[0:02] We will call to order the special meeting agenda for the Board of Commissioners on

[0:07] September 21st, 2026, at 5:02 PM. Thank you, Chuck.

[0:10] First item on the agenda, uh, with all 5 commissioners here, we do have a quorum.

[0:15] The next item on the agenda is citizen comments.

[0:18] I have no one that has signed up for citizen comments for our special meeting

[0:23] agenda, but if you would like to speak, now is the opportunity.

[0:27] Seeing none, we will go to item 3, unfinished business.

[0:31] A, first reading of Ordinance 26-21, an ordinance to amend Title 15, Chapter 1,

[0:35] Miscellaneous, Chapter 3, Speed Limits, and Chapter 6, Parking,

[0:39] Nolensville Municipal Code. Is there a motion?

[0:42] Motion to approve. Second.

[0:46] Any discussion on Ordinance 26-21?

[0:50] Is there any feedback from staff,

[0:53] or are we completely comfortable with—

[0:57] Just very simply, the ordinance contains 3 different provisions.

[1:01] The first is an amendment to the Municipal Code that addresses the rules of the

[1:06] road. If you recall,

[1:07] there was some input provided that we needed to try to find a way to capture all

[1:12] needed to try to find a way to capture all of

[1:12] the various provisions in Tennessee Code Annotated.

[1:15] That particular provision was modeled very closely after the City of Franklin's And

[1:20] then also you have a no parking and a speed limit provision where we're adding a

[1:25] couple of different street sections,

[1:27] and those are described in detail for your consideration.

[1:30] Happy to address any other questions you might have.

[1:33] Okay, any discussion for ordinance—

[1:36] first reading of Ordinance 26-21?

[1:39] All in favor signify by saying aye.

[1:43] Aye.

[1:44] All opposed? Motion passes unanimously.

[1:47] The next item on the agenda is Resolution 26-104,

[1:50] a resolution to reject bids received and to reissue issue a request for proposal

[1:56] to reissue issue a request for proposal for

[1:56] Rocky Fork Road-Newcomb Lane intersection project. Is there a motion?

[2:01] Motion to approve.

[2:02] Second.

[2:03] We have a motion and competing seconds. Who's it going to be?

[2:07] No, it's going to be— no, I got the last second. He got— I'll take it.

[2:09] All right, we'll give this one to Commissioner Carpenter.

[2:13] Any discussion for Resolution 26-104?

[2:16] Any feedback from staff or anything that we need to state for the record as part of

[2:22] the vote?

[2:22] As we have discussed with a couple of members of the Commission,

[2:27] there are 2 different ways that you can progress with this.

[2:31] One obviously would be to go with the 3rd low apparent bidder.

[2:35] We could proceed with that,

[2:37] negotiate a contract and have that back in front of you all for the November formal

[2:42] meeting. Or we can go through a rejection and a rebidding process.

[2:47] Fair questions that have been asked so far is, you know,

[2:51] can we see a reduction in the bid amounts?

[2:54] And there is no way to guarantee with any certainty, you know,

[2:58] what that is going to look like.

[3:00] We think because of the very competitive nature of the bids that were received,

[3:05] we think there will be continued interest in the project and hopefully They'll

[3:11] approach it with a sharp pencil in terms of the rebid.

[3:14] But again, there's no guarantee of what that outcome will be.

[3:18] Some things obviously that may affect cost.

[3:21] You've got a lot going on globally and nationally right now.

[3:25] There's no way to really nail with any certainty how construction costs,

[3:30] price of oil, diesel fuel, things like that,

[3:33] they're all escalating right now in cost.

[3:36] But we built a pretty good bid package around unit costs and so on.

[3:41] So I think we've got a, A very tight package from which contractors can

[3:46] package from which contractors can respond.

[3:46] Obviously, in that we put certain budget contingencies,

[3:50] basically the amount that was not allocated for the actual bid itself.

[3:55] We would recommend that that be set aside as a budget contingency for the project.

[4:00] Obviously, with unit costs,

[4:02] if there's a particular piece of material that the quantities are off a little bit,

[4:08] then we make that up.

[4:09] But all of that's reviewed very carefully as part of the cost management approach

[4:14] from staff's perspective.

[4:16] So I guess to summarize, you have 2 different ways you can go.

[4:20] One is to reject and rebid, which is what the resolution reflects,

[4:25] or if you choose not to support that,

[4:27] then provide staff with clear instruction that you want to see the 3rd low apparent

[4:33] bidder.

[4:34] Thank you.

[4:34] And we'll proceed accordingly with negotiating a contract.

[4:37] Any discussion on approval of

[4:42] Resolution 26-04? All right,

[4:46] all in favor?

[4:48] Uh, I do have some. Okay.

[4:51] Um, I'm kind of surprised nobody else does.

[4:56] Um, I just have concerns of rejecting bids.

[5:01] I guess the question I just thought of is, what—

[5:06] is there a rule of thumb for how different bids tend to be

[5:12] for this type of thing?

[5:15] So $50,000 may seem like a lot, but it may not be based on—

[5:21] I think for a project of the valuation that The range we were dealing with was

[5:26] that The range we were dealing with was very

[5:27] tightly bid. And I think that showed that there was a very strong interest in the

[5:32] project. All of them had in common a subcontractor that was going to be used

[5:37] subcontractor that was going to be used for the

[5:38] signal installation. So we think there's a constant there.

[5:42] If we rebid, we've been in touch with our consultants.

[5:45] We've identified some measures that we think will simplify The rebidding process

[5:50] think will simplify The rebidding process in

[5:51] terms of documentation, including electronic submittal on the bid tabulation

[5:56] electronic submittal on the bid tabulation forms.

[5:56] The fact that this is fresh on their minds, having just submitted,

[6:00] we think will be a plus to continue their interest in the project.

[6:05] But again, there's just no guarantee how it's all going to land.

[6:09] And don't want to give you all any kind of false assurance that we're going to see a

[6:15] better price. There's always risk when you're going to bid that you may not.

[6:20] So the cons here with rejecting the bid,

[6:24] the potential cons here are that we could get a different

[6:31] price, so it could go up.

[6:34] Um, it puts us back another month, correct?

[6:39] And is there, is there a way to minimize the Well,

[6:45] we've given the contractor—

[6:48] if you are familiar with the bid package,

[6:51] we can certainly share that with you if you'd like.

[6:54] But we gave the contractor basically 1 year to finish,

[6:57] which is suitable for a project that involves the complexities of a traffic

[7:02] involves the complexities of a traffic signal

[7:03] system. And as we all know,

[7:04] there's a number of long lead items that are required for that— mast arms, poles,

[7:10] cabinetry, controllers. A lot of things that go into that.

[7:13] The fact that you're in the late paving season,

[7:16] there's probably not going to be a lot of significant headway being made on the

[7:22] project through the winter months.

[7:24] So they're going to be looking for more favorable weather,

[7:27] probably in the early spring, to be able to really launch into construction.

[7:32] But that also gives them time to acquire the necessary materials.

[7:37] And hopefully be in a position that can very succinctly line up the sequence of

[7:42] construction and hopefully wrap it up well within that 1-year timeline.

[7:46] As far as opportunities,

[7:48] we've done the best we can at identifying a rebid timeframe that we think provides a

[7:53] reasonable timeline for contractors to respond to the solicitation,

[7:58] but also giving us sufficient time to be able to identify the low apparent bidder.

[8:03] Confirm that they meet all the requirements and then move forward very

[8:07] requirements and then move forward very quickly with

[8:08] getting a contract in front of you all for consideration.

[8:12] So a process question for a follow-up.

[8:15] So if you open it up for rebidding,

[8:18] the applicants who had insufficient applications where there were errors or

[8:25] whatever, do you communicate that to them,

[8:28] or is it Is it just you open it back up and hope that they get it right this time?

[8:35] Given the nature of the errors,

[8:38] we have gone back to our bid package and made it very clear what the requirements

[8:45] are. And if they elect to repeat their error again, that's on them at that point.

[8:51] We've done all we can to make sure that they submit the the proper information.

[8:58] Okay, that makes sense.

[9:00] And that's a— that would be a generic expectation for any and all that

[9:04] might bid on the project. They have to conform with state requirements.

[9:09] Thank you.

[9:11] It was your— it was Jarrell's recommendation, though,

[9:15] that because 2 of the 4 responses were rejected, that it be rebid.

[9:20] Is that accurate?

[9:21] That's part of the reasoning, yes.

[9:24] Okay, any other questions about Resolution 26-104 rejecting the bids and reissuing

[9:30] the request for proposal for Rocky Fork Road new Semolina intersection project?

[9:36] All in favor signify by saying aye.

[9:39] Aye.

[9:39] All opposed? Motion passes unanimously.

[9:42] Uh, is there a motion to adjourn our special meeting agenda for

[9:47] September 21st, 2026? So moved.

[9:49] Second.

[9:50] All in favor of adjournment signify by saying aye. Aye. All opposed?

[9:53] Motion passes unanimously. We are adjourned.

Special Meeting

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