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Council approves five-year, multi-vendor fleet maintenance contract; staff to clarify termination language
Summary
Council approved a five-year contract (with an option to extend another five years) selecting three local vendors for fleet maintenance and repair. Council asked staff to add clearer termination/extension language before final execution.
The council approved a competitively bid, five-year contract for fleet maintenance and repair services with three local vendors and retained discretion to use other shops when appropriate. The contract includes fixed pricing for five years and an option to extend for an additional five years.
Staff said the selection committee reviewed three bids and recommended a mix of local providers — including a village-based garage — to cover general fleet needs, heavy equipment work and brand-specific services (many village vehicles are Ford pickups). The recommended approach does not obligate the village to send any particular work to a named vendor; it provides a pre-approved roster and fixed-rate pricing.
Council members asked for clearer contract language on termination and the mechanics of nonrenewal versus early termination. The draft includes a 30-day termination-on-notice clause; council asked staff to add a short clarifying sentence to avoid confusion about whether a notice is required when the village chooses not to exercise the extension option at the end of the initial five-year term.
Action: council approved the contract in principle and directed staff to add clarifying language about notice and extension mechanics prior to final execution.
