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New city manager urges procurement-policy updates, outlines infrastructure priorities
Summary
City Manager Chris Bacall proposed updates to the city's purchase and procurement policy to reflect inflation, add sole-source parameters, and set staggered review cycles; he also reviewed priorities including a substation project, IT upgrades and a street-condition study.
City Manager Chris Bacall presented an updated purchase and procurement policy and a high-level infrastructure priorities list, asking the Harbor Springs City Council for guidance rather than immediate adoption.
Bacall said he adjusted monetary thresholds "recognizing" construction inflation and proposed adding clearer parameters for sole-source purchases — citing examples such as specialized software or long-standing equipment suppliers where switching vendors is impractical. He told the council the policy also adds suggested review cycles for recurring professional services, including performance reviews every three years and consideration of RFQ/RFP testing every five years.
"The bigger chunk of the new language is trying to add some parameters and sideboards to language that was already there," Bacall said, explaining that the revisions aim to balance fiscal oversight with practicality for small local governments.
Council members pressed on the cadence of reviews and the point system for selecting local versus out-of-town bidders. One member warned that too-large point spreads could skew outcomes; others recommended staggering reviews so staff and auditors can feasibly examine contracts without overwhelming workloads.
Bacall also summarized several infrastructure priorities: an electric substation project anticipated to reach operational status in fall 2027; an IT server replacement to address aging 14-year-old servers; a planned update to a 15–20-year-old street-condition report; and attention to water mains and sewer lift stations. He said staff will present more detailed cost estimates and a prioritized capital-improvement plan as they refine the analysis.
Council members broadly supported updating the policy language but asked staff to refine timelines and practical triggers for RFQ/RFPs to avoid unnecessary work for vendors and staff. Bacall said he will return with a more precise draft and supporting analysis for council direction.
