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ARF- 2379

Regular Agenda Item 4. F.

Regular BOS Meeting

Meeting Date:	03/18/2014
Submitted For:	Steve Stratton
Submitted By:	Dana Sgroi, Contracts Support Specialist, Finance Division
Department:	Public Works	Division:	Roads
Fiscal Year:	FY 2013-2014	Budgeted?:	Yes
Contract Dates Begin & End:	March 18, 2014 to July 17, 2015	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Contract Award for Bid No. 123113 for SBS Polymer Chip Seal Oil.

Background Information

On February 18, 2014, the Board of Supervisors approved the request to advertise Invitation for Bid No. 123113 for the purchase of SBS polymer chip seal oil. Invitation for Bid No. 123113 for SBS polymer chip seal oil was advertised in the Arizona Silver Belt on February 19, 2014, and February 26, 2014, with a bid due date of March 3, 2014. Invitation for Bid No. 123113 was emailed to four vendors and two construction publications, as well as posted on the Gila County website. One proposal was received from a SBS polymer chip seal oil supplier. The Consolidated Roads Department uses the SBS polymer chip seal oil as a road repair and maintenance product on various roads in Gila County.

Evaluation

Award of this bid would allow for the Consolidated Roads Department to purchase SBS polymer chip seal oil to continue to provide repair and maintenance for various roads within the County.

The advantage to having a contract in place for the purchase of SBS polymer chip seal oil is that the unit price will be fixed for the term of the contract, and other political subdivisions, cities and towns of the State of Arizona, in which Gila County has entered into an active purchasing agreement can benefit from the same pricing. The term of the contract shall remain in effect for a period of sixteen (16) months, unless terminated or canceled, with an option to renew for two (2) additional one (1) year periods.

Conclusion

Award of this bid would allow a supplier to provide the SBS polymer chip seal oil product to Gila County for repair and maintenance of various roads within the County.

Recommendation

The Public Works Division Director and the Finance Director recommend that the Board of Supervisors approve the award of Invitation for Bid No. 123113 for SBS polymer chip seal oil to Wright Asphalt Products Company for a term of sixteen months expiring on July 17, 2015, with 2 one-year renewal options.

Suggested Motion

Information/Discussion/Action to review the bid submitted for Invitation for Bid No. 123113 for the purchase of SBS polymer chip seal oil; award to the lowest, responsible and qualified bidder; and authorize the Chairman's signature on the award contract for the winning bidder. (Jeff Hessenius)

Attachments
Invitation for Bid 123113 SBS Polymer Chip Seal Oil
Bid Tabulation Form
Contract No. 123113-Wright Asphalt Products
Legal Explanation