HomeMy WebLinkAboutDoc 048 - Intent to Award - Rock for Chip SealDeschutes County Board of Commissioners
1300 NW Wall Street, Suite 200, Bend OR 97701-1960
541.388.6570 -Fax 541.385.3202 www.deschutes.org
AGENDA REQUEST AND STAFF REPORT
For Board Business Meeting of: February 25, 2015
DATE: February 10,2015
FROM: Tom Shamberger Road Department Phone: 541.322.7120
TITLE OF AGENDA ITEM:
Consideration for Board approval of the Intent to Award Letter #2015-048 for "The Supply and
Hauling of Crushed, Pre-Coated Rock for Chip Seal, 2015"
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
The Deschutes County Road Department opened sealed bids on February 10, 2015 for the supply
and haul of crushed, pre-coated rock for use in the 2015 chip seal season. Chip sealing is the
primary pavement preservation technique used by Deschutes County to extend the pavement life
of an annually selected portion of the 700 miles of paved roads in the County. It is an economical
process that can be reapplied every 7 to 10 years when needed. Approximately 73% of the cost
of chip seal is the material cost of liquid asphalt, coated chip seal rock, and other items procured
from local contractors. The chip seal rock in this contract will treat approximately 115 miles of
roads in Deschutes County and the cities of Bend, Redmond, and Sisters. Additionally, this
contract contains 5,000 ton ($137,500) of chip rock which will be delivered to Crook County and
represents a joint procurement between Deschutes County and Crook County.
Two bids were received for the coated chip rock. High Desert Aggregate and Paving was the
low bid ($735,340.00) followed by Knife River at $749,340.00.
FISCAL IMPLICATIONS:
Funds for this contract are included in the Asphalt and Aggregate line item of the Road
Department budget (Fund #325).
RECOMMENDATION AND ACTION REQUESTED:
Move Chair signature on the Intent to Award Letter to High Desert Aggregrate and Paving, Inc.
in the amount of $735,340.00.
ATTENDANCE: Chris Doty, Tom Shamberger,
DISTRIBUTION OF DOCUMENTS: Return signed documents to Sheila OdIe at the Road
Department for distribution.
DESCHUTES COUNTY DOCUMENT SUMMARY
(NOTE: This form is required to be submitted with ALL contracts and other agreements. regardtess 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 Soard 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.)
Please complete all sections above the Official Review line.
Date: 12-11-151 Department: IRoad~
Contractor/Supplier/Consultant Name: High Desert Aggregate and Pavin ,Inc.
Contractor Contact: Mike Moore Contractor Phone #: 541.504.856
Type of Document: Intent To Award Letter 2015-048
Goods and/or Services: The Supply and Hauling of Crushed, Pre-coated Rock for
Chip Seal 2015
Background & History: Chip Seal is a primary maintenance tool used to extend the life
of paved roads. This is an annual contract for pre-coated chip seal rock used in the chip
seal process. The Road Department has used this product with the same specifications
before with very good results. This supplier is a regular bidder and has supplied this
product in the past in a satisfactory manner.
Ending Date: May 30, 2015
D Insurance Certificate Recei,ed (CieCk box)
Insurance Expiration Date:
Check all that apply:
1m RFP, Solicitation or Bid Process
D Informal quotes «$150K)
D Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
Funding Source: Road Fund (fund 325)(lncluded in current budget? 1m Yes D No
If No, has budget amendment been submitted? DYes D No
Is this a Grant Agreement providing revenue to the County? D Yes 1m No
Special conditions attached to this grant:
Deadlines for reporting to the grantor:
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: DYes D No
2/1112015
Contact information for the person responsible for grant compliance: Name:
Phone#:
Departmental Contact and Title: Tom Shamberger IOperations Manage~
Phone#:1541.32~~, /"
DeparbnentDirectorApproval: Q'~-o2t!:i IS
SI nature
Distribution of Document: Who gets the original document and/or copies after it has
been signed? Include complete information if the document is to be mailed.
Official Review:
County Signature Required (check one): IBJ 80ee 0 Department Director (if <$25K)
o Administrator (if >$25K but <$150K; if >$150K, 80ee Order No. ____-I)
Legal Review Date
Document Number: 2015-048
2/11/2015
SUPPLYING AND HAULING OF CRUSHED, PRE-COATED ROCK FOR CHIP SEAL, 2015
SUMMARY OF BIDS
February 10, 2015
SUMARY OF BIDS FOR ASPHALT COATED AGGREGATE FOR CHIP SEAL 2015
19th Street Stockpile Site Terrebonne :
3/8" -#8
2 IRedmond Stockpile site, Negus Transfer
site : 3/8" -#8
3 I Redmond Stockpile site, Negus Transfer
site : 1/4" -#10
4 I Bend Stockpile Site, Road Department:
3/8" -#8
5 I City of Bend Stockpile Site, Cooley and
18th: 1/4" -#10
6 ICascade Lakes Highway Stockpile USFS
MP 24 : 3/8" -#8
7 I Edison Snow Park Stockpile Site
5: 3/8" -#8
8 Edison Snow Park Stockpile Site
River Summit Road @ MP 5: 1/4" -#10
9 Ann's Butte Stockpile Site at Spring River
Rd and FS Road 41 : 3/8" -#8
10 I City of Sisters Stockpile Site @ Sewer
Plant: 1/4" -#10
11 ICrook County Stockpile Site : 3 Springs
Ranch Road : 3/8" -#8
ENGINEER 'S ESTIMATE
2,370 1Tons $27.50 1 $65,175 .001 $25.70 1 $60 ,909.001
3,420 1Tons $27.00 1 $92 ,340.001 $25 .70 1 $87 ,894 .001
910lTons $27 .001 $24 ,570.001 $23 .20 1 $21,112.001
3,780 ITons $32 .00 1 $120,960 .001 $31.75 1 $120,015.001
1,000 1Tons $31 .00 1 $31,000.001 $27.90 1 $27,900 .001
2 ,170 ITons $39.50 1 $85,715 .001 $39 .00 1 $84,630.001
1,730 Tons $38.00 $65,740 .00 $36.00 $62,280 .00
1,080 Tons $38 .00 $41,040.00 $34 .50 $37 ,260.00
2,480 Tons $35.00 $86 ,800 .00 $33.50 1 $83,080 .001
440 l Tons $32 .00 1 $14 ,080 .001 $29 .00 1 $12,760.001
$30 .00 1 $150,000.00 $27 .50
$28.00 1
$29.00 1
$29 .00 1
$30.00 1
$30.00 1
$35 .00 1
$34.00 1
$34 .00 1
$34.00 1
$30.00 1
$29 .00
$66,360.00
$99,180 .00
$26 ,390.00
$-113,400.00
$30,000.00
$75,950.00
$58,820.00
$36 ,
$84,320.00
$13,200 .00
REVit \'. ,:.....
Board of Cou Commissioners
P.O. Box 6005· Bend. OR 97708-6005
1300 NW Wall St, Suite 206 • Bend. OR 97701-1960
[541] 388-6570· Fax (541) 385-3202
www.deschutes.org
board@deschutes.org
Tammy Baney
Anthony De80ne
February 25, 2015 Alan Unger
High Desert Aggregate & Paving, Inc.
P.O. Box 1929
Redmond, OR 97756
RE: Project -Contract for the Supplying and Hauling of Crushed,
Pre-Coated Rock for Chip Seal 2015
NOTICE OF INTENT TO AWARD CONTRACT
On February 25,2015 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 bidder for the project was High Desert
Aggregate & Paving of Redmond, OR with a bid of Seven Hundred Thirty-Five
Thousand Three Hundred Forty and 00/100 dollars ($735,340.00).
This Notice of Intent to Award Contract is issued pursuant to Oregon Revised Statute
(ORS) [specify 279B.135 for contracts other than public improvements or 279C.375 for
public improvements]. A copy of this Notice is being provided to each firm or person
that submitted a bid or proposal 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 Deschutes Services Building, 1300
NW Wall Street, Bend, Oregon 97701. The seven (7) calendar day protest period will
expire at 5:00 PM on March 4, 2015.
Notice of Intent to Award Letter -2015-048
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner
High Desert Aggregate & Paving, Inc.
February 11,2015
Page 2
Any protest must be in writing and specify any grounds upon which the protest is based.
Please refer to Oregon Administrative Rules (OAR) 137-049-0450 for construction
contracts or OAR 137-047-0740 for contracts other than construction. If a protest is
filed, a hearing will be held at 10:00 a.m. on March 11, 2015 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 County unless the Board of
County Commissioners for good cause, rescinds this Notice before the expiration of the
protest period. The successful bidder or proposer on a Deschutes County project is
required to execute three (3) 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 one or more certificates of insurance together with endorsements
naming Deschutes County as an additional insured.
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,
DESCHUTES COUNTY, OREGON
Anthony DeBone, Chair
cc w/enc: Transmitted by Facsimile and First Class Mail on February 25, 2015 to all bidders (3
pages)
See attached List
Notice of Intent to Award Letter -2015-048
SUPPLYING AND HAULING OC CRUSHED,
PRE-COATED ROACK FOR CHIP SEAL 2015
High Desert Aggregate &Paving, Inc.
Mike Moore
P.O. Box 1929
Redmond, OR 97756
Phone: 541 504-8566
Fax: 541 548-7600
Email: mikem@highdesertaggregate.com
Knife River Corporation -Northwest
Chris Doan
64500 O.B. Riley Road
Bend, OR 97701
Phone: 541 388-0445
Fax: 541 388-8932
Email: chris.doan@kniferiver.com
Notice of Intent to Award Letter -2015-048