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| ARF- 1872 |
Regular Agenda Item 2- E
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| Regular BOS Meeting |
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| Information |
| Request/Subject |
| Amendment No. 2 to Contract 092111-2 for CRS-2 Chip Seal Oil with Cactus Transport, Inc. |
| Background Information |
Effective March 20, 2012, Gila County and Cactus Transport, Inc. entered into a contract whereby Cactus Transport, Inc. agreed to provide CRS-2 chip seal oil to various locations in the County for road maintenance and repair. Contract term ends March 19, 2013.
On April 2, 2013, the Board of Supervisors authorized the Chairman's signature on Amendment No. 1 to Contract No. 092111-2 to extend the term of the contract from March 20, 2013, to March 19, 2014. As Gila County Procurement Policy does not allow for open end contracts, an amount of $50,000 was attached to Amendment No. 1, with the stipulation that "in no event shall charges for the March 20, 2013, to March 19, 2014, extension exceed $50,000 without prior written agreement of the County". |
| Evaluation |
On April 2, 2013, the Board of Supervisors approved Amendment No. 1 to Contract No. 092111-2, to extend the term of the contract period for one year from March 20, 2013, to March 19, 2014. At that time, a dollar amount of $50,000 was assigned to Amendment #1 as a contract total, subject to change upon written authorization from the County. Due to the fact that, at that time, the Roads Division had not then calculated a dollar amount for projects through March 19, 2014, the term of the contract, the $50,000 amount was based loosely on the amount of money spent with Cactus Transport for the previous fiscal year.
The Roads Department has now calculated that approximately $350,000 will be spent on CRS-2 chip seal oil for various road projects in both the Copper Region and the Timber Region of Gila County, from March 20, 2013, to March 19, 2014.
Amendment #2 will increase the contract amount by $300,000, from $50,000 to a new total contract amount of $350,000. |
| Conclusion |
| By increasing the contract amount of Contract No. 092111-1 by an additional $300,000, it will allow the Roads Department to purchase the necessary quantity of CRS-2 chip seal oil, for various road maintenance and repair projects planned by the Roads Department, for the term of the contract, from March 20, 2013, to March 19, 2014. |
| Recommendation |
| The Public Works Division Director recommends that the Board of Supervisors approve Amendment No. 2 to Contract No. 092111-2 with Cactus Transport, Inc. for CRS-2 chip seal oil to increase the contract amount by an additional $300,000 for a new total contract amount of $350,000. |
| Suggested Motion |
| Information/Discussion/Action to authorize the Chairman's signature on Amendment No. 2 to Contract No. 092111-2 between Gila County and Cactus Transport, Inc. to increase the contract amount by $300,000, for a new total contract amount of $350,000, for the term of the contract, from March 20, 2013, to March 19, 2014; and to provide for the purchase of CRS-2 chip seal oil for County roads. (Steve Stratton) |
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