Agenda

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Regular Agenda Item 4. E.

Regular BOS Meeting

Meeting Date:	12/06/2022
Submitted By:	Betty Hurst, Contracts Administrator
Department:	Public Works
Fiscal Year:	2023-2024	Budgeted?:	Yes
Contract Dates Begin & End:	01-01-2023 to 12-31-2023	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Contract Award in Response to Request for Qualifications (RFQ) No. 072622 - Solid Waste Landfill Services

Background Information

Russell Gulch Landfill near Globe and Buckhead Mesa Landfill near Payson require oversight and reporting to the Arizona Department of Environmental Quality (ADEQ) by registered engineers and other professionals.

Evaluation

On September 6, 2023, the Board approved a request to advertise RFQ 072622 and the RFQ was advertised in the official newspaper, Payson Roundup on September 13, 2022, and September 20, 2022.

The RFQ was due on September 29, 2022, and there were three sealed envelopes received by the Finance Purchasing Division. A panel of three was created at Public Works to evaluate the qualifications of each company. The price sheet of each company was not revealed to the panel until after their selection.

Conclusion

The scoring revealed that SB Smith Company scored the highest of the three contenders. An interview was set up for negotiations of the contract with Finance Procurement in attendance. A contract price was settled and Recycling and Landfill Management are looking for the Board to Award.

The contract amount will not be the full amount of $239,200 for more than one year.

Russell Gulch Landfill will be more expensive this year until after the expansion is complete. If the contract is renewed again, it won't include Task 6 except for item d. Miscellaneous Services (SWPPP, APP, etc.). The projected total contract for both landfills after the expansion will be $115,000 with the possibility of not spending the full amount due to miscellaneous services.

Recommendation

The Public Works Department Director and the Recycling and Landfill Management Manager recommend that the Board award Contract No. 072622 to Stephen B. Smith for one year in the amount of $239,200 and any subsequent years to no more than $115,000.

Suggested Motion

Information/Discussion/Action to award a contract in response to Request for Qualifications No. 072622 - Solid Waste Landfill Services to the most qualified and responsive bidder, Stephen B. Smith, PE, for one year in the amount of $239,200 with the option of three 1 year renewals in the amount of $115,000. (Melanie Mendez)

Attachments
Professional Services Contract No. 072622
Addendum 2
Addendum 1
American International Environmental Inc.-Sealed Bid
Hoque & Associates, Inc.-Sealed Bid
072622 Prof Svcs Agreement