Board of Contract and Supply authorizes bid advertisements, opens emergency‑generator bids and tables four recreation change orders

At a Sept. 5 meeting, the Board of Contract and Supply authorized advertising for bids on multiple maintenance and supply contracts, opened bids for emergency‑generator maintenance and voted to table four change orders related to Department of Recreation projects until members receive more information about contingency lines and the reasons for the increases. The board approved the remainder of the agenda with the exception of the four recreation change orders.

The board resolved to advertise for: maintenance contract electrical work for various city buildings, and pest control services for city‑owned buildings, with proposals due at a regular meeting scheduled for Sept. 16, 2025 at 1:30 p.m.; vehicle parts and preventative maintenance and repair, shed insulation and supply services, building materials and associated projects, and purchase of roadside supplies, with proposals due at regular meetings on Oct. 7, 2025 at 1:30 p.m. The board required each bidder for the Sept. 16 solicitations to include a bid deposit equal to 5% of the total bid in the form of a bid bond or certified check; several Oct. 7 solicitations were noted as not requiring a bid deposit.

The board opened bids for the maintenance contract for emergency generators for various buildings. The transcript lists a base bid from Cummings of $25,368.36 and shows additional bid entries including a line recorded as "Total bid, $30,003,335 dollars"; bidder names and numeric formatting in the transcript are inconsistent.

The board considered four change orders for Department of Recreation contracts (city contract numbers 9438, 9440, 9441 and 9442). The transcript records the following increases and new contract amounts as presented to the board: contract 9438 — increase $91,600, new contract amount listed as $1,000,007,600; contract 9440 — increase $51,060, new contract amount $564,960; contract 9441 — increase $625,000, new contract amount recorded as "6 9875000 cents" in the transcript; contract 9442 — increase $29,950, new contract amount $329,950. Several board members questioned the phrasing "contingency line" and asked for supporting documentation and reasons for the increases. One member said approval would be contingent on knowing what the contingency covers; another suggested tabling the items until additional information is available. The board voted to approve the agenda items but to exclude (table) the four recreation change orders pending staff follow‑up.

The meeting record lists attendees including Joe Stetson (budget department), Nick Riley (treasurer), Robert McBee (corporate counsel), Charles Williams (city engineering) and Frank Seel (Department of General Services). The board directed staff to provide the paper trail and contingency explanations before the change orders return for consideration.