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Council directs staff to seek multiyear quotes for airport mechanical contract after procurement questions
Summary
Following questions about procurement scope and fairness to bidders, Minot City Council voted 5–2 to direct staff to solicit quotes for a base year plus two option years (three‑year total) for the Minot International Airport mechanical preventive maintenance contract; staff warned an RFP would extend the timeline.
Minot City Council on March 16 directed staff to obtain new quotes for a base year plus two option years for the airport mechanical systems preventive maintenance agreement, after members raised procurement‑process and fairness concerns.
Alderman Samuelson moved the measure, saying earlier procurement had sought only one‑year quotes and that the low bidder for a longer term had not been given equal opportunity to bid multi‑year pricing. Airport staff (identified in the discussion as Jennifer) explained that the original purchase fell under an informal quote threshold and that converting to a multiyear approach would typically require a formal RFP, which would extend the timeline by one to two months.
The city attorney and procurement staff clarified procedures: informal quotes were used because the dollar amount was under the formal advertising threshold; only two vendors ultimately submitted quotes; and if the total contract exceeds the formal procurement threshold staff would publish an RFP. Council members weighed awarding a one‑year contract now (to maintain service continuity) versus redoing procurement to obtain multiyear pricing.
The council voted 5–2 to request quotes for a base year and two option years (three‑year contract total). Alderman Olsen and Alderman Pitner dissented, voicing concerns about fairness and moving the goalposts after initial quotes. City Manager Joyce recommended awarding a one‑year contract for immediate needs while pursuing a longer‑term multiyear approach in future procurement cycles to avoid service interruptions.
What's next: staff will solicit the multiyear quotes as directed; if the estimated total exceeds the formal procurement threshold staff will initiate an RFP process and return to council with recommended contract awards or a rebid timeline.
