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We will call to order the special meeting
agenda for the Board of Commissioners on

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September 21st, 2026, at 5:02 PM. Thank
you, Chuck.

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First item on the agenda, uh, with all 5
commissioners here, we do have a quorum.

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The next item on the agenda is citizen
comments.

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I have no one that has signed up for
citizen comments for our special meeting

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agenda, but if you would like to speak,
now is the opportunity.

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Seeing none, we will go to item 3,
unfinished business.

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A, first reading of Ordinance 26-21, an
ordinance to amend Title 15, Chapter 1,

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Miscellaneous, Chapter 3, Speed Limits,
and Chapter 6, Parking,

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Nolensville Municipal Code. Is there a
motion?

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Motion to approve. Second.

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Any discussion on Ordinance 26-21?

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Is there any feedback from staff,

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or are we completely comfortable with—

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Just very simply, the ordinance contains 3
different provisions.

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The first is an amendment to the Municipal
Code that addresses the rules of the

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road. If you recall,

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there was some input provided that we
needed to try to find a way to capture all

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needed to try to find a way to capture all
of

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the various provisions in Tennessee Code
Annotated.

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That particular provision was modeled very
closely after the City of Franklin's And

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then also you have a no parking and a
speed limit provision where we're adding a

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couple of different street sections,

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and those are described in detail for your
consideration.

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Happy to address any other questions you
might have.

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Okay, any discussion for ordinance—

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first reading of Ordinance 26-21?

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All in favor signify by saying aye.

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Aye.

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All opposed? Motion passes unanimously.

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The next item on the agenda is Resolution
26-104,

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a resolution to reject bids received and
to reissue issue a request for proposal

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to reissue issue a request for proposal
for

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Rocky Fork Road-Newcomb Lane intersection
project. Is there a motion?

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Motion to approve.

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Second.

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We have a motion and competing seconds.
Who's it going to be?

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No, it's going to be— no, I got the last
second. He got— I'll take it.

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All right, we'll give this one to
Commissioner Carpenter.

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Any discussion for Resolution 26-104?

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Any feedback from staff or anything that
we need to state for the record as part of

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the vote?

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As we have discussed with a couple of
members of the Commission,

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there are 2 different ways that you can
progress with this.

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One obviously would be to go with the 3rd
low apparent bidder.

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We could proceed with that,

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negotiate a contract and have that back in
front of you all for the November formal

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meeting. Or we can go through a rejection
and a rebidding process.

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Fair questions that have been asked so far
is, you know,

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can we see a reduction in the bid amounts?

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And there is no way to guarantee with any
certainty, you know,

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what that is going to look like.

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We think because of the very competitive
nature of the bids that were received,

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we think there will be continued interest
in the project and hopefully They'll

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approach it with a sharp pencil in terms
of the rebid.

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But again, there's no guarantee of what
that outcome will be.

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Some things obviously that may affect
cost.

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You've got a lot going on globally and
nationally right now.

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There's no way to really nail with any
certainty how construction costs,

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price of oil, diesel fuel, things like
that,

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they're all escalating right now in cost.

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But we built a pretty good bid package
around unit costs and so on.

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So I think we've got a, A very tight
package from which contractors can

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package from which contractors can
respond.

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Obviously, in that we put certain budget
contingencies,

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basically the amount that was not
allocated for the actual bid itself.

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We would recommend that that be set aside
as a budget contingency for the project.

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Obviously, with unit costs,

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if there's a particular piece of material
that the quantities are off a little bit,

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then we make that up.

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But all of that's reviewed very carefully
as part of the cost management approach

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from staff's perspective.

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So I guess to summarize, you have 2
different ways you can go.

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One is to reject and rebid, which is what
the resolution reflects,

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or if you choose not to support that,

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then provide staff with clear instruction
that you want to see the 3rd low apparent

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bidder.

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Thank you.

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And we'll proceed accordingly with
negotiating a contract.

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Any discussion on approval of

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Resolution 26-04? All right,

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all in favor?

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Uh, I do have some. Okay.

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Um, I'm kind of surprised nobody else
does.

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Um, I just have concerns of rejecting
bids.

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I guess the question I just thought of is,
what—

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is there a rule of thumb for how different
bids tend to be

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for this type of thing?

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So $50,000 may seem like a lot, but it may
not be based on—

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I think for a project of the valuation
that The range we were dealing with was

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that The range we were dealing with was
very

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tightly bid. And I think that showed that
there was a very strong interest in the

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project. All of them had in common a
subcontractor that was going to be used

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subcontractor that was going to be used
for the

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signal installation. So we think there's a
constant there.

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If we rebid, we've been in touch with our
consultants.

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We've identified some measures that we
think will simplify The rebidding process

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think will simplify The rebidding process
in

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terms of documentation, including
electronic submittal on the bid tabulation

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electronic submittal on the bid tabulation
forms.

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The fact that this is fresh on their
minds, having just submitted,

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we think will be a plus to continue their
interest in the project.

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But again, there's just no guarantee how
it's all going to land.

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

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better price. There's always risk when
you're going to bid that you may not.

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So the cons here with rejecting the bid,

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the potential cons here are that we could
get a different

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price, so it could go up.

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Um, it puts us back another month,
correct?

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And is there, is there a way to minimize
the Well,

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we've given the contractor—

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if you are familiar with the bid package,

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we can certainly share that with you if
you'd like.

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But we gave the contractor basically 1
year to finish,

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which is suitable for a project that
involves the complexities of a traffic

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involves the complexities of a traffic
signal

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system. And as we all know,

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there's a number of long lead items that
are required for that— mast arms, poles,

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cabinetry, controllers. A lot of things
that go into that.

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The fact that you're in the late paving
season,

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there's probably not going to be a lot of
significant headway being made on the

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project through the winter months.

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So they're going to be looking for more
favorable weather,

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probably in the early spring, to be able
to really launch into construction.

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But that also gives them time to acquire
the necessary materials.

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And hopefully be in a position that can
very succinctly line up the sequence of

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construction and hopefully wrap it up well
within that 1-year timeline.

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As far as opportunities,

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we've done the best we can at identifying
a rebid timeframe that we think provides a

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reasonable timeline for contractors to
respond to the solicitation,

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but also giving us sufficient time to be
able to identify the low apparent bidder.

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Confirm that they meet all the
requirements and then move forward very

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requirements and then move forward very
quickly with

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getting a contract in front of you all for
consideration.

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So a process question for a follow-up.

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So if you open it up for rebidding,

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the applicants who had insufficient
applications where there were errors or

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whatever, do you communicate that to them,

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or is it Is it just you open it back up
and hope that they get it right this time?

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Given the nature of the errors,

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we have gone back to our bid package and
made it very clear what the requirements

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are. And if they elect to repeat their
error again, that's on them at that point.

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We've done all we can to make sure that
they submit the the proper information.

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Okay, that makes sense.

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And that's a— that would be a generic
expectation for any and all that

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might bid on the project. They have to
conform with state requirements.

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Thank you.

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It was your— it was Jarrell's
recommendation, though,

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that because 2 of the 4 responses were
rejected, that it be rebid.

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Is that accurate?

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That's part of the reasoning, yes.

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Okay, any other questions about Resolution
26-104 rejecting the bids and reissuing

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the request for proposal for Rocky Fork
Road new Semolina intersection project?

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All in favor signify by saying aye.

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Aye.

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All opposed? Motion passes unanimously.

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Uh, is there a motion to adjourn our
special meeting agenda for

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September 21st, 2026? So moved.

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Second.

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All in favor of adjournment signify by
saying aye. Aye. All opposed?

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Motion passes unanimously. We are
adjourned.