Hot Springs City reviews multiple action items ahead of Feb. 3 meeting

Hot Springs City officials on Tuesday reviewed several action items slated for formal consideration at a Feb. 3 council meeting, including equipment purchases, an interlocal IT agreement and a recommended answering-services contract, City Manager Bill Burrow said.

The items carry budgetary and operational implications for city services and public safety. Staff described procurement details and answered questions from board members during the agenda-review session held in person and by Zoom.

Monty Ledbetter, utilities director, recommended awarding a term contract for answering services to Communication Business Services Incorporated (CBSI) after the city received 13 proposals. "The rate rank committee selected CBSI, as the highest rate firm," Ledbetter said, adding the recommended term is one year with the option to renew for four additional 12‑month periods. When asked about cost, Ledbetter said the service "averages about $1,000 dollars a month or so." The contract will be presented for formal action on Feb. 3.

Bill Burrow introduced a proposed interlocal agreement with Garland County for information-system services. Jeff Winter, the city's information‑systems director, said the arrangement is a biannual renewal of a contract in place since 2009 under which Hot Springs City provides three employees to Garland County and the county offsets a portion of local IS staff salaries. "They have been happy with that service and want to continue it," Winter said. No final approval was recorded during the review; the interlocal is scheduled for the Feb. 3 meeting.

Staff also outlined a planned capital purchase: a Caterpillar backhoe from JA Riggs Tractor Company (doing business as Riggs Cat Equipment) through the Sourcewell cooperative purchasing program for $135,608.88. Burrow said the backhoe will replace a 2000 model at the transfer station that is "26 years old" and "beyond repair," and that fleet staff recommended replacement as part of capital‑replacement planning. Board members asked about prior usage of the old machine and whether replacement could be deferred; staff said the unit has required frequent repairs and is the only machine at the transfer station.

Airport Director Don Rowlett sought a budget amendment and change order to extend a lease for an Aircraft Rescue and Firefighting (ARFF) vehicle while the city's ARFF unit remains in maintenance. Rowlett said the lease runs $7,500 per month and the request is for a two‑month extension totaling $15,000. He told the board the vendor had been anticipating about 30 days to complete repairs before recent weather-related delays and that charges would be prorated if the city returns the leased unit early. "We're hoping to have our truck back within 30 days," Rowlett said.

Finally, staff introduced a purchase of water‑distribution equipment for $173,950 from Instrument and Supply Inc., described in the record as "Clay Veil" brand equipment and cited as procured pursuant to Arkansas Code Annotated §14‑58‑104. Assistant city engineer/project manager Todd Piller said the purchase is tied to a new water plant coming online and that engineers had reviewed the city's hydraulic model as part of the procurement discussion.

None of the items in Tuesday's review recorded a final vote; Burrow reminded the board that the formal actions will be taken at the Feb. 3 meeting at 6 p.m. The city provided staff contact names for each item and will include the resolutions on the Feb. 3 agenda for formal consideration.