Minimum Standards for WVR-POA Road Maintenance Contract

  • Only licensed contractors registered with the Arizona Registrar of Contractors who are in good standing with the Registrar will be considered for a contract for road maintenance and repair or any other road work necessary.
  • All Operators for Contractor must have prior verifiable experience in maintaining dirt or gravel roads. References will be required.
  • Comprehensive General Liability Policy with a minimum one million dollars ($1,000,000.00) value for the Contractor’s business is required.
  • Contractor must own or have continual access to a Motor Grader and Backhoe, which along with a Grader Mounted Roller that the POA has provided, he or she will be able to use and maintain.
  • Road Grader, Backhoe, and Roller must be stored at Woodland Valley Ranch or within a radius that includes the Arizona towns of St Johns, Springerville, Show Low, and Snowflake, and must be available within 24 hours of a request for service. Exceptions to this 24-hour rule include weather that will not permit travel or effective use of equipment when conditions are not favorable, such as rain, snow, mud or excessively dry soil conditions. It is understood that the Contractor may have to forego performing work while conditions are not favorable.
  • An Annual Contract must be presented by the Contractor and approved by the WVR-POA Board, to include cost of grading per mile at a flat rate per mile and cost per hour for general repairs.
  • When a Dump Truck is needed, Contractor must have access to same. Other implements such as a Drag Grader can be used in conjunction with a Motor Grader, but not used exclusively; a Motor Grader is a necessity. Other types of Rollers can be used but will be included in the flat rate cost per mile.
  • All of the approximate 215 miles of WVR roads will be graded once per year. Main Street within WVR will be graded quarterly. Other roads and sections of roads as may be specified will be graded twice a year, or at a frequency as agreed upon between the WVR POA Board and the Contractor. 5.3 miles of roads within Bonito Valley will be graded once per year.
  • A minimum of four passes per mile and a maximum of six passes per mile must be made for all roads, with more passes made depending on the condition and terrain of any given road or section of road. All passes (4-6) must be incorporated into the flat rate cost per mile of the Contract. If conditions require more than six passes per mile, the cost will be billed at the same hourly rate as a repair. It is understood that any damage deeper than a tire rut is considered as needing repair to be billed at an hourly rate.
  • It is expected that the Contractor will be available to perform inspections of roads to determine conditions, and advise the Board of repairs needed, when called upon to do so. The cost of this inspection and report will be specified in the submitted Contract. Further recommendations for improvements to WVR roads may be sought by the Board from the Contractor at various times throughout the year.
  • Any transportation cost of Contractor’s equipment to/from WVR must be embedded in the flat rate cost per mile of the Grading Contract and/or the hourly general repair cost.
  • All invoices for General Repairs must be itemized to include the locations of the work performed at WVR, the number of hours billed at those locations, and a brief description of the work, such as use of gravel, or modification of the road to provide for water runoff, just as two examples.
  • Subject to reasonable and expectable absences such as vacations, illnesses, urgent or important family matters, or other urgent matters, the Contractor must be able to respond to requests for emergency road repairs necessitated by rain or snow storms at WVR within 48 hours of notice. This may or may not include repairs at the time of the response, as conditions may or may not allow such to be done.
  • In addition to satisfactorily grading the WVR roads, the Contractor will perform General Repairs including but not necessarily limited to: culvert installation and repairs, cattle guard installation and maintenance, creation and maintenance of roadside berms, road crowns, and roadside water drainage ditches where needed. Maintaining existing drainage ditches will be part of the routine grading mileage cost. Work performed can also include transportation and placement of dirt, gravel or rocks when needed, or installation of concrete headers when needed.
  • The Contractor is engaged by the Board of Directors of Woodland Valley Ranch, and as such will conduct professional business with, and take direction from, the Board of Directors only.
  • All input from Woodland Valley Ranch property owners / POA members regarding the performance of road maintenance on the Ranch and regarding all work done by the Contractor will be directed to the Board of Directors for review, consideration, and active investigation as needed.
  • Owners / members residing on the Ranch are invited to and expected to direct to the attention of the Board of Directors any observations they have made of conditions on the Ranch which can be helpful in planning the maintenance of roads.
  • Note: “Old Ranch Road” is actually County Road 6268, and is not a road maintained by the WVR-POA’s Contractor.

Respectfully submitted November 7th, 2015

By Anne Fesler-Butts, Member-at-Large

Approved by WVR POA Board resolution on 7 Nov 2015 at St Johns, AZ