CC MEETING: October 22, 2024
DATE: October 14, 2024
TO: Erin Rinehart, City Manager
FROM: Jody Byerly, Director of Public Works
Shannon Hicks, Assistant City Manager
Title
Consider Authorizing The City Manager To Enter Into A Contract Pursuant To Bid #24-064 With Advance Contracting Group As The Primary Vendor And To V.A. Construction, Inc. As The Secondary Vendor For The Neighborhood Improvement Program In An Amount Not To Exceed $1,100,000.00 Annually For A Total Three-Year Contract Amount Not To Exceed $3,300,000.00.
Body
BACKGROUND:
This contract will be used by the Public Works Department to reduce the backlog of pending concrete street, alley, and sidewalk repairs. It focuses specifically on select concrete panel replacement in residential subdivisions.
On September 5, 2024, the City issued BID #24-064 for the Neighborhood Improvement Program. Bid notifications were posted online, interested vendors were contacted and advertisements were placed in the Dallas Morning News. The bid closed on September 20, 2024. Twelve vendors submitted a response.
The Public Works Department reviewed the submissions and selected Advance Contracting Group and V.A. Construction, Inc. based on the lowest responsive bids per item and demonstrated specific experience on similar projects, including previously successful projects for the City of Carrollton. 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 $3,300,000.00.
FINANCIAL IMPLICATIONS:
Approved funding for Neighborhood Improvement Program is set at $1,100.000.00 which is the total utilization for the vendor.
COST CENTER LINE ITEM BUDGET AMOUNT
854460 - Streets Consolidated 114360499 $ 1,100,000.00
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 enter into a contract pursuant to Bid #24-064 for Neighborhood Improvement Program with Advance Contracting Group as the primary vendor and V.A. Construction, Inc. as the secondary vendor, in an amount not to exceed $1,100,000.00 annually, for a total three-year total contract amount not to exceed $3,300,000.00.
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 Public Works Department’s budget allocation for the purpose of the Neighborhood Improvement Program.