Agenda

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Regular Agenda Item 4. I.

Regular BOS Meeting

Meeting Date:	03/21/2023
Submitted For:	Homero Vela	Submitted By:	Shannon Coons, Fiscal Services Manager
Department:	Public Works	Division:	Roads
Fiscal Year:	FY2023 & FY2024	Budgeted?:	Yes
Contract Dates Begin & End:	4/03/2023 TO 4/02/2024	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Award in response to Invitation for Bids No. 01022023 – On-Call Road Maintenance and Heavy Equipment Service

Background Information

Gila County has had to locate and hire contractors to assist with clean-up efforts caused by wildfire and post-wildfire flooding. In anticipation of continued support needed with issues caused by the Woodbury, Bush, Telegraph, and Mescal fires and post-fire flooding, the County issued Invitation for Bids (IFB) seeking quotes from qualified, licensed firms (Contractors) interested in providing on-call road maintenance and heavy equipment services. Many roadways and low water crossings were destroyed due to post-wildfire flooding and it is critical to have on-call services to be able to open up accesses for residents to travel safely.

Evaluation

The bid packet was advertised on January 24, 2023, and on January 30, 2023, in the Payson Roundup and the Arizona Silver Belt. Bid packets with quotes were due February 14, 2023, at 3:00 PM, MST.

Six bid packets were received and each of them has its own unique equipment and charges. Several people in Public Works reviewed the bids and it was decided that each one of them would receive a contract if the Board approved. A maximum of not-to-exceed for each contract per year would be $100,000 and no guarantee that they would be called for work.

Conclusion

It is in the best interest of Gila County to have On-Call Road Maintenance and Heavy Equipment Services. Staffing problems in the Consolidated Roads Division means that not every road issue may be addressed quickly without outside help from community contractors. Having these contracts is insurance that if a weather event occurs, the County can rely on Contractors to fill in where needed. Contracts will be awarded based on cost and availability where the lowest-cost contractor will be offer the opportunity to do the work in the required timeframe. If the first contractor can not comply with the timeframe the next lowest contractor will be offered the work; this process will be repeated until a contractor agrees to the required timeframe.

There is a 3-year renewal potential for each contract with Board approval.

Recommendation

The Public Works Department Director recommends that it is in Gila County’s best interest to contract with the following most responsive and responsible Contractors of the IFB. M. D. Merrett Inc.; Oddonetto Construction Inc.; Cline Excavating; JW Fansler Resources, LLC; and Rummel Construction, Inc.

Suggested Motion

Information/Discussion/Action to award contracts in response to Invitation for Bids No. 01022023 - On-Call Road Maintenance and Heavy Equipment Services to the most responsive and responsible bidders for an amount not to exceed each contract of $100,000 for M. D. Merrett Inc.; Oddonetto Construction Inc.; Cline Excavating; JW Fansler Resources, LLC; and Rummel Construction, Inc. (Homero Vela)

Attachments
IFB 01022023 On-Call Road Maintenance
Addendum 1
Addendum 2
Cline Excavating Contract 01022023
Convenient Mobile Service Contract 01022023
JW Fansler Resources Contract 01022023
MD Merrett Contract 01022023
Odonetto Construction Contract 01022023
Rummel Construction Contract 01022023