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Action 9.

Regular Board of Supervisors Meeting

Public Works

Meeting Date:: 12/01/2020
Title:: Approval of 5 year contract with Selected Vendors for Materials- High and Low Volume Chips
Submitted By:: Anne Coppola, Procurement
Department:: Procurement

Presentation:

No A/V Presentation

Recommendation:

Approve

Document Signatures:

BOS Signature Required

# of ORIGINALS
Submitted for Signature:

NAME
of PRESENTER:

Marty Haverty

TITLE
of PRESENTER:

Public Works Director

Mandated Function?:

Not Mandated

Source of Mandate
or Basis for Support?:

Docket Number (If applicable):

Information

Agenda Item Text:

Approve Contract 21-08-HFP-01 for High and Low Volume Chips, for Multiple Vendor Locations within Cochise County, with Klump Materials LLC; Maddux & Sons, Inc; Southern Arizona Sand and Gravel, LLC; and, Willcox Rock and Sand, Inc., effective December 1, 2020 through November 30, 2021, with 4 one-year renewal options.

Background:

The Public Works Department requested that the Procurement Department identify contractors located throughout Cochise County to procure Materials- High and Low Volume Chips.

The Procurement Department released an Invitation for Bid (IFB) to the public on October 7, 2020, with a closing date of October 22, 2020.

Four vendors submitted proposals for this solicitation. All proposals were evaluated by an evaluation committee comprised of Public Works and Procurement. The submitting vendors were deemed qualified to fulfill the needs of providing High and Low Volume Chips for the County.

This contract will allow the County to utilize multiple vendors located throughout the County in order to provide High and Low Volume chips dependent on project locations for the Public Works Department.

Department's Next Steps (if approved):

Issue Contracts to the selected vendors.

Impact of NOT Approving/Alternatives:

The Public Works Department and/or Procurement would be required to obtain quotes every time there is a need for chips, which would result in possibly higher prices as this contract established pricing for each year of the contract.

To BOS Staff: Document Disposition/Follow-Up:

Please sign 21-08-HFP-01 Offer Acceptance Award Letter and provide one (1) copy to the Procurement Department, ATTN: Anne Coppola

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