Council on July 25 approved placing an emergency ordinance on the special meeting agenda to authorize purchase of custom windows for a municipal building, and later adopted the ordinance on suspension of rules.

Why it matters: The purchase covers custom, manufactured windows for building elevations that staff say must match existing units. Council members asked whether the work was properly solicited and whether the paperwork should use the legal terms “quotes and estimates” rather than “quotes and bids.” The city’s statutory competitive‑bid threshold also was discussed.

What happened: The mayor told council the building department has been replacing windows in the building over recent years and that the current work will complete the westerly side of the building. Staff provided several written quotes from vendors; Allied Glass Services submitted the lowest price for the work described and was recommended by staff. The mayor and public‑works staff said the windows are custom manufactured and that mixing manufacturers would reduce the aesthetic consistency staff is seeking.

Procurement questions and legal threshold: Councilman Troyer pressed staff to change the ordinance wording that reads “quotes and bids,” arguing that the city obtained quotes and estimates rather than formal bids. He proposed amending Section 1 to change “quotes and bids” to “quotes and estimates.” The motion to amend lacked a second and did not advance. Troyer also asked for the statutory competitive‑bidding threshold; the finance director stated the dollar threshold is $77,002.50 (city’s current procurement threshold cited at the meeting).

Finance office view and audit consideration: The finance director told council staff calculated the final quote and that the total approached the threshold, so staff brought the item to council for transparency. City staff noted auditors routinely review these procurements and that the city consulted the law and finance departments before proceeding.

Outcome: Council placed the ordinance on the special meeting agenda and later adopted it on suspension of the rules. Council discussion included a request that future staff reports use clear terminology distinguishing quotes, estimates and bids and that staff verify whether formal bidding is required when totals approach the legal threshold.

Ending: Staff said Allied Glass Services was the low quote among vendors that provided pricing for this specialty, custom‑manufactured window work and recommended awarding the work to that firm; council adopted the purchase ordinance on an emergency basis.