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ARF- 3789

Regular Agenda Item 4. C.

Regular BOS Meeting

Meeting Date:	06/07/2016
Submitted For:	Steve Sanders	Submitted By:	Betty Hurst, Buyer
Department:	Public Works
Fiscal Year:	2016	Budgeted?:	Yes
Contract Dates Begin & End:	60 Calendar Days from Notice to Proceed	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Award Contract No. 031416-Timber Region Asphalt Patching Project.

Background Information

At the April 19, 2016, Board of Supervisors' Regular Meeting, the Board approved a Request to Advertise for the Timber Region Asphalt Patching Project.

The proposed work is located in the northern part of Gila County. The work consists of removing existing asphalt and aggregate base material and replacing the removed section with a new 2.5 inch asphalt concrete section on top of a 4 inch aggregate base course at various locations on each of the following roads: Forest Service Road No. 512 (Cherry Creek Hill Area), Hunter Creek Drive and Colcord Road. The total estimated quantity of area to be repaired is 3,057 square yards.

The roads are identified in the Gila County Transportation Study as in need of pavement maintenance. The roads are scheduled for a chip seal treatment in the upcoming chip seal season. Prior to that, the roads have areas that require the existing pavement and base course to be removed and a new base course and pavement to be installed prior to the roads being chip sealed. These amounts were budgeted in the FY2016 and FY2017 Transportation Excise Tax Budgets.

Invitation for Bids (IFB) No. 031416-Timber Region Asphalt Patching Project was advertised in the Arizona Silver Belt on April 27, 2016 and May 4, 2016, with a bid due date of May 18, 2016.

Five Bids were received. Bid responses were opened on May 18, 2016 at 4:00 P.M., and evaluated in accordance with A.R.S. §41-2533, Competitive Sealed Bidding.

Evaluation

Prior to the chip seal coat the areas need to be replaced to ensure the integrity of the chip seal. If not, the chip seal will not last and the areas will continue to degrade.

IFB No. 031416 was advertised in the Arizona Silver Belt, the County approved newspaper. It was also emailed out to forty-two contractors, two construction publications (see attached Plan Holder List) and posted on the County website. Five bids were received.

Per the Time of Completion provision in the IFB, work shall be completed within thirty days from the commencement date on the Notice to Proceed.

Conclusion

It is in the best interest of Public Works to repair the areas identified in this request prior to any type of protective surface treatment being applied. It would not be a prudent use of funds to chip seal the roads without addressing the areas of needed repair first.

Recommendation

It is the recommendation of the Finance Division Director and the Public Works Division Director that the Board of Supervisors award a contract to Hatch Construction and Paving, Inc. for a bid amount of $118,947.87 in response to IFB No. 031416-Timber Region Asphalt Patching Project. Hatch Construction and Paving, Inc. was the low bidder on IFB No. 031416.

Suggested Motion

Information/Discussion/Action to review all bids submitted for Invitation for Bids No. 031416-Timber Region Asphalt Patching Project; award to the lowest, most responsive, responsible and qualified bidder; and authorize the Chairman's signature on the award contract for the winning bid. (Jeff Hessenius)

Attachments
Contract No. 031416-Hatch Construction and Paving, Inc.
As-Read Bid Results IFB No. 031416
Hatch Construction & Paving
InterMountain West Civil Constructors, Inc.
Magnum Civil Constructors, Inc.
Roy Haught Excavating
Surface Contracting, Inc.
Addendum 1 to IFB 031416
IFB No 031416
Plan Holder List