Committee approves contract payment, sends fountain servicing to formal procurement
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Summary
The Providence City Committee on Finance approved payment to a contractor to winterize and service downtown fountains and directed staff to issue a broader RFP in December after members expressed concern about limited vendor options and long-term maintenance costs.
Providence City Committee on Finance members on Sept. 25 approved a resolution to authorize payment and contract processes to secure fountain-servicing work and to pursue a wider request for proposals in December.
The item covered emergency and interim work to maintain three city fountains, including the city’s large, historic fountain on Pebble Hill. Committee members heard from the Department of Public Works director (name not specified in the meeting record) that Delta Electro Power is the only local vendor currently willing to service the large fountain and that winterization and immediate repairs are time-sensitive because cold weather can damage the systems.
Committee members pressed staff on procurement steps and long-term planning. The director said the city intends to issue an RFP in December and will try to craft it so firms can bid on one or more fountains rather than requiring a single bidder to cover all sites. The director also said the sewer division and parks staff have some in-house knowledge but not enough capacity to sustain long-term maintenance of the largest fountain.
Committee members said the city needs a longer-term capital plan for the fountains. One member recalled that the city had set aside several hundred thousand dollars in a past capital improvement program for fountain work, though the committee did not state an exact remaining amount. The finance chair recommended moving forward with an interim payment if approximately $50,000 would “get this project functioning and winterized through the season,” characterizing that amount as a short-term measure while staff pursues the RFP and a longer-term solution.
Committee discussion also addressed whether the current engagement should be treated as a sole-source procurement because few vendors offer the specialized services. Staff said they will try in the RFP to provide for smaller-scope bids — for example, allowing a vendor to bid on only one fountain — to broaden the pool of potential contractors.
The committee approved the item on a voice vote. Councilman Sandusky moved approval, and Councilwoman Andeslaw seconded; the motion carried with ayes recorded and no opposition noted.
Members requested follow-up reporting: the committee asked staff to return with the RFP language, any vendor responses, and a long-term plan or capital strategy for fountain maintenance and replacement. The solicitor, Ken Cheverini, was present for the discussion and answered procedural questions during the item.
The vote approved the immediate contracting/payment steps described to the committee; staff will pursue the formal RFP and report back with results and recommendations for longer-term funding and management.
