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Regular Agenda Item 4. F.

Regular BOS Meeting

Meeting Date:	12/06/2022
Submitted By:	Mary Springer, Finance Director
Department:	Finance
Fiscal Year:	FY22-23	Budgeted?:	Yes
Contract Dates Begin & End:	12/6/2022 - 12/31/2023	Grant?:	No
Matching Requirement?:	No	Fund?:	New

Information

Request/Subject

Rejects all bids for Request for Proposals (RFP) No. 07122022 - On-Call Road Maintenance and Heavy Equipment Services

Background Information

Gila County has experienced catastrophic wildfire destruction and post-fire flood damage to roadways, drainage areas, water courses, and property within the county. In the past, each year, Gila County has had to locate and hire contractors to assist with clean-up efforts caused by wildfire and post-wildfire flooding. In anticipation of continued support needed with issues caused by the Woodbury, Bush, Telegraph, and Mescal fires and post-fire flooding, the County issued Requests for Proposals (RFP) seeking proposals for qualified, licensed firms (Contractors) interested in providing on-call road maintenance and heavy equipment services. Many roadways and low water crossings were destroyed due to post-wildfire flooding, and it is critical to have on-call services to be able to open up access for residents to travel safely. The selection committee reviewed eight proposals submitted by qualified contractors and is requesting the Board reject all bids. The RFP required that the bidders include all costs in their equipment rate price sheet, however, upon review, many additional charges were identified and not included in the equipment price sheet as the bid required. In order to achieve fair pricing that addresses all costs it is in the best interest to meet with all of the contractors and determine a pricing structure format that is fair and equitable to both the contractors and County and rebid at a future date.

Evaluation

The selection committee reviewed eight proposals and determined the bids contained erroneous additional charges and were not inclusive of all costs as the bid required for the on-call services.

Conclusion

Rejecting all bids is in the best interest of Gila County.

Recommendation

Staff recommends rejecting all bids for On-Call Road Maintenance and Equipment Services.

Suggested Motion

Information/Discussion/Action to reject all bids for Request for Proposals No. 07122022 - On-Call Road Maintenance and Heavy Equipment Services. (Steve Sanders)

Attachments
RFP 07122022
RFP 07122022 Addendum 1
RFP 07122022 Addendum 2