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Regular Agenda Item 4. F.

Regular BOS Meeting

Meeting Date:	10/06/2020
Submitted For:	Steve Sanders	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Public Works
Fiscal Year:	2021	Budgeted?:	Yes
Contract Dates Begin & End:	10-06-20 to 06-30-21	Grant?:	No
Matching Requirement?:	No	Fund?:	Replacement

Information

Request/Subject

Approval to use Cooperative Agreement Sourcewell Contract No. 052417-CFC with Crafco, Inc. for the purchase of an Autoloader Crack Seal Machine.

Background Information

In 2019, the Board approved the purchase of a crack seal machine to replace the Consolidated Roads 2000 model that was costing too much in repairs and was unsafe to operate. There were 3 bids and the successful bidder gave a deep 14% discount price and it met all of the required specifications.

The Public Works staff likes the machine and have agreed that another machine should be purchased to make maintenance more efficient. Each region has to schedule time with the one machine and often times they could be crack sealing in both regions at the same time. Renting a machine is over $5000 a month and requires about six months of lead time.

Evaluation

The Consolidated Roads Division of the Public Works Department is asking to purchase the same machine again, with the same specifications. This would assist our maintenance teams in that they don’t have to learn how to maintain or repair a different type of machine. The same type and size of the material may also be used so there are not excessive amounts of crack seal material left over. We could have one in each region and assure that the road maintenance wouldn’t be held up due to conflicting schedules.

Conclusion

The staff has concluded that two crack seal machines, one in each region would be more efficient and mean more maintenance on paved roads for Gila County. This activity always precludes the chip seal schedule and makes for longer-lasting chip seals.

Recommendation

The Public Works Director recommends the purchase of a machine through Crafco, Inc. under the Sourcewell Cooperative contract No. 052417-CFC in the amount of $87,160.33 for a new Autoloader SS125DC Crack Sealer in the Consolidated Roads Division.

Suggested Motion

Information/Discussion/Action to approve the use of Sourcewell Cooperative Purchasing Agreement No. 052417-CFC with Crafco, Inc. for the purchase of a new Autoloader SS125DC Crack Seal Machine in the amount of $87,160.33. (Steve Sanders)

Attachments
he purchase of Autoloader Crack Seal Machine.Agreement
Sourcewell Quote
Sourcewell Acceptance and Award-Crafco 052417