Hillsdale tables solar-panel contract after board questions single bid and procurement steps

The board considered Resolution 163 to accept Clements Electric’s bid for a solar installation at the highway garage. The chair read the resolution and identified the bid amount; the board then discussed procurement requirements and the fact they had received only one bid.

"Resolution 163 to accept the bid from Clements Electric in amount of $25.08 77 for a panel solar panel installation at the highway garage," the chair read when the item was introduced. Several members and advisors said the town should attempt to collect three written quotes where possible, document solicitation efforts and perform an on-site site review prior to contract execution. An advisor (Speaker 9) explained the town is below statutory thresholds that would trigger sealed bidding but that the municipal procurement policy still expects solicitation efforts and documentation when fewer than three bids are received.

Board members raised timing issues — many solar installers were pushing residential work before an incentive deadline — and noted the submitted bid covered only half the garage roofline (six of 12 bays). Given those concerns the board agreed to leave the bid on hold, seek additional bids and either call a special meeting or decide at Nov. 18.

Why it matters: the town could capture long-term energy savings from rooftop solar but must balance procurement best practices, grant timelines and the current market for solar installation. The board asked staff to document vendor outreach and, if necessary, set a not-to-exceed threshold before committing town funds.