DeKalb County approves annual materials bid schedule, moves ahead with $1.5 million Community Crossings project

DeKalb County commissioners approved a notice to bidders for the county’s annual materials contracts and authorized staff to prepare bid documents for a Community Crossings project after staff announced the county received a $1,500,000 grant award.

Staff member (speaker S1) told the panel the notice to bidders will be advertised Nov. 22 and Nov. 29, with sealed bids accepted by 10:00 a.m. on Dec. 16 and bids opened about 10:30 a.m.; awards are expected to be made on the 30th, the following Monday. ‘‘Bids sealed bids be accepted here by 10AM on December 16,’’ S1 said, noting the solicitation covers stone, sand, fuel, asphalt products and other annual materials but that county salt remains on the state bid and is not part of this solicitation.

The commissioners voted to sign and date the notice so the bid process could begin. Committee member (speaker S2) moved to sign the notice and Chair (speaker S4) seconded; two recorded ‘‘aye’’ responses followed and the motion carried.

S1 also announced the county had been awarded a Community Crossings matching grant of 1,500,000.0 and said the state changed its process this year so the county must bid and complete the contract before the state will send the funds. S1 said staff will prepare documentation using the same standard form previously used and aims to advertise the contract in December and accept bids shortly after the new year.

Commissioners and staff discussed scope and costs. S1 estimated the full project cost at roughly $2.2 million to $2.3 million and said the Community Crossings award likely will cover the bulk of the project ‘‘It should. Because I don't I didn't bring the exact number with me, but it was I'm thinking, like, 2.2 or 2,300,000.0.’’ If bids come in under estimate, the county would return the unused portion to the program; if bids exceed the award, S1 said the county would cover the difference from departmental funds or the commissioners’ fund.

The panel approved a motion to allow staff to prepare and advertise bid documents for the Community Crossings project. A motion and second were recorded and two ‘‘aye’’ responses followed; the motion carried. Staff said the single awarded project likely will consume the entire $1.5 million grant award.

Next steps: staff will finalize bid documents and post the notice; the county will open sealed bids on Dec. 16 and proceed to contract award and then the state’s contracting process for the Community Crossings funds.