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Brentwood discusses quick procurement route for $160,000 Safe Streets grant; council opts to post RFP
Summary
Council debated whether to speed the Safe Streets project by taking three informal quotes or running a full RFP for a roughly $160,000 grant-funded project with a roughly $40,000 town match; staff will post a formal RFP and aim to review bids in April.
Town staff presented a Safe Streets grant project and an associated request-for-proposals package at the April 1 work session, prompting a substantive debate about procurement procedures for a roughly $160,000 grant-funded project and a town match.
Town Administrator Shelly Dorsey Washington said the Department of Transportation advised that because of the grant amount the town could seek three quotes rather than pursue a longer formal bid process. Shelly summarized the funding and timing for the grant and recommended securing quotes to move quickly.
Council members and the town attorney pressed for clarity on procurement rules. Attorney Jason Deloach noted the town's procurement thresholds and urged a paper trail if the council intended to waive the usual competitive process: "Our procurement laws trigger, I believe, at 15,000 dollars. So if we're using our own money up to $15,000 or over $15,000, then we have to follow our procurement policy... even if we do want to rely on what the Department of Transportation told the town administrator, it would be good to have a paper trail to that effect." Another council member said the DOTadvice noted the grant was about $160,000 and recommended three quotes to avoid delay.
After discussion, council members agreed to follow the normal RFP process this month and authorized staff to post an RFP, with the aim of receiving bids promptly and convening a special meeting or the next regular meeting to review submissions. Councilors said they preferred the more transparent bid process even if it took a few weeks rather than rely solely on informal quotes. Shelly agreed to post the RFP and said staff would return with bid evaluations for council review.
Also discussed in the same segment: preliminary sidewalk repair quotes (one quote a little over $13,000) for seven locations identified as hazards and a proposed gazebo-use policy tied to campaign activity and polling-place buffer rules; council asked staff to verify policies and charter language.
Next steps: Staff will post the RFP and collect bids; council expects to review proposals in April and consider formal action to accept a vendor and any necessary procurement waivers.
