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ARF- 7539 Regular Agenda Item     3. B.    
Special BOS Meeting
Meeting Date: 08/30/2022  
Submitted By: Melissa Henderson, Chief Deputy Clerk of the Board
Department: Clerk of the Board of Supervisors  
Fiscal Year: 2023 Budgeted?: Yes
Contract Dates
Begin & End:
08-29-2022 to 11-30-2022 Grant?: No
Matching
Requirement?:
No
Fund?: Replacement

Information
Request/Subject
Award contract in response to Invitation for Bids No. 052422-Granite Crushing to One-Inch Minus
Background Information
On August 2, 2022, the Board of Supervisors voted unanimously to table this agenda item to this meeting.  The reason it was tabled was to allow the Board's attorney and County Manager to look further into the legalities of awarding the bid to the company that submitted the lowest bid.  During the meeting, James Menlove, County Manager, pointed out that there was a difference in the price.  Because Perkins Cinders, Inc. is located outside of Gila County, he explained that the County would be paying higher taxes on the product received.  
Evaluation
The two bids received were opened on July 14, 2022, beginning at 3:00 P.M. The two bids were 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 requirement and criteria set forth in the Invitation for Bid. Both bids quoted $9.95 per ton, so the two bidders, Representatives from Perkins Cinders, Inc. and Dixon Rock and Materials appeared in person and Perkins Cinders, Inc. won the coin toss to determine who would receive the contract.

Gila County can use the Fourmile pit, owned by the USDA Forest Service, for an aggregate source that has decomposed granite to crush and store. Gila County will haul the material from the pit to the work sites. Public Works hopes to get the material in place on the Young FS512 road as well as other County maintained roads in the area.
Conclusion
Gila County Public Works quote requests went out to suppliers in Arizona for the one-inch minus crushed granite at a lump sum price. Crushing should be between August 29, 2022, and November 30, 2022. The request will be for a unit ton price plus an estimated start schedule.
Recommendation
Steve Sanders, Public Works Department Director, recommends the Board award Invitation for Bids 052422-Granite Crushing to One-Inch Minus to Perkins Cinders, Inc. in the amount of $9.95 per ton.
Suggested Motion
Information/Discussion/Action to Award Invitation for Bids 052422 to Perkins Cinders, Inc. in the amount of $9.95 per ton. (Steve Sanders)

Attachments
Invitation for Bids No. 052422 with Award Contract
Addendum 1
As Read Bid Results
Dixon Rock and Materials-Sealed Bid
Bid Sign in Sheet

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