COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Bill Young, Transportation and Maintenance Superintendent
SUBJECT:Title
Approve Multi-Award of Job Order Contracting Cooperative Purchasing Agreements for Asphalt Maintenance and Repair As-Needed and Award a Job Task Order Proposal for the FY 2023-24 Chip Seal Program to Cactus Asphalt (Bill Young)
Body
FUNDING SOURCE:
HURF Fund - Highway User Revenue Fund
PURPOSE:
Approve a multi-award of Cooperative Purchasing Agreements utilizing Pinal County’s Job Order Contracting (JOC) for Asphalt Maintenance and Repair As-Needed and approve award of Job Task Order Proposal No. 1 to Cactus Asphalt for the Fiscal Year 2024 Chip Seal Program in accordance with City Code 3.10.010.3(A)(1).
BACKGROUND:
The Public Works Department is seeking approval for a multi-award for JOC Cooperative Purchasing Agreements for Asphalt Maintenance and Repair As-Needed utilizing Pinal County’s JOC Contract 23412ROQ with Cactus Asphalt (500293), MR Tanner Construction (500318), Sunland Asphalt (500319), ViaSun (500355), and Weems Asphalt (500375 )
Job Order Contracting is a standard procurement process that provides the City with options, while adhering to all competitive bidding processes and wisely using the City’s funds.
The City will take appropriate care to ensure that the contractor awarded the individual Job Task Order Proposal is controlling cost and labor efficiently, both while reviewing individual job order proposals and when inspecting job sites. Each individual Job Task Order Proposal shall include a "Guaranteed Maximum Price (GMP)" or detailed fixed fee that the Contractor cannot exceed without prior written approval.
The maximum amount of an individual Job Task Order Proposal issued under the multi-award JOC cooperative purchasing agreements will be $1,000,000 pursuant to A.R.S. § 34-605(F)(A).
This Job Task Order Proposal will be for the Fiscal Year (FY) 2023-24 Chip Seal Program. Chip seal is preventative maintenance. It seals smaller cracks, helps preserve the road, and ensures a longer lifespan.
Staff submitted a request for job order proposals to all five (5) JOC contractors on the Pinal County JOC contractors list. The City received one (1) proposal from a qualified asphalt contractor, Cactus Asphalt. The single qualified proposal of $999,020.59 appears fair and reasonable for the immediate work. It is anticipated that work will start with a Notice to Proceed date of March 4, 2024, to complete all work by April 1, 2024.
COMMUNITY IMPACT:
Provide safe and reliable roads for the community.
FISCAL IMPACT:
Funds in the amount of $999,020.59 are available in the Fiscal Year 2023-24 Highway User Revenue Fund (HURF).
ATTACHMENTS:
JOC Cooperative Purchasing Agreement 500293 - Cactus Asphalt LLC
JOC Cooperative Purchasing Agreement 500318- MR Tanner
JOC Cooperative Purchasing Agreement 500319 - Sunland Asphalt
JOC Cooperative Purchasing Agreement 500355 - ViaSun
JOC Cooperative Purchasing Agreement 500375 - Weems Asphalt
Exhibit A - Pinal County JOC Contracts (available upon request, 74 pages)
Cactus Bid 2-15-2024 Job Task Order Proposal No. 1 (referenced City Specification documents available on request)
SUGGESTED MOTION:Recommended action
I move to approve a multi-award of JOC Cooperative Purchasing Agreements for Asphalt Maintenance and Repair As-Needed to Cactus Asphalt, MR Tanner, Sunland Asphalt, ViaSun, and Weems Asphalt; authorize the City Manager to execute the agreements through June 27, 2024, authorize City staff to exercise the option to renew for four (4) additional one (1) year terms; and award and authorize the City Manager to execute Job Task Order Proposal No. 1 to Cactus Asphalt for the Fiscal Year 2023-24 Chip Seal Program in the amount $999,020.59.