CC MEETING: JANUARY 21, 2025
DATE: January 9, 2025
TO: Erin Rinehart, City Manager
FROM: Jody Byerly, Director of Public Works
Shannon Hicks, Assistant City Manager
Title
Consider Authorizing The City Manager To Approve An Agreement With Road Solutions, LLC Pursuant to Bid #25-008 For Boring and Trenching Services In An Amount Not To Exceed $614,000.00 Annually, For A Total Three-Year Contract Amount Not To Exceed $1,842,000.00.
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BACKGROUND:
This contract will be used by Engineering, Parks and Public Works Departments to prepare multiple sites for the installation of street lighting, traffic signals, and other miscellaneous projects.
On November 4, 2024, the City issued Bid #25-008 for Boring and Trenching. Bid notifications were posted online. Interested vendors were contacted and advertisements were placed in the Dallas Morning News. The bid closed on December 2, 2024. Four vendors submitted a response. Departments reviewed the submissions and selected Road Solutions, LLC based on the lowest responsive bid overall. The award will be for a one-year initial term. The award also includes two additional one-year renewal options, if mutually agreed upon by the City and the vendor, for a potential three-year total contract not to exceed $1,842,000.00.
This vendor has not been used by Carrollton in the past. Based on references from other municipalities, Road Solutions, LLC is in good standing with the City of Coppell and City of Lewisville.
FINANCIAL IMPLICATIONS:
The boring and trenching listed in Bid #25-008 will be purchased from budgeted funds from the cost center and in the amount as listed below.
COST CENTER LINE ITEM BUDGET AMOUNT
404001 - Traffic Operations 63050 and 60920 $100,000.00
854460 - Street Capital Fund 124540499 $506,000.00
353001 - Parks Maintenance 63010 $8,000.00
IMPACT ON COMMUNITY SUSTAINABILITY:
This project supports and aligns with City Council’s goals and objectives of properly maintaining the City’s infrastructure.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends that City Council authorize the City Manager to approve an agreement with Road Solutions, LLC pursuant to Bid #25-008 for Boring and Trenching Services in an amount not to exceed $614,000.00 annually, for a three-year total contract amount not to exceed $1,842.000.00.
NOTE: The quantities listed on the tab sheet and in the bid, document were stated as estimates only. The staff-recommended approval amount is based on the various departments’ budget allocation for the purpose of boring and trenching services.