PILLAR: Fiscally Sound
AGENDA DATE: September 9, 2026
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Office of Procurement Services
PRIORITY: N/A
______________________________________________________________________
SUBJECT
Title
Authorize (1) rescinding the three-year master agreement with Chesshir Stone & Rock Supply, Inc. for Lines 1, 4, and 5, previously approved on January 14, 2026, by Resolution No. 26-0237, for the purchase of aggregate materials for citywide use in the estimated amount of $3,030,981.30; and (2) an increase to the master agreement with Q. Roberts Trucking Inc to include Lines 1, 4, and 5 for the purchase of aggregate materials for citywide use, increasing the master agreement in the estimated amount of $3,311,518.00, from $5,365,429.00 to $8,676,947.00, second lowest responsible bidder of five - Estimated amount of $3,311,518.00 - Financing: General Fund ($241,659.00), Dallas Water Utilities Fund ($2,810,202.00), Sanitation Operation Fund ($185,135.00), Stormwater Drainage Management Fund ($46,035.00), and Aviation Fund ($28,487.00)
Body
BACKGROUND
This action does not authorize or encumber funding. The master agreement establishes pre-negotiated pricing for a specified period of time. Actual expenditure will occur only when products/goods are requested and are supported by available departmental appropriations. The estimated amount represents the maximum anticipated value based on all potential usage scenarios during the contract term and is provided for planning purposes only. Actual expenditures may vary significantly and will be driven by operational needs.
This master agreement will provide for the purchase of aggregate materials for citywide use. Examples of materials available through this master agreement include:
• Crushed limestone
• Crushed rock
• Cushion sand
• Mixed aggregates
• Pea gravel
• Red ball diamond clay
• Sandy loam
• Sand
The aggregate materials available through this agreement are used for ongoing construction and repair projects such as streets, alleys, and non-paved roadways. Aggregate material is also used to obtain proper compaction around new pipe installations and back-fill in the construction of new water and wastewater mains. Gravel is used around undeveloped parking lots, in construction drainage improvements, and areas in most parks throughout the City.
The City is rescinding the award of the master agreement with Chesshir Stone & Rock Supply, Inc. authorized on January 14, 2026, by Resolution No. 26-0237, following Chesshir Stone & Rock Supply, Inc. formal notification of its inability to successfully perform its obligations.
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors. Additionally, in an effort to secure more competition, the Office of Business Diversity sent notifications to chambers of commerce and advocacy groups to ensure maximum vendor outreach.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On August 24, 2022, the City Council authorized a three-year master agreement for the purchase of aggregate materials for multiple City departments with Green Dream International, Earth Haulers, Inc., Q. Roberts Trucking, Inc., and NSG Logistics, LLC dba Nebraska Salt & Grain by Resolution No. 22-1217.
On January 24, 2024, the City Council authorized a three-year master agreement for the purchase of aggregate materials for multiple City department with Q. Roberts Trucking, Inc., DFW Materials, LP, Big City Crushed Concrete, LLC, Green Dream International, LLC and The LETCO Group, LLC dba Living Earth by Resolution No. 24-0183.
On January 14, 2026, the City Council authorized a three-year master agreement for the purchase of aggregate materials for citywide use with Q. Roberts Trucking Inc, Chesshir Stone & Rock Supply, Inc., The LETCO Group, LLC dba Living Earth, and Green Dream International LLC by Resolution No. 26-0237.
The City Council was briefed by memorandum regarding this matter on September 3, 2026. <https://dallascityhall.com/government/citymanager/Documents/FY25-26%20Memos/September%209,%202026,%20City%20Council%20Agenda%20Item%20No.%2026-2634A.pdf>
FISCAL INFORMATION
|
Fund |
FY 2026 |
FY 2027 |
Future Years |
|
General Fund |
$ 48,331.80 |
$ 120,829.50 |
$ 72,497.70 |
|
Dallas Water Utilities Fund |
$ 78,063.00 |
$ 1,366,069.50 |
$1,366,069.50 |
|
Sanitation Operation Fund |
$ 15,000.00 |
$ 35,000.00 |
$ 135,135.00 |
|
Stormwater Drainage Management Fund |
$ 1,278.00 |
$ 22,378.50 |
$ 22,378.50 |
|
Aviation Fund |
$ 1,582.61 |
$ 9,495.67 |
$ 17,408.72 |
|
Total |
$144,255.41 |
$1,553,773.17 |
$1,613,489.42 |
This action authorizes a total of $3,311,518.00, of which $3,030,981.30 will be reallocated from the original contract award, and the remaining $280,536.70 represents new funding.
LOCAL PARTICIPATION
|
Prime |
Status |
Workforce % |
|
Q. Roberts Trucking Inc |
Local |
44.44% |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Low Bid |
• Recommended vendor is based on the lowest competitive quoted price, who is also technically and financially capable of performing and completing the contract, and otherwise meets all material specification requirements |
|
|
• Negotiations are allowed |
The Office of Procurement Services received the following bids from solicitation number BP25-00026808. We opened them on July 18, 2025. We recommend the City Council award this master agreement to the lowest responsive and responsible bidders by line. Information related to this solicitation is available upon request.
*Denotes successful bidder
**Denotes rescinded
Bidder Address Amount
*Q. Roberts Trucking Inc 2508 Club Terrace Dr. Multiple lines
Dallas, TX 75237
*The LETCO Group, LLC 1901 California Crossing Rd. Multiple lines
dba Living Earth Dallas, TX 75220
*Green Dream 14205 North Mopac Expwy. Multiple lines
International LLC 5th Floor PMB 2013
Austin, TX 78278
**Chesshir Stone & Rock 10211 Bickham Rd. Non-responsive
Supply, Inc. Dallas, TX 75220
OWNER/EXECUTIVE
Q. Roberts Trucking Inc
Quincy Robert, President