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Consent Agenda Item 3. D.
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| Regular BOS Meeting |
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| Information |
| Request/Subject |
| Amendment No. 1 to Contract No. 072718 with J-4 Excavating for the Baker Ranch Road Improvement Project to extend the contract end date from January 19, 2019 to June 30, 2019, and increase the total contract amount by $25,000. |
| Background Information |
On September 18, 2018, the Board of Supervisors awarded Contract No. 072718 to J-4 Excavating for the Baker Ranch Road Improvement Project.
A Notice to Proceed was issued to J-4 Excavating on October 22, 2018. Per the terms of the contract, all work was to be completed within 90 calendar days from the Notice to Proceed date; therefore, January 19, 2019, was the date set for all work to be completed. The purchase order term was established as March 31, 2019, for the end of contract date to allow for the processing of final billing.
J-4 Excavating starting work the week of October 22, 2018, and completed the removal of the existing asphalt and associated subgrade preparation, geogrid/geofabric installation, and the hauling and placing of the aggregate base course in preparation for paving of the roadway on November 26, 2018. Approximately a week prior to completion of said work, surface temperatures were monitored by County staff and the results indicated unfavorable conditions for paving. The surface temperature required for paving per the contract shall be a minimum of 65 degrees F. |
| Evaluation |
The required surface temperatures needed for paving will not be achieved until next spring or early summer.
J-4 Excavating and Gila County have agreed that it would be best to hold off on paving until next spring or early summer when the surface temperatures are more favorable.
By leaving the contract open until 06/30/2019, this will allow ample time for J-4 Excavating to return to the job site when the weather conditions are more favorable for paving.
J-4 Excavating and Gila County Engineering staff have reviewed the project costs to date and have also discussed potential additional project costs associated with a winter shut down. Staff recommends an increase of $25,000 to the original contract amount to account for said potential additional project costs. |
| Conclusion |
| The Public Works Department Director would like to extend the contract date to June 30, 2019, to allow ample time next spring or early summer for J-4 Excavating to return to the project and pave the roadway when the weather conditions are more favorable. The Public Works Director would also like to increase the original contract amount by $25,000 to have an account to pay for additional project costs that are anticipated upon J-4 Excavating’s return to the project. |
| Recommendation |
| The Public Works Department Director recommends that the Board of Supervisors approve Amendment No. 1 to extend Contract No. 072718 with J-4 Excavating to reflect a June 30, 2019, completion date and to increase the original contract amount from $483,532.36 to $508,532.36. |
| Suggested Motion |
| Approval of Amendment No. 1 to Contract No. 072718 with J-4 Excavating for the Baker Ranch Road Improvement Project to extend the contract end date to June 30, 2019, and increase the original contract amount from $483,532.36 to $508,532.36. |
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