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Purchasing Committee approves on-call engineering list, recommends calendar vendor
Summary
At a Tuesday meeting the Purchasing Committee approved an on-call engineering services roster for up to four firms with a $20,000 cap and a sunset at the end of the town fiscal year, and recommended the council award the town calendar printing contract to Indiana Printing and Publishing for $7,923.04.
The Purchasing Committee voted Tuesday to approve an on-call roster of engineering firms and to recommend awarding the town’s annual calendar printing contract to Indiana Printing and Publishing.
The committee approved a motion to establish an on-call engineering services list under RFP 2026-02 that will make the top four scored firms available for work with individual engagements not to exceed $20,000. The committee added an amendment requiring the authorization to expire at the end of the town’s fiscal year. Solicitor recommended the motion language and the chair moved it as recited; the amendment and the final motion passed on voice votes.
Why it matters: the on-call list is intended to provide short-term engineering capacity when in-house staff are unavailable, for example during illness or staffing gaps. Committee discussion emphasized that the arrangement would only incur costs when services are actually used and that council approval will remain required for specific expenditures.
A staff member explaining the need for on-call engineering said, "There is no — we're not paying for anything unless we need these services." The chair proposed the sunset amendment, saying, "I'd like to amend it, to have this sunset at the end of the fiscal year." Both remarks were recorded during committee discussion.
The committee also voted to recommend that the council award RFP 2026-06, the town calendar production, to Indiana Printing and Publishing for $7,923.04. A staff member noted sponsorship offsets about $6,000 of the cost, reducing the town’s net expense for the calendars. The recommendation will go to the full council for final approval.
Votes at a glance: - Motion: Approve on-call engineering services (RFP 2026-02) for the top four scored firms, individual engagements not to exceed $20,000; motion made by the Chair as recited by the Solicitor, seconded by a committee member; outcome: approved (voice vote). Amendment: sunset at the end of the town fiscal year; outcome: approved (voice vote). - Recommendation: Award RFP 2026-06 (annual town calendar) to Indiana Printing and Publishing for $7,923.04; motion made by the Chair recommending award to council, seconded by a committee member; outcome: committee recommended award (voice vote).
The committee asked whether on-call lists should be reviewed annually; the solicitor said an annual review is a reasonable option though some communities let on-call lists run until reviewed. The committee then moved to adjourn and ended the meeting.
