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Regular Agenda Item 4. C.

Regular BOS Meeting

Meeting Date:	02/16/2021
Submitted For:	Steve Sanders	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Public Works
Fiscal Year:	2021 & 2022	Budgeted?:	Yes
Contract Dates Begin & End:	02-16-21 to 02-15-22	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Contract Award in Response to Request for Proposals No. 110520-CRS-2P & MC-800 Chip Seal Oils

Background Information

On December 1, 2020, Public Works went to the Board for permission to advertise for two types of chip seal oils. The bid was advertised in the Payson Roundup newspaper on December 8 and 15, 2020, the Gila County website and the Dodge Data & Analytics website. The bids were due and were opened on January 20, 2021. Two bids were received.

Evaluation

Sealed bids were accepted at the Gila County Finance Department through 3:00 P.M., MSR, on January 20, 2021. The Finance Department received competitive bids from two vendors in response to the Request for Proposals No. 110520.

A comparison of the bids yielded the best price for Gila County for the chip seal projects for the next few years. The Public Works Department anticipates using up to 450 tons of CRS-2P or up to 350 tons of MC-800 chip seal oil per contract year. Factors such as road surface and location will determine the type of oil used. Oil prices may fluctuate and there is a provision in the contract for price adjustments in Section 3.0 for compensation adjustment by increase or decrease based on the dollar amount change.

Conclusion

The Public Works Department has used cooperative contracts and bid pricing to purchase road oil products for maintenance projects. A search is made for the best price to do the job and make the transportation dollars stretch as far as possible when planning maintenance projects.

Recommendation

The Public Works Department Director recommends that the Board of Supervisors award a contract to Hawker & Evans Asphalt Company, Inc. for CRS-2P and MC-800 chip seal oils as outlined in the Request for Proposals No. 110520; with possible renewals for four years.

Suggested Motion

Information/Discussion/Action to review all bids submitted for Request for Proposals No. 110520-CRS-2P and MC-800 Chip Seal Oils; award to the lowest, most responsible, and qualified bidder; and authorize the Chairman’s signature on the award contract. (Steve Sanders)

Attachments
Request for Proposals No. 110520 with Award Contract
As Read Bid Results
Cactus Asphalt-Sealed Bid