Agenda

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Regular Agenda Item 4. C.

Regular BOS Meeting

Meeting Date:	02/07/2023
Submitted For:	Homero Vela	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Public Works
Fiscal Year:	2023	Budgeted?:	Yes
Contract Dates Begin & End:	02-16-22 to 02-15-23	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Approval of Amendment No. 2 to Contract No. 110520 under Cooperative Contract B20-01-006 with Hawker & Evans Asphalt Co., Inc.

Background Information

On February 16, 2021, the Board awarded Hawker & Evans Asphalt Co. Contract No. 110520 for two types of chip seal oils. The award was for 48 months with the possibility of 4 annual renewals. This agenda is a request to renew the contract through February 15, 2024.

In December 2022, we looked at cooperative contracts and determined Hawker & Evans still had a better price.

Evaluation

A comparison of the 2021 bids yielded the best price for Gila County for the chip seal projects for the next few years. Public Works Department anticipates using up to 450 Tons of CRS-2P or up to 350 Tons of MC-800 chip seal oil per contract year. Factors such as road surface and location will determine the type of oil used. Oil prices may fluctuate and there is a provision in the contract for price adjustments in Section 3.0 for compensation adjustment by increase or decrease based on the ADOT monthly index dollar amount.

Conclusion

The Public Works Department has used cooperative contracts and bid pricing to purchase road oil products for maintenance projects. A search is made for the best price to do the job and make the transportation dollars stretch as far as possible when planning maintenance projects.

Recommendation

The Public Works Department Road Manager recommends that the Board of Supervisors awards a contract with Hawker & Evans Asphalt Company, Inc. for CRS-2P and MC-800 Chip Seal Oils as outlined in the Request for Proposals No. 110520; with possible renewals for two more years.

Suggested Motion

Information/Discussion/Action to approve Amendment No. 2 to Contract No. 110520 to extend the contract term for an additional one-year period with Hawker & Evans Asphalt Co., Inc. in which the Public Works Department anticipates this contract to use not more than $325,000 in chip seal oil through May 2023. (Homero Vela)

Attachments
Amendment No. 2
Amendment No. 1
Contract No. 110520
Hawker & Evans Bid 1-23-23