Proposals requested for fleet maintenance, fireworks services
By Kellen Olshefski
Correspondent
Rather than recommending the renewal of service contracts for both fleet maintenance and the city’s annual Fourth of July fireworks display, the City of Elkhorn Finance and Judicial Committee opted in favor of requesting proposals in both instances Monday night.
In previous years, the city has contracted with Crosby Automotive for fleet maintenance. But City Administrator Sam Tapson said Monday night it was his understanding the Common Council as a whole would like to see the service agreement be sent out for other proposals.
Alderman Hoss Rehberg questioned why all preventative maintenance measures were not being done by Crosby Automotive, noting some of the Department of Public Works preventative maintenance was being completed by Elkhorn Ford Motors.
Rehberg said while it wasn’t a major problem, he wondered why the city couldn’t contract with more than one provider for preventative maintenance.
“What if Crosby Automotive is unable to get a (preventative maintenance request) in because they’re too busy?” Rehberg asked.
Tapson said this has never been an issue previously, but the Walworth County Department of Public Works could be another avenue for the City to explore, as it has a full maintenance shop.
“I think you’re better off sending it off as an RFP, so they’re in the same competitive posture as everyone else would be,” Tapson said.
Alderman Scott McClory said he would be cautious with requests for proposals in that the city articulates for all vendors the number of days the maintenance would need to be completed in.
“Scheduled in a reasonable time period means different things for everyone at this table,” McClory said. “What’s reasonable? A week? A month? The next day? And then once they get it, how long do they have it. I think that should all be spelled out.”
McClory, in response to Rehberg’s question about multiple vendors, added the city might find that one vendor could offer a better price on light truck maintenance, another a better price on squad cars, and yet another for heavy duty trucks, making multiple vendors a possibility.
“I say send it out, be very specific on what you want and have them quote you on prices for all the different preventative maintenance,” McClory said.
McClory asked if the committee would like to see a specific turn-around time for the requests, to which Tapson said it wasn’t currently an issue because the contract is still good for another six months. He also said city staff could send them out and they would be returned with enough time for the committee to make a recommendation to the full council.
As for the annual fireworks display, the committee again opted in favor of sending out requests for proposals. After contracting with Bartolotta Fireworks for many years, the council opted in favor of contracting with J & M Displays last year for the annual Fourth of July display.
McClory said while the city was pleased with results last year, he would recommend again sending out requests for proposals from several companies to determine whether to remain with J & M Displays, or return to Bartolotta.
Tapson suggested the City contact J & M Displays and ask them for a proposal, to see what the company would be willing to offer them.
Rehberg asked if the city would also be sending out a request for proposal to Bartolotta, to which Tapson said the city certainly could if that was the direction the committee wished to go.
“Get their pricing and what they’re providing for their pricing,” Rehberg said.
Looking at the schedule, if the city were to continue to host fireworks on the Friday before the Fourth of July holiday, they would be held on June 30 this year. But committee members also discussed options for hosting them this year.
As the Fourth of July falls on a Tuesday, McClory suggested the city find out what days the companies are available to provide fireworks services between June 30 and July 4 before making a final decision.
“Maybe they’re available all five, six days and then we’ll make a decision,” McClory said.
“Or is the pricing better a different day,” Rehberg added.
Tapson said part of the reason some communities hold them on the Friday or Saturday before is to make it a weekend event, however, that wasn’t an idea he’s tied to.
Rehberg noted his only concern with that idea is that where the city has previously held the fireworks on the Friday before, it allows for residents to stay in town for the fireworks and then leave for an extended weekend the following morning, something which would especially come into play this year with the Fourth of July falling on Tuesday and many residents having Monday, July 3, off from work.
“If you hold it Saturday, Sunday or Monday, my only concern is that you’re only going to get people who stay in town,” Rehberg said.
McClory said he would like to see the requests for proposals be turned around quickly, so they can make a decision on a date early. As such, he requested vendors be given 14 business days to respond before they are out of consideration.
Proposals from companies for fleet maintenance and fireworks services will be reviewed in upcoming meetings of the Finance and Judicial Committee, once they are received. No formal action was taken at Monday’s meeting.
