-0040,137-030-0050. 137-030-0055, 137-030-0060, 137-030-0065, 137-030-0070, 137-030-0075, 137-030-0080,137- 030-0085, 137-030-0090, 137-030-0095, 137-030-0100, 137-030-0102, 137-030-0104, 137-030- 0105, 137-030-0110, 137-030-0115, 137-030-0120, 137-030-0125, 137-030-0130, 137-030-0135, 137-030-0140, 137-030-0145, 137-030-0155, 137-035-0000, 137-035-0010, 137-035-0020, 137- 035-0030, 137-035-0040,137-035-0050, 137-035-0060, 137-035-0065, 137-035-0070, 137-035- 0080, 137-040-0000, 137-040-0005,137-040-0010, 137-040-0015, 137-040-0017, 137-040-0020. 137-040-0021, 137-040-0025, 137-040-0030,137-040-0031, 137-040-0035, 137-040-0045, 137- 040-0500, 137-040-0510, 137-040-0520, 137-040-0530, 137-040-0540, 137-040-0550, 137-040- 0560, 137-040-0565, 137-040-0570, 137-040-0590 are repealed effective March 1, 2005. The repealed rules will continue to apply to the solicitation of Public Contracts first advertised, but if riot advertised then entered into, before March 1, 2005. Stat. Auth.: ORS 279A.065 & OL 2003, Ch. 795, 334 Stats. Implemented: ORS 279A.065 & OL 2003, Ch. 795, 334 Hist.: DOJ 11-2004, f. 9-1-04, cert. ef. 3-1-05