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EDC directs staff to proceed with Don's Lawn service after bid search; board raises procurement questions
Summary
City staff said difficulty finding bidders and a budgeted line item prompted a direct award to Don's Lawn service. Board members expressed support, while some raised questions about process and transparency.
The Keene Economic Development Corporation (EDC) Type B board gave staff direction to move forward with a parks and city-facility mowing contract with Don's Lawn service after staff said repeated attempts to get competing bids failed.
City operations staff told the board they had solicited quotes from several firms, including Cornerstone and LonTech, but received a usable quote only from Cornerstone (which later submitted a bid) and Don's Lawn service; LonTech did not return a bid. The staff member who handled contracting said he "made the executive decision" to secure mowing services to prevent growing complaints about unkempt parks and city properties.
Board members were presented a spreadsheet showing Don's Lawn service at about $43,965 for the season compared with Cornerstone at roughly $72,055; LonTech did not provide a quote. Staff characterized the award as a budgeted line-item purchase and said legal guidance indicated a municipality may proceed without three formal bids for budgeted items.
Board members generally expressed support for choosing a local contractor with a history of work for the city. One board member stated the decision "kept us within our budget" and that Don's Lawn service is a long-standing local provider. Another said the board could request formal bids in the future even for budgeted items.
The board did not take a formal roll-call vote; instead members signaled consensus for staff to execute the contract and to continue oversight. Several members said the matter could appear on a future agenda for formal ratification if the board desired.
The item drew additional comment from board members defending staff's decision after a written letter from the mayor questioned the process. A staff member reiterated that, in his view, the award saved the city money and had a termination clause allowing the city to cancel with 30 days' notice.
The board asked staff to bring future contract renewals or amendments to the board for review, and some members recommended including a process to collect multiple bids routinely for comparable future purchases.
The board also discussed operational items related to park maintenance including a pending pocket-park and amenities work; separate agenda items address those projects.
Actions recorded: the board provided informal consensus direction for staff to proceed with Don's Lawn service and asked staff to present renewals or formal contract terms to the board if desired.
Ending: Staff said they would continue to document solicitations and return to the board with contract terms or renewal language; the board acknowledged the decision and moved on to other items.
