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Regular Agenda Item 4. J.

Regular BOS Meeting

Meeting Date:	08/20/2018
Submitted For:	Steve Sanders	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Finance
Fiscal Year:	2019	Budgeted?:	Yes
Contract Dates Begin & End:	08-20-18 to 12-31-18	Grant?:	No
Matching Requirement?:	No	Fund?:	New

Information

Request/Subject

Approval to use the 1Government Procurement Alliance (1GPA) cooperative purchasing agreement in accordance with the current 1GPA Contract #17-16P-05 for Asphalt Products and Services with Sunland Asphalt.

Background Information

The following County maintained roads in the Roosevelt Resort and Roosevelt Estates area are in need of pavement replacement and/or preservation:

Stagecoach Trail: The first 500 feet (starting at SR 188) of this road is in need of complete asphalt replacement. The remaining portion of this road up to the subdivision boundary is in need of pavement preservation.

Roosevelt Estates Road (starting at SR 188 and ending at the subdivision boundary): Roosevelt Estates subdivision roads and Forest Service Road No. 466 are in need of pavement preservation.

Evaluation

The existing pavement on the first 500 feet of Stagecoach Trail is at the end of its service life; therefore, complete removal and replacement of the existing asphalt is the only valid option to adequately address this location. The application of a crack sealant followed by chip seal for the remaining portion of Stagecoach Trail up to the subdivision boundary will help prolong the
life of the existing asphalt surface.

The application of crack sealant followed by a chip seal for the Roosevelt Estates subdivision roads and the Roosevelt Estates road will help prolong the life of the existing roadway surfaces.

The application of a seal coat on Forest Service road No. 446 will help prolong the life of the existing asphalt surface.

Gila County is a member of the 1Government Procurement Alliance (1GPA) cooperative purchasing agreement.

Sunland Asphalt has worked for Gila County on previous projects and has produced quality work at a reasonable price.

Conclusion

It is in the best interest of Gila County to crack seal and chip seal the roads within the Roosevelt Estates subdivision, the Roosevelt Estates road and a portion of Stagecoach Trail, as well as apply a fog seal coat to Forest Service road No. 446 at this time. If this work is not done soon, it will be more expensive to repair these roads at a later time due to continual degradation.

It is also in the best interest of Gila County to remove and replace the portion of Stagecoach Trail, previously described above, at this time. This will help reduce maintenance costs at this location and provide the users of this roadway an improved driving surface for years to come.

Gila County is a member the 1GPA cooperative purchasing agreement. By using the 1GPA Contract No. 17-16P-05 with Sunland Asphalt, it will save the County both time and money to utilize a contract that has already been established through the 1GPA bidding process.

The Public Works Division Director requests the approval of a contract with Sunland Asphalt for the following work as outlined in their attached proposal: seal coat application for Forest Service road No. 446; crack seal and chip seal applications for Roosevelt Estates road, a portion of Stagecoach Trail and the roads in the Roosevelt Estates subdivision; asphalt removal and replacement for a portion of Stagecoach Trail.

Seal coat application plus re-striping for Forest Service road No. 446 = $6,430.31

Crack seal, chip seal and fog seal applications plus re-striping for Stagecoach road = $49,537.96

Asphalt removal and replacement for a portion of Stagecoach road = $57,260.16

Crack seal, chip seal and fog seal applications plus re-striping for Roosevelt Estates road = $90,050.78

Crack seal, chip seal and fog seal applications plus re-striping for Roosevelt Estates subdivision roads = $154,558.71

Overall project contingency = $10,429.00

Total proposed contract amount = $368,266.92

Recommendation

It is the recommendation of the Public Works Division Director that the Board of Supervisors approve the use of the 1GPA Cooperative in accordance with the 1GPA Contract #17-16P-05 with Sunland Asphalt for the work as described above and in their attached proposal.

Suggested Motion

Information/Discussion/Action to approve the use of the 1GPA Cooperative in accordance with the 1GPA Contract No. 17-16P-05 with Sunland Asphalt to provide the necessary pavement preservation measures and pavement replacement in the amount of $368,266.92. (Steve Sanders)

Attachments
Contract Agreement
Exhibit A
Sunland Extension
3- Amendment 1 IFB 17-16P
2- Sunland Asphalt - Bid and Contract Acceptance
2- Determination IFB Multiterm Contract 17-16P
1- Sunland Asphalt Award Letter
1- IFB 17-16P Asphalt- FINAL
1- Board Recommendation for Award - 17-16P