Council Memo

Award of City Contract No. 2019-208 to Sunland Asphalt & Construction Inc. including night work for the SR89 Pavement Rehabilitation Project, in the amount of $1,222,722.00.00. Funding is available in the Streets Fund.


Department:Public WorksSponsors:

Document Comments

Recommended Action: MOVE to award City Contract No. 2019-208 to Sunland Asphalt & Construction Inc.



Item Summary


This item is to approve City Contract No. 2019-208 with Sunland Asphalt & Construction Inc., for Milling and Paving of State Route 89 (SR89) in the amount of, $1,222,722.00.  The location of the project is shown on the attached vicinity map. Approval of night work is also being requested between the hours of 7:00 p.m. and 6:00 a.m., during the project.




In 2011, the City of Prescott entered into an Intergovernmental Agreement (IGA) and a Memorandum of Understanding (MOU) with the Arizona Department of Transportation and Yavapai County pertaining to transfer of ownership and maintenance responsibility of SR89 from the roundabout at Willow Lake Road to just south of the SR89A interchange. Both the IGA and MOU had performance measures for the jurisdictions associated with the road maintenance. The pavement has deteriorated beyond preservation methods and now requires rehabilitation under the City’s Pavement Maintenance Program.  Pavement rehabilitation generally consists of asphalt milling, minor pavement removals, patching and replacement of the asphalt pavement.




The contract being recommended is using Cooperative Purchasing authorized under Arizona Revised Statues (ARS) as set forth under A.R.S. 41-2632 and per City Code, the City is permitted to purchase materials under another Contract, at its discretion and with the agreement of the awarded Vendor, so long as the Contract permits the cooperative use by other public entities.


This contract will utilize the cost competitive procurement process completed by 1Government Procurement Alliance (1GPA). Public Works selected Sunland Asphalt & Construction Inc. from available cooperative purchasing agencies and Sunland produced a cost estimate from the 1GPA bid documents for the SR89 Pavement Rehabilitation Project. The project costs prepared by Sunland Asphalt & Construction Inc. have been reviewed by Public Works. 


A copy of the 1GPA Contract is attached and a copy of Sunland Asphalt & Construction Inc.’s quote for the City project is attached.


Project Schedule


Per the contract, all work must be substantially complete within 30 calendar days of the notice to proceed. Pending contract award, the following milestones have been identified:


Award of Contract                                                        May 14, 2019

Notice to Proceed (NTP)                                          Week of May 20, 2019

Commence Construction                                          Week of June 1, 2019

Completion                                                                       June 19, 2019


Financial Impact


Funding for this contract is available from the Streets Fund in the FY19 budget.  The City’s standard cooperative purchasing agreement will be used for this project. IGA’s with both jurisdictions to participate in funding this project will be brought to Council for acceptance in a future meeting. 


Meeting History

May 14, 2019 3:00 PM Video City Council Voting Meeting
draft Draft

Public Works Craig Dotseth provided a presentation to Council regarding the Pavement Rehabilitation Project which will lead into the Chip Sealing on SR89. This will include night work between the hours of 7 pm-6 am to allow for ease of congestion in the highly trafficked area along SR89.

Mr. Dotseth also discussed the background of the Intergovermental Agreement (IGA) and Memorandum of Understanding (MOU) pertaining to ownership of and maintenance of this portion of the road. This project will extend the life of the road for at least a period of 10 years.

Pending approval the Notice to Proceed will be sent the week of May 20, work will begin the week of June 1 and should conclude by June 19. He also noted that additional IGAs between the County and ADOT pertaining to contribution of funds for this project, will be coming forward at a future meeting.

Mayor Pro Tem Orr applauded the team for their cooperative efforts in getting funding for this project and making it happen.

MOVER:Billie Orr, Mayor Pro Tem
SECONDER:Alexa Scholl, Councilwoman
AYES:Greg Mengarelli, Billie Orr, Steve Blair, Phil Goode, Jim Lamerson, Alexa Scholl, Steve Sischka