Board questions open-ended equipment rental agreement; seeks procurement parameters

Members of the Mount Vernon Board of Estimate and Contracts debated a proposed two-year agreement with County Estimating LLC that would let the city rent public-works construction equipment on an as-needed basis with a one-year renewal option.

Department of Public Works staff said the arrangement is intended to avoid repeating a formal bid process each time specialized equipment is needed for project-based or emergency work. Board members expressed concern that the proposed contract includes no maximum dollar parameters or procurement guardrails; several asked whether an open purchase-order process would be more appropriate and whether grant-funded projects could affect total expenditures.

Board members discussed that some of the work could be done in-house if the city acquired equipment and that rentals are intended for intermittent tasks such as excavation. One speaker asked staff to return with more detail on procurement options and limits before the board approves the agreement; the transcript shows a request to “explore this thing around open PO” and to bring the item back for further consideration. No final vote on the rental agreement is recorded in the meeting excerpt.

Speakers on the item emphasized the need to balance advance procurement to avoid delays against the risk that cumulative rentals during a year could exceed procurement thresholds. Staff noted some rentals could be grant-funded and that the agreement is meant to streamline access when equipment is needed. The board did not adopt the proposed contract in the excerpt and directed staff to provide additional information at a future meeting.