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Redevelopment commission awards contract to Evapar after price increase; votes to fund fire department generator
Summary
The commission approved awarding a contract to Evapar for a fire department generator and transfer switch after the company’s low bid rose from $60,000 to $88,500. Commissioners initially approved up to $75,000 then later voted 3–2 to fund the full $88,500 and delegate contract finalization pending legal review.
Whiteland, Ind. — The Whiteland Redevelopment Commission voted July 10 to award a contract to Evapar for a fire‑department generator and transfer switch after the company’s low quote increased from $60,000 to $88,500.
The commission’s action followed staff’s explanation that an invitation to quote yielded two bids. Carmen, a staff member who opened the discussion, said Evapar was the lowest bidder but that its price had risen to $88,500 since the commission’s earlier estimate of $60,000.
Initial vote and funding questions: Commissioners first debated who would cover the $28,500 difference. A motion to commit up to $75,000 passed 4–1 (Tom Carroll, Amanda Trimble, Bridal Webb and David Hawkins voting yes; John Venter voting no). Members asked the fire department to contribute if possible and asked staff to confirm fund balances and whether a supplemental appropriation would be required.
Contract validity and bid confusion: Staff reported a conflict between the town’s instruction that quotes remain open for 60 days and language in Evapar’s documents stating the quote was valid for 30 days; staff said bond counsel and legal review would be needed to resolve that point. Staff also said the bid documents would be reviewed to confirm compliance with specifications.
Full award and delegation: After further discussion and a motion to increase the funding commitment, the commission voted 3–2 to award the contract to Evapar for $88,500 and to delegate authority to the director of administration and the town attorney to finalize contractual terms, subject to identifying the remaining funding and completing legal review. Roll call on the full award: Tom Carroll — yes; Amanda Trimble — no; John Venter — yes; Bridal Webb — no; David Hawkins — yes.
Other procurement details: Staff said the higher Evapar price likely reflected market volatility for parts and tariffs; another bidder returned a price of about $147,000 but bid a larger generator that did not match the town’s specifications. Staff also noted that certain generator components — notably transfer switches — have been backordered on earlier projects and that lead times could affect delivery.
Next steps: Staff will verify that Evapar’s submission meets bid specifications, resolve the quote‑validity question with legal counsel, and identify the funding route for the difference (fire cumulative fund, town appropriation, or other sources). The award is contingent on completing those reviews and securing the remaining funds.
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Sources: Presentation and discussion at the July 10, 2025 Whiteland Redevelopment Commission meeting; bid opening and staff remarks.
