The Evanston City Council Administration & Public Works Committee on Sept. 29 approved a retroactive single-source repair for Evanston Fire Department engine No. 328R in the amount of $49,964.32 after staff said the vehicle’s diagnostic work uncovered additional failures that raised the cost above the $25,000 staff-authorization threshold.

Council member Nussma moved the item and Council member Harris seconded. The motion passed by voice vote, 6–0.

Sean Cholick, facilities and fleet manager, told the committee that the vendor began disassembly and diagnosis and that by the time staff confirmed the overage the vehicle work was already underway. "You are correct, council member Nussma, that this work was approved by staff. We had a miscommunication about exactly what the overage was gonna be," Cholick said.

Cholick said three of four components in the pump failed, which "raised the price considerably," and that staff did not get the updated cost to council before work began. He said the city is considering two administrative changes: using blanket purchase orders for fire apparatus maintenance (annual pump tests and ladder inspections) and asking the city manager’s office to consider raising the $25,000 authorization threshold for heavy equipment repairs.

Cholick described existing emergency provisions that allow the city manager to authorize payments that must later be reported to council, and he said staff will work with the city manager’s office to improve notification procedures. "We are going to look at doing blanket POs for these fire apparatus," he said.

Committee members expressed that the expense was one they would have approved but emphasized the need to avoid unauthorized spending. The committee approved the retroactive payment on a 6–0 voice vote.