Orange Village Council approves road resurfacing contract, cleaning services and chassis purchase; tightens contract procedures

The Orange Village Council on Feb. 12 approved three municipal purchases and described new steps to tighten contract oversight after the finance office discovered an unsigned-for multi‑year camera agreement.

Council voted to award the village’s 2025 asphalt resurfacing program to Roniak Paving for an amount not to exceed $799,545. The work covers Brainerd Road north of Emory (Emery) through the northern corporation limit and was first identified in October; the engineer’s estimate was $850,000. Director-level staff told council Roniak’s bid was substantially lower than others and the firm performed the village’s 2024 program without problems.

Council also approved a one‑year cleaning-services contract with Linda Mullet’s Commercial and Residential Cleaning LLC for an amount not to exceed $16,200 to provide cleaning for administration, police, building and service departments. Police and other staff said the company has provided satisfactory service and the requested amount represents about a $1,200 annual increase over the previous arrangement.

Separately, the council authorized purchase of a 2025 HV507 dump truck chassis from Rush Truck Centers under Ohio Department of Transportation cooperative contract 23‑24 for an amount not to exceed $116,083.61. Staff said the chassis purchase is part of a planned replacement; outfitting the chassis is expected to occur in 2026 and will add approximately $100,000–$165,000 for the body and equipment, producing a completed vehicle cost approaching $280,000.

Treasurer Dana Cavender reported the approvals at the meeting and reminded council that the chassis is a planned item in the village’s five‑year capital-equipment plan; the 2026 outfitting cost is earmarked in planning but the 2026 budget has not yet been adopted.

Finance staff also reported that the finance office discovered a multi‑year agreement with the vendor for the village’s Flock camera system that had been signed at the end of 2023 but was not taken to council for approval. The finance office said it paid a discounted 2024 invoice without realizing a five‑year agreement had been executed; the village later received an invoice for the full annual amount and identified the procedural lapse. The treasurer said staff are updating contract-management procedures to include a required routing to the mayor’s executive assistant and to the law director so that all contracts are logged, reviewed and routed for the proper authorization before payment.

Council members asked routine questions about contractor performance histories, traffic control plans for the resurfacing work (staff said the program will be performed under traffic with electronic advance notice and no full road closures), and the expected chassis delivery and build timeline (staff estimated about nine months to receive the chassis, then additional time to outfit it). The purchases were approved by roll call. The treasurer’s year‑end cash summary and the tax administrator’s December report were also accepted during the meeting.

Notes about implementation: staff said the dump truck chassis purchase obligates the village to the chassis but that the full outfitting cost will be incurred in 2026; the village has identified the funding in planning but the 2026 budget will finalize those allocations. The finance office said it will circulate an updated contract-procedures flowchart to department heads and to the mayor’s office to reduce future gaps in contract oversight.

Votes at a glance - Award 2025 asphalt program to Roniak Paving, not to exceed $799,545 — approved by roll call (all present voting yes). - Approve cleaning-services contract with Linda Mullet’s Commercial and Residential Cleaning LLC, not to exceed $16,200 for 2025 — approved by roll call (all present voting yes). - Approve purchase of 2025 HV507 dump truck chassis from Rush Truck Centers under ODOT contract 23‑24, not to exceed $116,083.61 — approved by roll call (all present voting yes). - Accept tax administrator’s December 2024 report — approved by roll call (all present voting yes).