Board debates 120‑day extension for fountain maintenance contract; tables then later approves capped extension

The CRA board on Sept. 4 discussed whether to extend a blanket purchase order for fountain and splash pad maintenance for 120 days with a not‑to‑exceed amount of $50,000. Board members pressed staff for a clear accounting of prior expenditures and questioned contract language that appeared to imply annual increases.

Board member Calari and others pointed to confusing whereas clauses in the resolution that included the word “annual,” which staff called a Scrivener’s error and said the extension request was primarily for time while the bid process concluded. Staff said the average annual spending on the fountains since 2018 was about $69,000 and provided month‑by‑month totals for the prior 120‑day extension (June–August total approximately $18,733: June $7,515; July $5,123.03; August $6,095).

Members were concerned that a $50,000 not‑to‑exceed figure could be perceived as excessive and asked how invoice review and procurement controls would prevent excessive spending. Staff replied that CRA accounts‑payable and oversight procedures mirror the city’s and that the $50,000 cap was intended as a worst‑case cushion while bids are finalized.

After an initial motion to table the item until staff provided the past 120‑day expenditure figures, the board later reconvened and approved a 120‑day extension with a $50,000 cap. The board recorded a final vote of 5‑2 with Board members Calari and Biederman opposed.

Staff said they will proceed with the procurement and return with vendor selection and a full accounting once the competitive process concludes.