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City to consider multiple contracts, purchases and budget moves at Dec. 2 meeting
Summary
At its Dec. 2 meeting the board will consider a series of procurement and budget items: compost testing and Smith‑Blair-parts contracts, a sodium-hydroxide supply contract, a Vermeer grinder engine sole-source purchase ($85,055.13), a Garver work order for taxiways ($119,600), time-and-attendance software ($139,932) and an airport insurance budget amendment ($53,681 transfer).
The Hot Springs Board of Directors reviewed a group of procurement and budget items that will be formally considered at the Dec. 2 meeting.
Utilities Director Manny Ledbetter described competitive solicitations and staff recommendations on several contract awards. For compost testing (Resolution R-25-215) two firms replied to the RFP; Environmental Services Company Inc. (Little Rock) was recommended because the other bidder could not perform required coliform and salmonella tests. For Smith‑Blair parts (R-25-221), staff recommended awarding line-item term contracts to Core & Main LP, Ferguson Water Works and River Valley Windwater Works Company based on the lowest bids per line item; the bid details are in the packet.
Ledbetter also outlined a one-year term contract recommendation to Univar Solutions USA Inc. (R-25-216) to supply sodium hydroxide solution for the new water treatment plant; staff cited availability, price and chemical strength as selection factors and said the product will replace bulk lime.
On equipment, staff recommended designating Vermeer Mid South Inc. as a sole-source vendor for a replacement grinder engine at the compost facility (R-20-5217). The engine and installation cost $85,055.13; the existing engine is roughly 10 years old, and Vermeer reported an eight-month worst-case assembly timeline. Staff said renting a grinder temporarily is a contingency.
Airport Director Don Rowlett outlined a work order (R-25-220) to Garver LLC for planning and administration of taxiway improvements at Hot Springs Memorial Field Airport. The administrative work order totals $119,600; Rowlett said 95% of construction costs are expected to be funded by an FAA grant and 5% by the airport aeronautics division.
Finance Director Karen Scott presented an ordinance (O-25-48) to waive competitive bidding under Arkansas Code Annotated 14-47-138 and approve a contract with Andrews Technology HMS Inc. for a web-based time-and-attendance system. Total implementation cost is $139,932 (setup and 12 months hosting $97,296; 17 time clocks $42,636). Scott said Andrews is currently the only vendor fully integrated with the city’s new BSNA ERP system; the purchase was budgeted in the 2026 plan.
Finally, Rowlett said airport liability insurance costs rose sharply after a market-driven increase and a 20-year claim-history review; the total premium is $62,454 with the deductible increasing from $20,000 to $100,000 per incident. The airport has $9,523 in its line item and is requesting a $53,681 transfer to cover the premium (R-25-219); Rowlett said the increase will affect the 2026 budget.
Each item was presented for board review and is scheduled for formal consideration at the Dec. 2 meeting; detailed contract documents and bid line items are included in the staff packet.
