CC MEETING: April 16, 2024
DATE: April 9, 2024
TO: Erin Rinehart, City Manager
FROM: Jody Byerly, Director of Public Works
Marc Guy, Assistant City Manager
Title
Consider Approval Of BID #24-030 From HD Way Concrete Service, LLC For The Arterial Street Panel Replacement Projects On Keller Springs Road From Marsh Lane To Denton Drive And On Plano Parkway From Charles Road To Parker Road/FM 544 In An Amount Not To Exceed $2,000,000 Annually, For A Three-Year Total Contract Amount Not To Exceed $6,000,000.00.
Body
BACKGROUND:
This bid is for the replacement of arterial street panels within the City. On March 18, 2024, the City issued BID #24-030 for arterial street panel replacements. It includes the removal and replacement of deteriorated pavement panels on Keller Springs Road from Marsh Lane to Denton Drive and on Plano Parkway from Charles Road to Parker Road/FM 544. Bid notifications were posted online, interested vendors were contacted and advertisements were placed in the Dallas Morning News. The bid closed on April 2, 2024. Eight vendors submitted responses.
The Public Works Department reviewed the submissions and selected HD Way Concrete Service, LLC based on the lowest responsive bid per item. The award will be for arterial street panel replacements 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 $6,000,000.00. Decisions to renew will be made at the end of each term.
FINANCIAL IMPLICATIONS:
This arterial street panel replacement project will be partially funded by Dallas County. The City entered into a Project Specific Agreement (PSA) with Dallas County on May 17, 2022. The PSA allows for a 50% reimbursement from Dallas County to the City for maintenance on certain public roadways. The roadway targeted for this reimbursement funding is Keller Springs Road. The remaining project funding will come from budgeted funds in the cost center and amount as listed below.
COST CENTER LINE ITEM BUDGET AMOUNT
854460 - Streets Consolidated 122180499 $2,000,000.00
The quantities listed on the tab sheet and in the bid document were estimates only. The staff-recommended approval amount is based on the Public Works Department’s budget allocation for the purpose of replacement of arterial street panels.
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 approve BID #24-030 from HD Way Concrete Service, LLC for the Keller Springs Road and Plano Parkway arterial street panel replacement projects for an amount to not exceed $2,000,000 annually, for three-year total contract amount not to exceed $6,000,000.00.