Subject:
Title
FY 2026 funding and renewal of Town contracts
Body
Date(s) of Prior Council Consideration of this Issue:
On May 20, 2024, The Vienna Town Council approved award of IFB 24-20 Asphalt Repair as Needed Town contract and funding in the amount of $75,000 and award of IFB 24-24 Construction and Demolition Debris Disposal Town contract and funding in the amount of $200,000.
On June 3, 2024, Council approved Town contract renewals and funding in the amount of $4,600,000. Town Council approved award of IFB 24-22 Crushed Atone Gravel, Sand and Other Aggregates Town contract and funding in the amount of $159,300.
On July 8, 2024, Council approved award of IFB 24-12 On Call Roadway Maintenance Town contract and funding in the amount of $1,500,000, RFP 24-16 On Call Environmental Professional Services Town contract in the amount of $200,000, and IFB 24-28 Pavement Marking as Needed Town contract in the amount of $200,000.
On Aug. 26, 2024, Council approved award of IFB 24-30 Asphalt Milling, Overlay & Traffic Marking Town contract and funding in the amount of $2,000,000.
EXPLANATION AND SUMMARY:
For recurring purchases, the Town establishes contracts, which include the option of annual renewals. Each contractor on the attached list provides the required and/or essential services for Town operations managed by the Department of Public Works (DPW). Each contract is multi-year and subject to annual renewals.
DPW requests authorization for sixteen (16) annual contract renewals and to expend FY 2026 funds not to exceed $9,025,000 listed in the attached table.
Next Steps: Approve continuation of services utilizing contracts issued by the Town of Vienna starting July 1, 2025.
Expected Completion Time Frame: FY26
Strategic Plan Initiative: Vienna is a fiscally responsible, efficiently mobile, and an environmentally sustainable community.
Departmental Recommendation: Recommend approval to utilize existing municipal
contracts, accept renewals, and approve funding.
Finance Recommendation:
Purchasing Recommendation: Recommend approval.
Town Attorney Recommendation: For certain contracts, when the Town solicit bids it includes a renewal provision. The Town may renew and extend the listed contracts, pursuant to the original bid terms, or solicit new bids in the discretion of the Town Council.
Town Manager's Recommendation: I recommend the Town Council approve Fiscal Year 2026 one year contract renewals and expenditures not to exceed the amount listed below, as presented.
Cost and Financing: $9,025,000
Account Number: See attached table for contract and account numbers
Decision Needed by This date: June 2, 2025
Prior Funding Approval:
FY24 (05/20/2024) - $75,000 IFB 24-20
FY24 (05/20/2024) - $200,000 IFB 24-24
FY24 (06/03/2024) - $4,600,000 Annual contract renewals
FY24 (06/03/2024) - $159,300 IFB 24-22
FY25 (07/08/2024) - $1,500,000 IFB 24-12
FY25 (07/08/2024) - $200,000 RFP 24-16
FY25 (07/08/2024) - $200,000 IFB 24-28
FY25 (08/26/2024) - $2,000,000 IFB 24-30
TOTAL Prior Funding Approval: $8,934,300
PROPOSED/SUGGESTED MOTION
Recommended Action
"I move to approve FY 2026 one-year contract renewals and expenditures not to exceed $9,025,000 from the listed account numbers as described in this report and attachments.”
Or
Other action deemed necessary by Council.