Trustees approve Centennial Farm window replacement despite single bid; board agrees to review procurement policy

The Grosse Ile Township Board approved a contract to replace 14 windows at Centennial Farm on Aug. 11, voting to award the work to the sole sealed bidder despite concerns raised by some trustees about competition and cost. The project scope in the board packet described Andersen double‑hung, double‑pane windows; one board member cited a per‑window price of $916 during the meeting. The Recreation Department staff member who requested the award said the procurement notice had been posted for 30 days, run in local media and posted online, and that the township received one responsive sealed bid. Trustees and the manager noted that sealed‑bid processes do not guarantee multiple bidders and that the policy contains different purchasing thresholds (verbal bids, written bids, sealed bids) depending on price. Several trustees and attendees urged staff to seek additional quotes in the future or clarify the procurement thresholds in policy. Trustees debated the merits of Andersen windows for a barn and whether less expensive but durable alternatives or protective screening for windows could reduce cost while protecting animals. One resident and trustee raised horse‑welfare considerations (wind protection), durability and breakage risks; others stressed durability and long service life as reasons to accept double pane Andersen windows. The board approved the contract and also directed staff to review and clarify township procurement policy language to establish when additional solicitation is required if a single bid is received. Trustees said the approved purchase can proceed while the board reviews policy language for future procurements. No change order was required for the Centennial Farm item; staff said the project is budgeted in the recreation department’s capital line and is not drawn from routine maintenance funds.