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Regular Agenda Item 3. F.

Regular BOS Meeting

Meeting Date:	08/04/2020
Submitted For:	Steve Sanders	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Finance
Fiscal Year:	2021	Budgeted?:	Yes
Contract Dates Begin & End:	08-04-20 to 10-30-20	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Approval to use Navajo Contract No. B20-01-006 with Hawker & Evans Asphalt Co., Inc. for supply and delivery of liquid asphalt CRS-2P chip seal oil.

Background Information

Just recently Gila County used its own chip box to chip seal some roads in the Copper Region. The next round of roads scheduled to be chip sealed are in the Timber Region. The supplier for chip seal oil will change due to pricing. Hawker & Evans Asphalt Co., Inc. has a cooperative contract with Navajo County that is competitive.

Evaluation

With only a small number of asphalt companies in Arizona, production and sales are very competitive in the metro areas. In more rural settings, the prices become more about trucking costs and overhead. This is where cooperative contracts save the government a lot of time.

Conclusion

After careful consideration, it was determined that Hawker & Evans Asphalt Co., Inc. would provide, deliver and spread the chip seal oil to the Timber Region job sites for $595 per ton which includes all costs to produce, deliver and apply with sales tax. The contract has a not-to-exceed amount that includes the price of oil and wait times plus a 10% contingency.

Recommendation

Public Works Department Director recommends a contract be awarded to Hawker & Evans Asphalt Co., Inc. for the Timber Region chip seal projects under the cooperative contract for a not-to-exceed amount for the chip seal jobs in the Pine area for FY2021.

Suggested Motion

Information/Discussion/Action to approve the use of cooperative Navajo Contract No. B20-01-006 for the purchase and delivery of CRS-2P chip seal oil to the Pine area of Gila County for a not-to-exceed amount of $99,135 to be paid from HURF (Highway User Revenue Funds). (Steve Sanders)

Attachments
Contract Agreement B20-01-006
Exhibit A
Contract B20-01-006