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Selectmen weigh repairing vs. replacing transfer-station backhoe after repeated failures
Summary
Town staff reported a 13-year-old transfer-station backhoe has suffered repeated transmission failures; a repair estimate is about $32,900 (including ~$10,000 already billed) while replacement estimates range from about $185,000 to $220,000. The board directed staff to issue a short RFP for trade-in and purchase options and noted any purchase would be considered at a special town meeting on July 21.
At their regular meeting, the Board of Selectmen discussed whether to repair or replace a transfer-station backhoe that has experienced repeated transmission failures and multiple repairs over recent months. Ed, who described the machine’s condition, said the backhoe is 13 years old with roughly 7,000 hours and that a John Deere representative identified an internal problem that prevents the machine from going into reverse.
Staff reported a total immediate repair estimate of about $32,900; that figure includes roughly $10,000 already billed to the town for prior diagnostic visits and smaller repairs. Selectmen noted the earlier payments are sunk costs and debated whether it makes fiscal sense to spend an additional $22,000–$32,000 now or to pursue replacement.
Estimates for a new machine ranged from roughly $185,000 to $220,000, depending on specifications and whether the purchase would include trade-in value. Members discussed options including soliciting bids for a new machine, seeking used equipment with low hours, and asking dealers for trade-in or purchase offers. One local dealer, W.I. Clark, was mentioned as willing to consider a trade-in, but board members emphasized procurement rules require a competitive process and cautioned against negotiating with a single vendor.
The board directed staff to prepare and post a short request for proposals (RFP) that would solicit trade-in values, new-machine pricing, and used-equipment options. Staff noted RFPs can be distributed quickly and can include options to withdraw if the bids are unfavorable. The selectmen also flagged operational impacts if the backhoe remains out of service: transfer-station work often uses that machine daily, and staff recently rented equipment for a fire response (costs associated with that rental will be billed to the fire/insurance as appropriate).
Several members said a repair that reliably extends the machine’s useful life for a few years would be acceptable if it allowed the town to budget and save for replacement. Others favored beginning to set aside funds annually for equipment replacement. The meeting record shows the selectmen will review RFP responses and, if a purchase is recommended, address any required appropriation at a special town meeting scheduled for July 21.
The board did not take a final vote on repair versus replacement at the meeting; the immediate directive was to issue the RFP and report back with pricing and trade-in information for the selectmen’s consideration.
