Council approves $17,574 City Hall window replacement after procurement-policy debate

The Washington City Council on Jan. 21 approved a $17,574.13 contract to replace eight windows at City Hall after a 3–2 vote, concluding a debate over whether staff should have solicited sealed bids under the city’s procurement policy.

Alderperson Butler moved to approve the quote, and the motion carried after discussion about procurement practices. Staff member Dennis said he had "reached out to three window installers" by email and phone and received one timely quote plus a contractor quote for aluminum-clad windows.

The debate centered on the city’s sealed-bid threshold, currently set at $15,000 in the 2019 procurement policy. "I cannot vote Yes for this because we need to follow the policy," Alderperson Stevens said, urging adherence to the sealed-bid process and public posting of bid tabs for transparency. Opponents said the project is routine, budgeted and that preparing sealed-bid documents would be disproportionate for eight identical windows. "I believe everything was done properly here," Alderperson Butler said, arguing staff had acted in good faith and that reissuing sealed bids likely would drive up prices.

Council members discussed the possibility of raising the sealed-bid threshold to reflect inflation since 2019. Alderperson Martin noted that inflation may justify a higher threshold but did not oppose the project. The roll call on the motion recorded three yes votes and two no votes; the two no votes were Alderperson Stevens and Mayor Blundy.

The contract award was placed before council after staff said the project was budgeted and that previous quotes in the prior fiscal year had not been renewed. The council did not adopt changes to the procurement policy during the meeting; members suggested a separate discussion to consider adjusting the $15,000 threshold.

The council cast its votes and carried the motion; staff may proceed with the replacement per the approved quote.