Public Works & Infrastructure committee: approvals, contract extensions and several deferrals

At its committee meeting, the DeKalb County Public Works and Infrastructure (PWI) Committee approved multiple contract term extensions and construction change orders, moved several high‑dollar items to short deferral and deferred one sanitation contract renewal for further review.

Key approvals included a change order for the Cedar Grove Road bridge replacement (contract no. 1336838) to CW Matthews Contracting Company Inc. with additional funding and an extension through Dec. 31, 2026; a contract term extension for the Pleasantdale Road pedestrian crossing (Reedwick LLC) to allow delivery of specialized mast arms; multiple multi‑year commodity or equipment contract term extensions used by Watershed Management; and several roadway resurfacing and valve‑box commodity contracts used by Roads and Drainage and Watershed Management.

The committee called out a group of high‑dollar agenda items (agenda items 2025‑0606, 2025‑0534, 2025‑0574, 2025‑0453, 2025‑0456 and 2025‑0457) and deferred those items for two weeks so staff may follow up. The committee also deferred the sanitation litter‑removal vendor renewals (agenda item 2025‑0618) for 30 days so staff can review vendor price‑increase requests and explore possible scope adjustments.

Other actions: the committee approved a resolution to establish the roles and responsibilities for an independent capital improvement program monitor (agenda item 2025‑0240) after staff reported the proposed scope had been reviewed by relevant departments. The committee also deferred for 30 days a proposed amendment to the Watershed Customer Service and Billing Advisory Group enabling legislation (agenda item 2025‑0739) to allow staff time to propose whether existing citizen advisory bodies could be consolidated.

Most motions were taken by voice vote after a commissioner moved and another seconded; the transcript records “aye” responses but does not provide a roll‑call tally. Where staff provided reasons for extensions, they cited delays from utility coordination, specialized equipment lead times, weather impacts and additional right‑of‑way or railroad coordination costs. Where commissioners asked for follow‑up, staff agreed to circulate lists of affected streets or the contractor lists to the commissioners by email.

Votes at a glance

- Item 2025‑0676 — Cedar Grove Road bridge change order (CW Matthews Contracting Co. Inc.): motion to approve; outcome: approved by voice vote (motion and second recorded). County staff cited additional right‑of‑way work, stormwater detention needs and Norfolk Southern protective services as reasons for increased funds.

- Item 2025‑0435 — Pleasantdale Road pedestrian crossing, change order (Reedwick LLC): motion to approve term extension; outcome: approved by voice vote. Staff cited lead times for specialized mast arms.

- Items 2025‑0606, 2025‑0534, 2025‑0574, 2025‑0453, 2025‑0456, 2025‑0457 — high‑dollar procurement items (listed on page 4 of the agenda): motion to defer for two weeks; outcome: deferred to allow staff follow‑up.

- Item 2025‑0618 — Sanitation litter removal services (renewal with American Eagle LLC and Russell Landscape): motion to defer for 30 days; outcome: deferred. Staff said one vendor requested a price increase and needs time to justify costs and review potential scope changes; current contract runs through June 30.

- Item 2025‑0638 — 2021 Elmeg road resurfacing projects (HEH Paving Inc.): motion to approve contract term extension to Oct. 31, 2025; outcome: approved by voice vote. Staff cited weather delays that prevented completing added streets.

- Item 2025‑0513 — Cement multi‑year contract (Quiet Link LLC): motion to approve term extension to Dec. 31, 2026; outcome: approved by voice vote. Staff said extension allows time to solicit new vendors while maintaining supply for routine repairs.

- Item 2025‑0599 — Inspection of sanitary sewer stream crossings (Integrated Construction Management Inc.): motion to approve term/funding extension through Dec. 31, 2026, amount not to exceed $450,000; outcome: approved by voice vote.

- Item 2025‑0653 — Valve boxes and risers (F M Shelton Inc.): motion to approve term extension to Dec. 31, 2026; outcome: approved by voice vote.

- Item 2025‑0660 — Panel vaults and traffic meter boxes (CAFRA Operations LLC): motion to approve term extension to Dec. 31, 2026; outcome: approved by voice vote.

- Item 2025‑0240 — Resolution establishing roles for an independent CIP monitor: motion to approve; outcome: approved by voice vote. Staff indicated the proposed scope had been reviewed and departments would add language to prevent conflicts where the monitor might bid on CIP work.

- Item 2024‑1139 — Resolution supporting bus rapid transit on Buford Highway: motion to defer for two weeks to await MARTA and KB Advisory updates; outcome: deferred.

- Item 2025‑0739 — Amend enabling legislation for the Watershed Customer Service and Billing Advisory Group: motion to defer for 30 days to evaluate consolidation and reporting relationships; outcome: deferred.

Several items were described as “contract term increase only” where staff requested extra time to complete procurement or construction; staff agreed to circulate street lists and other supporting details to commissioners by email where requested.