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Regular Agenda Item 4. B.

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:	02-07-23 to 02-06-24	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Award a contract in response to Invitation for Bids No. 010522 - Provide and Haul 3/8" Double Washed Chips

Background Information

Gila County Consolidated Roads Division is planning the 2023 spring chip seal projects. This bid is for 3/8” double washed chips that work well with the CRS2-P oil the Division will use. In the last two years, the bids were per region and they were quite complicated and non-renewable. This year the bids will be all in one with trucking the only factor for different regional pricing. Delivery regions and tons of chips will vary per year. This contract also has language to renew up to three times but each time will have different quantities, regions, and prices.

The pricing per region will be based on criteria that the vendor will have to produce such as fuel and overhead costs. Approval will fall to the Board to accept or reject.

Evaluation

The Information for Bids No. 010522 was advertised in the Payson Roundup twice and also on the County website and the Dodge Data website for at least 14 days. Bids were due on January 23, 2023, at 11:00 A.M. and 1 bid was received.

Conclusion

Payson Concrete and Materials was responsive and can make the delivery deadlines per region. Gila County has worked with them before.

Recommendation

The Public Works Department Director and the Consolidated Roads Manager recommend that the bid be awarded to Payson Concrete & Materials so that the delivery of 3/8” double washed chips from Information for Bids No. 010522 for an approximate total this 2023 chip seal season of $66,000 with the possibility of 3 annual renewals.

Suggested Motion

Information/Discussion/Action to award a contract in response to Invitation for Bids No. 010522 - Provide and Haul 3/8” Double Washed Chips to the most qualified and responsible bidder to Payson Concrete and Materials for this FY2023 season in the amount of $66,000 with the possibility of 3 annual renewals. (Homero Vela)

Attachments
Invitation for Bids No. 010523 with Award Contract
Quote Tabulation