Committee approves contingent step to seek emergency procurement for jail boiler; full bid to follow if emergency not granted

LaSalle County Property Committee members on Jan. 24 debated how to replace a leaking boiler that supplies hot water to the jail’s kitchen, showers and other needs and voted to authorize staff to pursue an emergency procurement if the state’s attorney agrees; otherwise staff will begin the formal bid process.

Bob (maintenance staff) told the committee the jail’s original boiler is leaking when fired and likely has a cracked manifold. He said the county obtained two quotes for a replacement unit identical to an existing nearby boiler and that the low cost estimate to install the new high‑efficiency unit is $36,842 — above his $30,000 authorization limit. Bob said a replacement would take "anywhere from 7 to 8 weeks" to be manufactured and delivered.

Bob said he prefers to buy the same model "this way I could keep parts on hand where 2 boilers are at the same" and noted he obtained two close quotes. He asked the committee whether they should proceed as an emergency procurement or go to formal bid. Committee members discussed the operational risk if the remaining boiler failed and the practical difficulty of obtaining parts quickly.

Kurt (project/IT staff) told the committee there is an ongoing discussion at the state level about raising the procurement limit from $30,000 to $50,000, but that the county remains bound by state statute unless that change is enacted and applicable to county purchases.

Committee members ultimately approved a motion "contingent upon what I find with the state attorney's office to go forward with the bid instead of having to wait" — in other words, staff may pursue emergency procurement if the state’s attorney concurs; if not, staff will advertise for bids. The motion was moved and seconded and carried.

Key clarifying details recorded during the discussion: the replacement unit price estimate of $36,842; estimated manufacturer lead time of 7–8 weeks; two vendor quotes obtained; and the county's current informal procurement limit discussed as $30,000. Committee members asked staff to consult with the state’s attorney and, if emergency authority is not available, to proceed with the formal bid process.

The committee’s action preserves the county’s option to use an emergency procurement route if legally allowed and otherwise initiates the formal procurement steps required for a purchase above the staff limit.