Agenda

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Regular Agenda Item 3. I.

Regular BOS Meeting

Meeting Date:	08/16/2021
Submitted For:	Mary Springer	Submitted By:	Mary Springer, Finance Director
Department:	Finance
Fiscal Year:	FY21-22	Budgeted?:	Yes
Contract Dates Begin & End:	06-23-2021 - 06-22-2022	Grant?:	No
Matching Requirement?:	No	Fund?:	Renewal

Information

Request/Subject

Request to ratify the Board of Supervisors' approval for the Chairman's signature on various service agreements and service agreement amendments which are related to post-fire flood mitigation services.

Background Information

The Telegraph, Mescal, and Backbone wildfires have caused extremely dangerous conditions that post serious threats of post-fire flooding. Time was of the essence to get contracts in place to start clean-up efforts of drainage channels and washes to help prevent catastrophic flooding from monsoonal rains. Gila County Procurement Policy BOS-FIN-113, Section 8D - Emergency Procurements outlines the process that may be taken during times of emergencies regarding the procurement of materials or services. The Procurement Officer may make or authorize others to make emergency procurements of materials, services, or construction items when there exists a threat to public health, welfare, property, or safety or if a situation exists which makes compliance contrary to the public interest; provided that such emergency procurements shall be made with such competition as is practicable under the circumstances. An emergency procurement shall be limited to those materials, services, or construction necessary to satisfy the emergency need. A written determination of the basis for the emergency and for the selection of the particular contractor shall be included in the contract file. The Service Agreement Amendments add additional funds to the current service agreements in the amount of $75,000 each, making the new not to exceed amounts of the amended service agreements a not to exceed amount of $150,000.

Evaluation

In order to have resources available, it was necessary to enter into not to exceed on-call service agreements with local contractors for post-fire flood mitigation clean-up targeting specific areas where there could be catastrophic flooding. As the contractors continue their project work, additional funds were required to be added to their service agreements.

Conclusion

Due to the continuing monsoons in particular over the Telegraph burn scar, it was imperative that emergency service agreements and service agreement amendments adding additional funds were executed timely to engage local contractors on the debris clean-up.

Recommendation

Staff recommends that the Board of Supervisors ratify its approval for the Chairman's signature on the service agreements and amendments that are listed and attached to this agenda item for emergency post-fire mitigation.

Suggested Motion

Information/Discussion/Action to ratify the Board of Supervisors' approval for the Chairman's signature on an emergency Service Agreement and various other amendments to emergency Service Agreements to increase the total contract amounts from a not to exceed amount of $75,000 to a not exceed amount of $150,000, to provide related emergency post-fire mitigation services. (Mary Springer)

Attachments
Agreements and Amendments Summary
4 Winds Contracting LLC Agreement
w Winds Rate Sheet
4 Winds Amendment #1
JW Fansler Resources, LLC Amendment #1
Oddonetto Construction Amendment #1
Dixon Rock & Materials, LLC Amendment #1
Sullivan Paving, LLC Amendment #1
Barcon Corporation Amendment #1