Agenda

Back to Calendar Return

Regular Agenda Item 4. C.

Regular BOS Meeting

Meeting Date:	04/02/2024
Submitted For:	Homero Vela	Submitted By:	Betty Hurst, Contracts Administrator
Department:	Public Works
Fiscal Year:	2024	Budgeted?:	Yes
Contract Dates Begin & End:	02-16-24 to 02-15-25	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Approval of Amendment No. 3 to Contract No. 110520 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 is a request to renew the contract through February 15, 2025.

On April 5, 2022, the Board approved Amendment No. 1 to Contract 110520 with Hawker & Evans Asphalt Co. Contract No. 110520 to renew the contract through February 15, 2023.

In December 2022, the Public Works Department reviewed cooperative contracts and determined Hawker & Evans still had the best price.

On February 7, 2023, the Board approved Amendment No. 2 to Contract 110520 with Hawker & Evans Asphalt Co. Contract No. 110520 to extend the contract through February 15, 2024.

Evaluation

Amendment No. 3 to Contract 110520 with Hawker & Evans Asphalt Co. extends the term of the contract through February 15, 2025, for a not-to-exceed contract amount of $392,938.

A comparison of the 2021 bids yielded the best price for Gila County for the chip seal projects for the next few years. The 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 Arizona Department of Transportation monthly index dollar amount.

Conclusion

The Public Works Department Director wishes to execute Amendment No. 3 to Contract 110520 with Hawker & Evans Asphalt Co. to extend the contract through February 15, 2025.

Recommendation

The Public Works Department Roads Division Manager recommends that the Board of Supervisors approve Amendment No. 3 to Contract No. 110520 with Hawker & Evans Asphalt Co. to extend the contract through February 15, 2025

Suggested Motion

Information/Discussion/Action to approve Amendment No. 3 to Contract No. 110520 with Hawker & Evans Asphalt Co. which extends the contract through February 15, 2025, with a not-to-exceed amount of $392,938. (Homero Vela)

Attachments
Amendment No. 3 to Contract No. 110520
Amendment No. 2 to Contract No. 110520
Amendment No. 1
Contract No. 110520