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Regular Agenda Item 4. F.

Regular BOS Meeting

Meeting Date:	03/07/2023
Submitted For:	Melanie Mendez	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Public Works
Fiscal Year:	2023	Budgeted?:	Yes
Contract Dates Begin & End:	03-07-23 to 05-01-23	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Award contract in response to Invitation for Bids No. 121922 - Trucking Solid Waste from Russell Gulch Landfill to Buckhead Mesa Landfill

Background Information

At the January 3, 2023 Board of Supervisors meeting, The Board authorized the advertisement of IFB No. 121922- Trucking Solid Waste from Russell Gulch Landfill to Buckhead Mesa Landfill.

IFB No. 121922 was advertised in the Payson Roundup on January 6, 2023, and January 13, 2023, with a bid due date of February 7, 2023. IFB No. 121922 was emailed to four contractors. The bid was also advertised on the Gila County website under Procurement and on Dodge Data & Analytics website.

The flooding in 2021 generated more refuse and debris in the Russell Gulch Landfill than anticipated in capacity planning. The Russell Gulch Landfill is now out of air space and has reached capacity in the existing cell.

Construction on the new cell is scheduled to begin Monday, January 30, 2023, and will be completed 100 days from the Notice to Proceed date of the awarded contract.

Evaluation

One bid was received and opened on February 7, 2023, beginning at 3:00 P.M. The bid was evaluated in accordance with A.R.S. § 41-2533, Competitive Sealed Bidding: awards shall be made to the lowest responsible and responsive bidder whose bid conforms to all material respects to the requirements and criteria set forth in the Invitation for Bid.

The Russell Gulch Landfill in Globe receives approx. 80 tons per day of municipal solid waste and will be at capacity within 1-2 months. When reaching capacity, all daily tonnage must be hauled to an alternative site.

Initially, staff intended to move the trash to Buckhead Mesa Landfill, however, staff doesn't want to load Buckhead Mesa Landfill up unnecessarily as its capacity may be met within 2 years. During the bidding process, Russell Gulch Landfill found that the closest landfill at Apache Junction could offer a shorter haul. Russell Gulch Landfill will have to pay their fees, but it will save space in the Buckhead Mesa Landfill, which is more important at this time. This option was not included in the bid packet, but the only bidder, Northstar Transport was fine with driving there rather than to the Buckhead Mesa Landfill.

Conclusion

Russell Gulch Landfill is not equipped to be considered a transfer station for large loads of refuse. The recycle transfer area on site is not tall enough for the loading of large transfer trucks. Other means of loading such as an excavator or loader will be required to transport refuse.

The distance between sites will take two hours of haul/drive time. A minimum of four loads a day at a minimum of 20 tons per load may be sufficient for the site.

There is no tipper on site, all the trucks will have to either be an end dump or a walking floor. This was explained in the bid packet.

Recommendation

The Recycling and Landfill Manager requests that the Board award a contract in response to Invitation for Bid No. 121922 - Trucking Solid Waste from The Russell Gulch Landfill to the Buckhead Mesa Landfill with a change in location to the Republic Services in Apache Junction, to NorthStar Transport LLC at a price of $1000 per load until the new cell is operating.

Suggested Motion

Information/Discussion/Action to award a contract in response to Invitation to Bid 121922 - Trucking Solid Waste from the Russell Gulch Landfill to the Buckhead Mesa Landfill with a change in location to add the Republic Services in Apache Junction, to NorthStar Transport LLC for $1000 per load during the construction of the new cell and pond. (Homero Vela)

Attachments
Invitation for Bids No. 121922 with Award Contract