Finance

CITY OF CHARLESTON West Virginia Council Member – 12th WARD Joseph Jenkins Finance Committee, Chair 839 Gordon Drive Parking Committee, Chair Charleston, West Virginia 25303 Ordinance and Rules Committee 304-575-9202 joseph.jenkins@cityofcharleston.org AGENDA FINANCE COMMITTEE MEETING Monday, January 5, 2026 6:30 PM AV ROOM #308, CITY HALL, CHARLESTON, WV AVAILIABLE TO VIEW VIA LIVESTREAM AT https://charlestonwv.civicclerk.com/web/home.aspx I. DISCUSSION: a. Approval of Previous Minutes 12-15-2025 II. RESOLUTIONS: a. Resolution No. 26-001 – Authorizing the Mayor or City Manager to purchase 1 new Ford pickup truck for Engineering from Thornhill Ford pursuant to a competitively bid statewide contract. b. Resolution No. 26-002 - Authorizing the Mayor or City Manager to purchase 1 new Ford pickup truck for General Services from Thornhill Ford pursuant to a competitively bid statewide contract. c. Resolution No. 26-003 - Authorizing the Mayor or City Manager to purchase 1 new Ford pickup truck for Parks and Recreation from Thronhill Ford pursuant to a competitively bid statewide contract. d. Resolution No. 26-004 - Authorizing the Mayor or City Manager to purchase 1 new Ford pickup truck for the Street Department from Thornhill Ford pursuant to a competitively bid statewide contract. e. Resolution No. 26-005 - Authorizing the Mayor or City Manager to purchase 2 new Jeep vehicles for Development Services from Stephens Auto Center pursuant to a competitively bid statewide contract. f. Resolution No. 26-006 - Authorizing the Mayor or City Manager to purchase 3 new Jeep vehicles for Parking Systems from Stephens Auto Center pursuant to a competitively bid statewide contract. City Council | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330 www.charlestonwv.gov | 304.348.8179 | 304.348.8038 fax Page | 1 of  g. Resolution No. 26-007 - Authorizing the Mayor or City Manager to purchase 1 new Chevy van for Parks and Recreation from Stephens Auto Center pursuant to a competitively bid statewide contract. h. Resolution No. 26-008 - Authorizing the Mayor or City Manager to purchase a SimMan ALS Manikin with accessories and technical coverage for the Charleston Fire Department from Laerdal Medical Corporation pursuant to a competitively sourced contract. i. Resolution No. 26-009 - Authorizing the Mayor or City Manager to purchase 1 new Chevy Express 2500 Cargo Van for the Charleston Police Department from Mid-State Auto pursuant to a competitively bid statewide contract. *Meetings may be recorded and broadcast via internet https://charlestonwv.civicclerk.com City Council | 501 Virginia Street, East | Post Office Box 2749 | Charleston, West Virginia 25330 www.charlestonwv.gov | 304.348.8179 | 304.348.8038 fax Page | 2 of  MINUTES FINANCE COMMITTEE MEETING 6:30 P.M., DECEMBER 15, 2025 AV ROOM #308, CITY HALL Joseph Jenkins, Chair, called the meeting of the Charleston City Council Committee on Finance to order at 6:30 p.m., December 15, 2025. A silent roll was taken by the Clerk and a quorum was established. The following committee members were present: Joseph Jenkins, Chair Brent Burton, Vice Chair Becky Ceperley Mary Beth Hoover Larry Moore Chad Robinson Shawn Taylor Absent: Other Councilmembers present: Frank Annie Harper Gardner Beth Kerns Chelsea Steelhammer Emmett Pepper I. DISCUSSION: a. Approval of Previous Minutes - Councilmember Burton asked for unanimous consent to dispense with the reading of the minutes for the November 17, 2025 meeting and that they be approved as distributed. There were no objections, and the minutes were approved. b. The City Manager’s report on fuel purchase pursuant to Resolution No. 25-107. City Manager Ben Mishie added that the City received multiple bids. It was decided that a fixed rate price was better than fluctuating prices. 1 Page | 3 of  II. RESOLUTIONS: a. Resolution No. 25-115 – Authorizing the Mayor or City Manager to enter into an agreement with VBM Buildings and Grounds for mowing and leaf blowing services for Spring Hill Cemetery for calendar year 2026, with optional renewal for two additional years, where the unit price is $18,000 per mowing service and $3,000 per leaf blowing service pursuant to a competitive bidding process. Be it Resolved by the Council of the City of Charleston, West Virginia: That the Mayor or City Manager is authorized to enter into an agreement with VBM Buildings and Grounds for mowing and leaf blowing services for Spring Hill Cemetery for calendar year 2026, with optional renewal for two additional years, where the unit price is $18,000 per mowing service and $3,000 per leaf blowing service pursuant to a competitive bidding process. City Manager Ben Mishoe added that the resolution is a contract for the mowing and leaf blowing services of 100 acres at Spring Hill Cemetery. Councilmember Robinson asked if there was a reason why City employees weren’t being hired for this work. Mishoe replied that prior to having such a contract, the City did make an effort to hire employees but could not keep workers. Chief of Staff Matt Sutton added that there used to be part-time/ temporary employees, but there was not enough work during the off season and they did not reliably show up. Additionally, the cost of hiring employees would be much higher than the stated contract. Councilmember Burton moved to approve the Resolution. With members present recorded thereon as voting unanimously in the affirmative, Chairperson Jenkins declared Resolution No. 25-115 approved. 2 Page | 4 of  b. Resolution No. 25-116 – Authorizing the Mayor or City Manager to purchase three Internationals and one Kenworth dump trucks from Worldwide Equipment for the Street Department in the amount of $727,376.00 pursuant to a competitively sourced contract. Be it Resolved by the Council of the City of Charleston, West Virginia: That the Mayor or City Manager is authorized to purchase three Internationals and one Kenworth dump trucks from Worldwide Equipment for the Street Department in the amount of $727,376.00 pursuant to a competitively sourced contract. Mishoe added that the purchases were part of the regular replacement schedule. The cost is under budget. Councilmember Burton moved to approve the Resolution. With members present recorded thereon as voting unanimously in the affirmative, Chairperson Jenkins declared Resolution No. 25-113 approved. Councilmember Burton motioned to adjourn the meeting. Meeting adjourned. 3 Page | 5 of  Resolution No. 26-001 Introduced in Council: Adopted by Council: January 5, 2026 Introduced by: Referred to: Joseph Jenkins Finance 1 Resolution No. 26-001 – Authorizing the Mayor or City Manager to purchase one new Ford F- 2 150 crew cab pickup truck for Engineering from Thornhill Ford in the amount of $44,700.00 3 pursuant to a competitively bid statewide contract. 4 5 Be it Resolved by the Council of the City of Charleston, West Virginia: 6 7 That the Mayor or City Manager is authorized to purchase one new Ford F-150 crew cab pickup 8 truck for Engineering from Thornhill Ford in the amount of $44,700.00 pursuant to a 9 competitively bid statewide contract. Page | 6 of  INSTRUCTIONS: This form FC must be submitted to the City YD CIT Manager's Office for any purchase of materials or supplies costing $5,000 or more. A minimum of 3 quotes is required for this form. CITY OF CHARLESTON Purchase Request Replacing City Engintering Date: 12-15-25 420/504 To: CITY MANAGER, I request permission to purchase the following materials and/or supplies: A nen Ford F-15 0 4x4 crer cab oft wr state Contraut Purchase justfication: This is replacing Cty Engincering 420/504 on its reglar replacement Schoduk off th FY-2025- 2026 Budgot. If approved, the total purchase price will be: $44,700.0o (Check One) ☐The price is less than the $25,000 permitted for purchases without advertising for bids and needing approval from City Council. I have not purposefully split the purchase request to keep the purchase under the $25,000 threshold and have not favored a particular vendor. I have not shared competitive information with any vendor(s). ☐ The proposed vendor is a sole source provider for the materials/supplies requested. (Skip to ITEM A on page 2.) Page | 7 of I have contacted the following responsible vendors and have attached their written quotes for the requested item(s): (Minimum of 3 Quotes Required) 1. Thornhill Fora Price Quote: $ 44,700.00 2. Price Quote: $ 3. Price Quote: $ 4. Price Quote: $ 5. Price Quote: $ The apparent low-bid vendor meeting specifications is: AND ☐ The low-bid vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector's records, and I recommend authorizing the purchase through the low-bid vendor. OR Π I recommend not contracting with the lowest bidder meeting specifications and instead recommend contracting with Thomhill Fora because: This is getting Prrchosid off the wr state Contract. Additionally, the recommended vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector's records. ITEM A (For Sole Source Procurements ONLY) Explain what is unique about this vendor/brand and why your department must purchase this product: Identify at least 1 independent third party who has verified the vendor is a sole source for the item(s) requested to be purchased, and submit his/her written opinion regarding the vendor's sole source status: (Name & Phone Number) 2 Page | 8 of REQUESTOR'S DECLARATION I declare that I have fully complied with the letter and intent of the City Code as it pertains to procurement and have exercised reasonable precaution to procure the item(s) requested above at the lowest price, consistent with good service and quality. I also declare that I have no personal or business relationship with the listed vendor(s) that would be considered a conflict of interest, except as follows: (List Actual, Potential, or Perceived Conflicts of Interest) Retir aitdt n ee t Frtd Maton Is this purchase being paid with grant funds? ☐ Yes ☑No Funds Approval: Date: Authorized Financial Officer Account Number: City Manager Approval: Date: 3 Page | 9 of  Class 16-Automobile Standard Pick Up Crew Cab Vendor Name: ThewhillForp Vendor Contact: Chaalys Eluis Manufacturer/Brand: FORD Phone No. 304.855.1289 Model Name & Number. F150 WIL Emmjt s fs Theramlt Vehicie Requirements: Clasefication: Standard Pick Up Crew Cab Drive: 4Wheel/All Wheel with High & Low Ranga Manufacturer's Standard Avallable Colors Pamongar seating: 4 minimum (including driver) Standard Color Code Color Description Doors: 4 fuil doors, minimum S Slowe WheelbaSE: 149 in., minimum M7 A GVWR: 6800 lbs. min, 7350 los. max. UM BAGK Minimum 8 Cylinder forgasoline Engine: and Minimum 6 cylinder for diesel 42 White Includes but not limited to: Limited Shp rear axde, traction lock Off Road Packaga: diifferantial, heavy duty angine cooling, skid plates, haavy duty suspension with gas shocks, tow hooks and all tarrain tires. Factory Complete: Includes integrated elactric traller brake Tow PackagI: controller, hitch, and wiring. Slush/All weather Mats Installed on driver and passenger front and second row, axcept where vinyl floor covering is prasent. Bed: Long bed with Installed Spray-in bedilner Sliding Rear Window: Not Required Additional Requirements: Fectory Running Boarda/Stop Bera, Cab Length Tha vahicle bid shell inciude the stardard equlptent requirementa as required in section 3.1.1.1 of the specfication. Vendor Bld Response: Vehicia fual type UNIT PRICE Flea-Mual $ 4700 Dissel $ CNS/Bfuel $ Hybrid $ Optións: FOB Deelership: (Daduct) FOB Other than Metro Charieston -Par Mile *Note -The above delivery "optlons" above are not evaluated as part of the award. Page | 10 of  Department of Administration CORRECT ORDER NUMBER MUST OTWES TVIR State of West Virginla Purchasing Division APPEAR ON ALL PACKAGES, INVOICES, STATE 2019 Washington Street East Post Office Box 50130 Master Agreement AND SHIPPING PAPERS. QUÉSTIONS CONCERNING THIS ORDER SHOULD BE Charieston, WV 25305-0130 DIRECTED TO THE DEPARTMENT Order Date: 10-01-2025 CONTACТ. Order Number: CMA 0212 0212 MV26A 1 Procurement Fokder: 1802436 Document Name: CMA MV26A Reason for Modification: Document Description: MV26-2026, OR LATEST MODEL VEHICLE AWARD OF CRFQ 0212 SWC2600000001 Procurement Type: Statewide MA (Open End) Buyer Name: Telephone: Emall: Shipping Method: Best Way Effective Start Date: 2025-10-01 Free on Board: FOB Dest, Freight Prepaid Effective End Date: 2026-09-30 VENDOR DEPARTMENT CONTACT Vendor Customer Code: 000000111679 Requestor Name: Mark A Atkins THORNHILL GROUP INC dba Thomhill Ford Requestor Phone: (304) 558-2307 500 FORD FAIRLANE Requestor Email: mark.a.atkins@ww.gov CHAPMANVILLE ww 25508 US 2026 Vendor Contact Phone: 304-855-8300 Extension: Discount Detalls: Discount Allowed Discount Percentage FILE LOCATION Discount Days #1 No 0.0000 0 2 No #3 No #4 No INVOICE TO SHIP TO ALL STATE AGENCIES STATE OF WEST VIRGINIA VARIOUS LOCATIONS AS INDICATED BY ORDER VARIOUS LOCATIONS AS INDICATED BY ORDER No City No City WV 99999 US US 10/15/2x 01 Total Order Amount: Open End Purchasing Division's File Copy MA 10/01/2005 PURCHASING DIVISION AUTHORIZATION ATORE GEVERALPPROVA AS TO FORM ENCUMBRANCE CERTIFICATION DATE DATE:0-20-25 ELECTRONIC SIGNATURE ON FILE ELECTRONIC SIGNATURE ON Fise ELECTRONIC SIGNATURE ON FILE Dats Printed: Oct 1.2025 Order Number: 10/20/2025 CMA 0212 0212 MV26A 1 Page: 1 FORM ID: WW-PRC-CMA-002 2020/01 Page | 11 of  Resolution No. 26-002 Introduced in Council: Adopted by Council: January 5, 2026 Introduced by: Referred to: Joseph Jenkins Finance 1 Resolution No. 26-002 – Authorizing the Mayor or City Manager to purchase one new Ford F- 2 150 extended cab pickup truck for General Services from Thornhill Ford in the amount of 3 $42,396.00 pursuant to a competitively bid statewide contract. 4 5 Be it Resolved by the Council of the City of Charleston, West Virginia: 6 7 That the Mayor or City Manager is authorized to purchase one new Ford F-150 extended cab 8 pickup truck for General Services from Thornhill Ford in the amount of $42,396.00 pursuant to 9 a competitively bid statewide contract. Page | 12 of  INSTRUCTIONS: This form CHA F must be submitted to the City ALZ Manager's Office for any purchase of materials or supplies costing $5,000 or more. A minimum of 3 quotes is required for this form. CITY OF CHARLESTON Purchase Request Date: 12-15.25 Roplacing General Servin 440/567 To: CITY MANAGER, I request permission to purchase the following materials and/or supplies: A new Ford F-150 4x4 Extended cab off wr state Contract 440/567 Purchase justification: This is Relacing General Services on its resular replacement Schedule ote FY-2025-2026 Bueset. If approved, the total purchase price will be: $42,396.0о (Check One) ☐ The price is less than the $25,000 permitted for purchases without advertising for bids and needing approval from City Council. I have not purposefully split the purchase request to keep the purchase under the $25,000 threshold and have not favored a particular vendor. I have not shared competitive information with any vendor(s). The proposed vendor is a sole source provider for the materials/supplies requested. (Skip to ITЕМ A on page 2.) Page | 13 of I have contacted the following responsible vendors and have attached their written quotes for the requested item(s): (Minimum of 3 Quotes Required) 1. Thornhill Ford Price Quote: $42,396.00 2. Price Quote: $ 3. Price Quote: $ 4. Price Quote: $ 5. Price Quote: $ The apparent low-bid vendor meeting specifications is: AND ☐ The low-bid vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector's records, and I recommend authorizing the purchase through the low-bid vendor. OR I recommend not contracting with the lowest bidder meeting specifications and instead recommend contracting with Thornhill Ford because: This is sotting purchased oft the wr State Contract. Additionally, the recommended vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector's records. ITEM A (For Sole Source Procurements ONLY) Explain what is unique about this vendor/brand and why your department must purchase this product: Identify at least 1 independent third party who has verified the vendor is a sole source for the item(s) requested to be purchased, and submit his/her written opinion regarding the vendor's sole source status: (Name & Phone Number) 2 Page | 14 of REQUESTOR'S DECLARATION I declare that I have fully complied with the letter and intent of the City Code as it pertains to procurement and have exercised reasonable precaution to procure the item(s) requested above at the lowest price, consistent with good service and quality. I also declare that I have no personal or business relationship with the listed vendor(s) that would be considered a conflict of interest, except as follows: (List Actual, Potential, or Perceived Conflicts of Interest) Raeiar antet r e n Department: Eqvipment Maintenance Is this purchase being paid with grant funds? ☐ Yes ☐ No Funds Approval: Date: Authorized Financial Officer Account Number: City Manager Approval: Date: 3 Page | 15 of  Ciass 15-Automoblia Standard Pick Up Extended Cab Vendor Name: Thewhill FOAD Vendor Contact: Cheeles Ell Manufacturer/Brand: FORD Phona No.: 389286-1289 Model Name & Number EISD XIL Emalk: ks. Ev Vehicle Requirements: ThoaNkill Aloattve.com Standard Pick Up Extendad Cab ClassiFication: Drive: 4 Wheel/All whesl with H/LD Range Manufacturer's Standard Avallable Colon Passenger saating: 4 minimum (inctuding driver) Standard Color Code Color Deseription Doors: 4, minimm TS Silir Whealbas 140ri, mlnimum GVWR: 6275 lbs, min, 7350 lbs. max. um BIACK Minimum 8 Cylinder for gasoline and Minimum 6 cylinderfor Engine: 2 diesel whito Includes but not Iimited to: LImitedShip rear axde, traction lock Off Road Peckage: differential, hesvy duty engine cooling, siid plates, heavy duty suspension with gas shocks, tow hooks and all terrain tires. Tow Packag: Fectory Complete: Incfudes Integrated electric traller breke controller. hitch, and wiring Sjush/All westher Mats Inistalled on driver and passenger front and second row, except whare vinyl floor covaring is present. Bad: Short, with Installed Spray-In liner. Slidingrear wintow: Not required. Additional Raquiraments: Factory Nunaing Boards/Stap Bers, Cab Langth The Gasicin bid shadl irnctude she ntandard equipment requlirernentsas requirad in taction 3.1.1.1 of the spaciócation. Vandor Bld Response: Vahicie fuel typa UNIT PRICE Res-fuel $ Dlesal $ CRNG/B1fuel $ Hyand $ Options: FOB Deslership: (Deduct) s FOB Otherthan Metre Charierton-Per Mile ‫ے‬ "Note - The above delivery "options" above are not evaluated as part ofthe award. Page | 16 of  Department of Administration CORRECT ORDER NUMBER MUST State of West Virginla Purchasing Division APPEAR ON ALL PACKAGES, INVOICES, ATEOFWEST VIRG 2019 Washington Street East Post Office Box 50130 Master Agreement AND SHIPPING PAPERS. QUESTIONS CONCERNING THIS ORDER SHOULD BE Charleston, WV 25305-0130 DIRECTED TO THE DEPARTMENT CONTACТ. Order Date: 10-01-2025 Order Number: CMA 0212 0212 MV26A Procurement Foider: 1802436 Document Name: CMA MV26A Reason for Modification: Document Description: MV26-2026, OR LATEST MODEL VEHICLE AWARD OF CRFQ 0212 SWWC2600000001 Procurement Type: Statewide MA (Open End) Buyer Name: Telephone: Emall: Shipping Method: Best Way Effective Start Date: 2025-10-01 Free on Board: FOB Dest, Freight Prepaid Effective End Date: 2026-09-30 VENDOR DEPARTMENT CONTACT Vendor Customer Code: 000000111679 Requestor Name: Mark A Atkins THORNHILL GROUP INC dba Thomhill Ford Requestor Phone: (304) 558-2307 500 FORD FAIRLANE Requestor Email: mark.a.atkins@wv.gov CHAPMANVILLE ww 25508 US 2026 Vendor Contact Phone: 304-855-8300 Extenslon: Discount Detalls: Discout Allowed Discount Percentage Discount Days FILE LOCATION #1 No 0.0000 0 #2 No $3 No #4 No INVOICE TO SHIP TO ALL STATE AGENCIES STATE OF WEST VIRGINIA VARIOUS LOCATIONS AS INDICATED BY ORDER VARIOUS LOCATIONS AS INDICATED BY ORDER No City WV 99999 No City V 98999 US US 10/15/2500 Total Order Amount: Open End Purchasing Division's File Copy MA 10/01/2005 PURCHASING DIVISION AUTHORIZATION ATORE GEVERAL PPROVA AS TO FORM ENCUMBRANÇE CERTIFICATON C DATE DATE:O-2 stoe o2/01 ELECTRONIC SIGNATURE ON FILE ELECTRONIC SIGNATURE ON FILE ELECTRONIC SIGNATURE ON FILE Date Printed: Oct 1. 2025 Order Number: CMA 0212 0212 MV26A Page: 1 FORM ID: W-PRC-CMA-002 2020/01 Page | 17 of  Resolution No. 26-003 Introduced in Council: Adopted by Council: January 5, 2026 Introduced by: Referred to: Joseph Jenkins Finance 1 Resolution No. 26-003 – Authorizing the Mayor or City Manager to purchase one new Ford F- 2 150 extended cab pickup truck for Parks and Recreation from Thornhill Ford in the amount of 3 $42,396.00 pursuant to a competitively bid statewide contract. 4 5 Be it Resolved by the Council of the City of Charleston, West Virginia: 6 7 That the Mayor or City Manager is authorized to purchase one new Ford F-150 extended cab 8 pickup truck for Parks and Recreation from Thornhill Ford in the amount of $42,396.00 9 pursuant to a competitively bid statewide contract. Page | 18 of  INSTRUCTIONS: This form CH MA L must be submitted to the City Manager's Office for any purchase of materials or supplies costing $5,000 or more. A minimum of 3 quotes is required for this form. CITY OF CHARLESTON Purchase Request 1215-25 Replacing Parks and Rec. Date: 900/311 To: CITY MANAGER, I request permission to purchase the following materialsand/or supplies: A new Ford F-150 484 Extended cab off th wr state contract Purchase justification: This is rolacing Parlls and Rec 900/321 on its resular Reptac-ement Schedue of6 the Fx 2025-2026 Brdset- If approved, the total purchase price will be: $42,396.00 (Check One) ☐The price is less than the $25,000 permitted for purchases without advertising for bids and needing approval from City Council. I have not purposefully split the purchase request to keep the purchase under the $25,000 threshold and have not favored a particular vendor. I have not shared competitive information with any vendor(s). The proposed vendor is a sole source provider for the materials/supplies requested. (Skip to ITEM A on page 2.) Page | 19 of I have contacted the following responsible vendors and have attached their written quotes for the requested item(s): (Minimum of 3 Quotes Required) 1. Thornhill Ford Price Quote: $. 42, 396.00 2. Price Quote: $ 3. Price Quote: $ 4. Price Quote: $ 5. Price Quote: $ The apparent low-bid vendor meeting specifications is: AND The low-bid vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector's records, and I recommend authorizing the purchase through the low-bid vendor. OR ☑ I recommend not contracting with the lowest bidder meeting specifications and instead recommend contracting with Thornhill Ford because: This i3 setting Purcharsed off th WV State Contrect. Additionally, the recommended vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector's records. ITEM A (For Sole Source Procurements ONLY) Explain what is unique about this vendor/brand and why your department must purchase this product: Identify at least 1 independent third party who has verified the vendor is a sole source for the item(s) requested to be purchased, and submit his/her written opinion regarding the vendor's sole source status: (Name & Phone Number) 2 Page | 20 of REQUESTOR'S DECLARATION I declare that I have fully complied with the letter and intent of the City Code as it pertains to procurement and have exercised reasonable precaution to procure the item(s) requested above at the lowest price, consistent with good service and quality. I also declare that I have no personal or business relationship with the listed vendor(s) that would be considered a conflict of interest, except as follows: (List Actual, Potential, or Perceived Conflicts of Interest) Matet eortetrnRen n Department: Eqviemat Maintinanu Is this purchase being paid with grant funds? ☐ Yes ☑ No Funds Approval: Date: Authorized Financial Officer Account Number: Date: City Manager Approval: 3 Page | 21 of  Class 15-Automobilа Standard Pick Up Extended Cab Vendor Name: Manufacturer/Brand: Thanw hilt FOAD FOAD Vendor Contact: Chaeles Phone No.: 384-856-1289 Eu. Model Name & Number: FI5D XIL Email: Ch4. EH ThoRNkill AtotiNe.com Vehicie Requirements: Standard Pick Up Extended Cab Ciassification: Drive: 4 Wheel/All wheel with Hl/Lo Range Manufacturer's Standard Avallable Colors Passengarseating: 4 minimum (including driver) Standard Color Code Color Description Doors: 4, minimum TS Sil Wheathase: 140n., minimum M? GVWR: 6275 lbs. min, 7350 Jbs. max. um ACK Minimum8 Cylinder for gesoline and Minimum 6 cylinder for Engine: diesel YZ white Includes but not limited to: Limited Slip reer exle, traction lock Off Road Pockage: differential, heavy duty engire cooling, skid plates, haevy duty suspension with gas shocks, tow hooks and all terrain tiras. Factory Complete: Inclúdes integrated electric traller bra Tow Package: controller, hitch, and wrin Installed on driver and passenger front and second row, excapt Skuah/Ail weather Mats where vinyl floor covering is present. Bad: Short, with Installed Spray-In liner. Sliding reai wislowz Not required. Additional Requirements: Fectory Runaing Boerds/Step Bars, Cab Length The vah icie bld shall inciude the standard equipment requirements es requtred in section 3.1.1.1 of the spesticntion. Vendor Bid Response: Vshicle fuel type UNIT PRICE FiamMusl $ 42 39 Dlesal CNS/Bffuel $ Hybrid Options: FOB Desiershig: (Deduck FOB Other than Metro Charieston-Per Mille *Note-The above delivery "options" above are not evaluated as part ofthe award. Page | 22 of  I Department of Administration State of West Virginia CORRECT ORDER NUMBER MUST STV Purchasing Division APPEAR ON ALL PACKAGES, INVOICES, WE OF ATE 2019 Washington Street East Master Agreement AND SHIPPING PAPERS, QUESTIONS T STA Post Office Box 50130 CONCERNING THIS ORDER SHOULD BE Charfeston, WV 25305-0130 DIRECTED TO THE DEPARTMENT Order Date: 10-01-2025 CONTACТ. Order Number: CMA 0212 0212 MV26A 1 Procurement Fokder: 1802436 Document Name: CMA MV26A Reason for Modification: Document Description: MV26-2026, OR LATEST MODEL VEHICLE AWARD OF CRFQ 0212 SWC2600000001 Procurement Type: Statewide MA (Open End) Buyer Name: Telephone: Emall: Shipping Method: Best Way Effective Start Date: 2025-10-01 Free on Board: FOB Dest, Freight Prepaid Effective End Date: 2026-09-30 VENDOR DEPARTMENT CONTACT Vendor Customer Code: 000000111679 Requestor Name: Mark A Atkins THORNHILL GROUP INC dba Thornhill Ford Requestor Phone: (304) 558-2307 500 FORD FAIRLANE Requestor Email: mark.a.atkins@ww.gov CHAPMANVILLE ww 25508 US 2026 Vendor Contact Phone: 304-855-8300 Extenslon: Discount Detalls: Discount Allowed Discount Percentage FILE LOCATION Discount Days #1 No 0.0000 D #2 No *3 No #4 No INVOICE TO SHIP TOo ALL STATE AGENCIES STATE OF WEST VIRGINIA VARIOUS LOCATIONS AS INDICATED BY ORDER VARIOUS LOCATIONS AS INDICATED BY ORDER 99999 /VW No City No City WV 99999 US US 10/15/2x 00 Total Order Amount: Open End Purchasing Division's File Copy MA 10/01/2005 PURCHASING DIVISION AUTHORIZATION ATTORGEY GENERAL PPROVAL AS TO FORM ENCUMBRANCE BRANCECERTIFICATIO DATE DATE. DATE:0-20-25 ELECTRONIC SIGNATURE ON FILE 5 ELECTRONIC SIGNATURE ON FILE ELECTRONIC SIGNATURE ON FILE Date Printed: Oct 1, 2025 Order Number: 10/20/2025 СMА 0212 0212 MV26A 1 Page: 1 FORM ID: WV-PRC-CMA-002 2020/01 Page | 23 of  Resolution No. 26-004 Introduced in Council: Adopted by Council: January 5, 2026 Introduced by: Referred to: Joseph Jenkins Finance 1 Resolution No. 26-004 – Authorizing the Mayor or City Manager to purchase one new Ford F- 2 150 regular cab pickup truck for the Street Department from Thornhill Ford in the amount of 3 $37,968.00 pursuant to a competitively bid statewide contract. 4 5 Be it Resolved by the Council of the City of Charleston, West Virginia: 6 7 That the Mayor or City Manager is authorized to purchase one new Ford F-150 regular cab 8 pickup truck for the Street Department from Thornhill Ford in the amount of $37,968.00 9 pursuant to a competitively bid statewide contract. Page | 24 of  INSTRUCTIONS: This form U YO must be submitted to the City CIT Manager's Office for any purchase of materials or supplies costing $5,000 or more. A minimum of 3 quotes is required for this form. CITY OF CHARLESTON Purchase Request Date: 12-15-25 Replacing Strerb Dept. 75015 To: CITY MANAGER, I request permission to purchase the following materials and/or supplies: A new Ford F150 4x4 Reg cab off WV state Contract Purchase justification: This is relacing Street Dept.Truck 750/5 on its regular replacemunt schedule off Fy-2025-2026 Budgat Kear If approved, he total purchaseprice willbe$37.968. 00 (Check One) The price is less than the $25,000 permitted for purchases without advertising for bids and needing approval from City Council. I have not purposefully split the purchase request to keep the purchase under the $25,000 threshold and have not favored a particular vendor. I have not shared competitive information with any vendor(s). ☐ The proposed vendor is a sole source provider for the materials/supplies requested. (Skip to ITEM A on page 2.) Page | 25 of  have contacted the following responsible vendors and have attached their written quotes for the requested item(s): (Minimum of 3 Quotes Required) 1. Thornhill Ford Price Quote: $ 37,968.00 2. Price Quote: $ 3. Price Quote: $ 4. Price Quote: $ 5. Price Quote: $ The apparent low-bid vendor meeting specifications is: AND ☐The low-bid vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector's records, and I recommend authorizing the purchase through the low-bid vendor. OR ☑ I recommend not contracting with the lowest bidder meting specifications and instead recommend contracting with Thornhil Ford because: This is settin purchssed oft th wV state Controt Additionally, the recommended vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector's records. ITEM A (For Sole Source Procurements ONLY) Explain what is unique about this vendor/brand and why your department must purchase this product: Identify at least 1 independent third party who has verified the vendor is a sole source for the item(s) requested to be purchased, and submit his/her written opinion regarding the vendor's sole source status: (Name & Phone Number) 2 Page | 26 of  REQUESTOR'S DECLARATION I declare that I have fully complied with the letter and intent of the City Code as it pertains to procurement and have exercised reasonable precaution to procure the item(s) requested above at the lowest price, consistent with good service and quality. I also declare that I have no personal or business relationship with the listed vendor(s) that would be considered a conflict of interest, except as follows: (List Actual, Potential, or Perceived Conflicts of Interest) Rerpaet Lieimas n one Department: Evipment Mainterane Is this purchase being paid with grant funds? Yes No Funds Approval: Date: Authorized Financial Officer Account Number: City Manager Approval: Date: 3 Page | 27 of  Class 14-Automobile Standard Pick Up Reg Cab Vandor Name: Thoutill FoRD Vendor Contact: ChAMES EMs Manufacturer/Brand: FedD Phone No.:304-855.129 Model Name & Numbar: FISD FIL Emall: Chachr Thawnill aut aotire.wrm Vehicie Requirements: Standerd Pick Up Reg Cab Cisssification: Driva: 4 Wheel/All wheal with H/Lo Range Manufacturer's Standard Avallable Colors Passenger seating: 2 minimum (including driver) Standard Color Code Color Description Doors: 2, minimum Whealbase: 119 in minimum um KIALK GVWR: 6000 lbs. min, 6650 lbs. max. GRAY Engine: 6cylinder minimum YZ. whive Factory Complete: Includes Integrated electric traller brake Tow Package: controller, hitch, and wiring Additional Requirements: Installed Spray-in bediiner Factory Running Boards/Step Bars, Cab Length Thevehicie hid shall inchude the standard equipment requlrements as required in section 3.1.1.1 of thespecification. Vendor Bid Response: Vahicle fuel type UNIT PRICE Gusolne $ 3796 ee Hex-Mue! $ 37968.F. Diesat $ CNS/Bifuel $ Hybrid $ Options: FOB Desiership: (Deduct) $ FOB Other than Metro Charleston-Per Mlle "Nota -The above delivery "options" above are not evaluated as part of the award. Page | 28 of  CORRECT ORDER NUMBER MUST WE STV Department of Administration State of West Virginia APPEAR ON ALL PACKAGES, INVOICES. Purchasing Division ATE O IR T G 2019 Washington Street East Master Agreement AND SHIPPING PAPERS. QUESTIONS CONCERNING THIS ORDER SHOULD BE Post Office Box 50130 DIRECTED TO THE DEPARTMENT Charleston, WV 25305-0130 Order Date: 10-01-2025 CONTACТ. Order Number: CMA 0212 0212 MV26A 1 Procurement Folder: 1802436 CMA MV26A Reason for Modification: Document Name: AWARD OF CRFQ 0212 SWC2600000001 Document Description: MV26-2026, OR LATEST MODEL VEHICLE Procurement Type: Statewide MA (Open End) Buyer Name: Telephone: Email: Effective Start Date: 2025-10-01 Shipping Method: Best Way FOB Dest, Freight Prepaid Effective End Date: 2026-09-30 Free on Board: VENDOR DEPARTMENT CONTACT Vendor Customer Code: 000000111679 Requestor Name: Mark A Atkins THORNHILL GROUP INC dba Thomhill Ford Requestor Phone: (304) 558-2307 500 FORD FAIRLANE Requestor Email: mark.a.atkins@wv.gov CHAPMANVILLE ww 25508 US 2026 Vendor Contact Phone: 304-855-8300 Extension: Discount Details: FILE LOCATION Discount Allowed Discount Percentage Discount Days #1 No 0.0000 0 #2 No #3 No #4 No INVOICE TO SHIP TO ALL STATE AGENCIES STATE OF WEST VIRGINIA VARIOUS LOCATIONS AS INDICATED BY ORDER VARIOUS LOCATIONS AS INDICATED BY ORDER WV 99999 No City WV 99999 No City US US 10/15/24 01 Total Order Amount: Open End Purchasing Division's File Copy MA 10/01/2005 ATOREY GEUERAL PPROVA AS TO FORM ENCUMBRANCE CERTIFICATION PURCHASING DIVISION AUTHORIZÁTIÓN DATE:0-20-25 ELECTRONIC SIGNATURE ON FILE ELECTRONIC SIGNATURE ON FILE ELECTRONIC SIGNATURE ON FILE Date Printed: Oct 1, 2025 Order Number: 10/20/2025 CМА 0212 0212 MV26A 1 Page: 1 FORM ID: WV-PRC-CMA-002 2020/01 Page | 29 of  Resolution No. 26-005 Introduced in Council: Adopted by Council: January 5, 2026 Introduced by: Referred to: Joseph Jenkins Finance 1 Resolution No. 26-005 – Authorizing the Mayor or City Manager to purchase two new Jeep 2 Compass Trailhawk 4x4 vehicles for Development Services from Stephens Auto Center in the 3 total amount of $66,258.00 pursuant to a competitively bid statewide contract. 4 5 Be it Resolved by the Council of the City of Charleston, West Virginia: 6 7 That the Mayor or City Manager is authorized to purchase two new Jeep Compass Trailhawk 8 4x4 vehicles for Development Services from Stephens Auto Center in the total amount of 9 $66,258.00 pursuant to a competitively bid statewide contract. Page | 30 of  INSTRUCTIONS: This form must be submitted to the City Manager's Office for any purchase of materials or supplies costing $5,000 or more. A minimum of 3 quotes is required for this form. CITY OF CHARLESTON Purchase Request Date: 12-13-25 Replaciny Development Servias 430/542 and 549 To: CITY MANAGER, I request permission to purchase the following materials and/or supplies: 2 new Jeep Compass trailhawk 4x4 of the wr State contract. Purchase justification: These are replaciny 430/542 of Fy 2025-2026 Bud +7 and 430/549 Fron Bring totaled in accidont. off wv state Contract, x33,129,00 If approved, the total purchase price willbe: 66,258. (Check One) The price is less than the $25,000 permitted for purchases without advertising for bids and needing approval from City Council. I have not purposefully split the purchase request to keep the purchase under the $25,000 threshold and have not favored a particular vendor. I have not shared competitive information with any vendor(s). ☐ The proposed vendor is a sole source provider for the materials/supplies requested. (Skip to ITEM A on page 2.) Page | 31 of I have contacted the following responsible vendors and have attached their written quotes for the requested item(s): (Minimum of 3 Quotes Required) 33,/29.00 1. Stephans Auto Centay Price Quote: $ 66,25800 2. Price Quote: $ 3. Price Quote: $ 4. Price Quote: $ 5. Price Quote: $ The apparent low-bid vendor meeting specifications is: AND The low-bid vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector's records, and I recommend authorizing the purchase through the low-bid vendor. OR ☑I recommend not contracting with the lowest bidder meeting specifications and instead recommend contracting with stephens Auto Centey because: These are sotting Purchred off the wV state Contrant Additionally, the recommended vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector's records. ITEM A (For Sole Source Procurements ONLY) Explain what is unique about this vendor/brand and why your department must purchase this product: Identify at least 1 independent third party who has verified the vendor is a sole source for the item(s) requested to be purchased, and submit his/her written opinion regarding the vendor's sole source status: (Name & Phone Number) 2 Page | 32 of REQUESTOR'S DECLARATION I declare that I have fully complied with the letter and intent of the City Code as it pertains to procurement and have exercised reasonable precaution to procure the item(s) requested above at the lowest price, consistent with good service and quality. I also declare that I have no personal or business relationship with the listed vendor(s) that would be considered a conflict of interest, except as follows: (List Actual, Potential, or Perceived Conflicts of Interest) Rerent antnty on l Department: uiemat Manta Is this purchase being paid with grant funds? ☐ Yes No Funds Approval: Date: Authorized Financial Officer Account Number: City Manager Approval: Date: 3 Page | 33 of  Class 6-Automobile Compact Utility Vendor Name: STEPHENS AUTO CENTER Vendor Contact: MIKE BALLARD Manufacturer/Brand: JEEP COMPASS TRAILHAWK 4X4 Phone No.: 304-369-2411 Model Name & Number: MPJH74 Emall: mballard@stephensauto.com Vehicle Requirements: Compact Utiliky Classification: Drive: 4 Wheel/All Wheel with High & Low Range Manufacturer's Standerd Avallable Colors Passenger seating: 5 (Including driver) Standard Color Code Color Dascription Doors: 4, minimum PW7 WHITE Wheelbese: 102 in., minimum GVWR: 4350 lba. min, 5600 lbs. max. Engine: 4 cylinder minimum Includes but not limited to: Limited Slip rear axle, traction lock Off Roud Package: differential, heavy duty engine cooling, skid plates, heavy duty suspension with gas shocks, tow hooks and all terrain tires. Tow Package: Instalied Hitch & Wiring Shush/All-Westher Mats: Installed: Driver, Passenger, Cargo Areas The vehide bid shall inctade the standard equipment requirements as required in saction 9.1.1.1 of the spectfication. Vendor Bid Response: Vahicle fuel type Unit Price Gasoline S 33,129.00 Flex-Aun! $ Diesel $ CNG/Bifua S Hybrid $ Optiont: FOB Deslership: (Deduct) N/A FOB Other than Metro Charteston-Per Mle $ 2.00 *Note -The above delivery "options" above are not evaluated as part of the award. Page | 34 of  Department of Administration State of West Virginia CORRECT ORDER NUMBER MUST E Purchasing Division APPEAR ON ALL PACKAGES, INVOICES, STVIR STAOTFÉ Master Agreement E 2019 Washington Street East AND SHIPPING PAPERS. QUÉSTIONS Post Office Box 50130 CONCERNING THIS ORDER SHOULD BE Charleston, WV 25305-0130 DIRECTED TO THE DEPARTMENT Order Date: 10-01-2025 CONTACТ. Order Number: CMA 0212 0212 MV26C 1 Procurement Folder: 1802720 Document Name: CMA MV26C Reason for Modification: Document Description: MV26-2028, OR LATEST MODEL VEHICLE AWARD OF CRFQ 0212 SWWC2600000001 Procurement Type: Statewide MA (Open End) Buyer Name: Telephone: Email: Shipping Method: BestWay Effective Start Date: 2025-10-01 Free on Board: FOB Dest, Freight Prepald Effective End Date: 2026-09-30 VENDOR DEPARTMENT CONTACT Vendor Customer Code: 000000199714 Requestor Name: Mark A Atkins STEPHENS AUTO CENTER Requestor Phone: (304) 558-2307 PO BOX 278 Requestor Emall: mark.a.atkins@wv.gov DANVILLE w 25053278 US Vendor Contact Phone: 999-999-9999 Extension: Discount Details: #1 Discount Allowed No Discount Percentage 0.0000 Discount Days 이 2026 FILE LOCATION 2 No #3 No 2 No INVOICE TO SHIP TO ALL STATE AGENCIES STATE OF WEST VIRGINIA VARIOUS LOCATIONS AS INDICATED BY ORDER VARIOUS LOCATIONS AS INDICATED BY ORDER No City WV 99999 No City WV 99999 US US 1015/2561 Total Order Amount: Open End Purchasing Division's File Copy PURCHASING DIVISION AUTHORIZATION A TORNEY GENERA APPROVAL AS TO FORM ENCUMBRANCE CERTIFICATION e /14/25 DATI DATE: 20-2S ELECTRONIC SIGNATURE ON FILE ELECTRONIC SIGNATURE ON ELECTRONIC SIGNATURE ON FILE Date Printed: Oct 1, 2025 Order Number: 10/2 CMA 0212 0212 MV26C Page: 1 FORM ID: WV-PRC-CMA-002 2020/01 Page | 35 of  Resolution No. 26-006 Introduced in Council: Adopted by Council: January 5, 2026 Introduced by: Referred to: Joseph Jenkins Finance 1 Resolution No. 26-006 – Authorizing the Mayor or City Manager to purchase three new Jeep 2 Compass Trailhawk 4x4 vehicles for Parking Systems from Stephens Auto Center in the total 3 amount of $99,387.00 pursuant to a competitively bid statewide contract. 4 5 Be it Resolved by the Council of the City of Charleston, West Virginia: 6 7 That the Mayor or City Manager is authorized to purchase three new Jeep Compass Trailhawk 8 4x4 vehicles for Parking Systems from Stephens Auto Center in the total amount of $99,387.00 9 pursuant to a competitively bid statewide contract. Page | 36 of  INSTRUCTIONS: This form must be submitted to the City CATYO F CHAR Manager's Office for any purchase of materials or supplies costing $5,000 or more. A minimum of 3 quotes is required for this form. CITY OF CHARLESTON Purchase Request Date: 1245-25 Replacing Parking Sistins 571/614,298, 101 To: CITY MANAGER, I request permission to purchase the following materials and/or supplies: 3 new Jeep Compass Trailhak 484 off wr state Contract Parking systoms Purchase justification: These are rexlacing 571/614,298 and 101 off FX-2025-2026 Budset These are on tere regular replaument Scheduk 33,129,0 If approved, the total purchase price will be: $99.387.00 (Check One) ☐ The price is less than the $25,000 permitted for purchases without advertising for bids and needing approval from City Council. I have not purposefully split the purchase request to keep the purchase under the $25,000 threshold and have not favored a particular vendor. I have not shared competitive information with any vendor(s). ☐ The proposed vendor is a sole source provider for the materials/supplies requested. (Skip to ITEM A on page 2.) Page | 37 of  have contacted the following responsible vendors and have attached their written quotes for the requested item(s): (Minimum of 3 Quotes Required) 33,19,00 1. stephens Auto Centr Price Quote: 599382.00 $ 9 2. Price Quote: $ 3. Price Quote: $ 4. Price Quote: $ 5. Price Quote: $ The apparent low-bid vendor meeting specifications is: AND ☐ The low-bid vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector's records, and I recommend authorizing the purchase through the low-bid vendor. OR ☑ I recommend not contracting with the lowest bidder meeting specificationsand instead recommend contracting with Stephens Arto Centr because: These are setting Prrchased off th wr State Contrart. Additionally, the recommended vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector's records. ITEM A (For Sole Source Procurements ONLY) Explain what is unique about this vendor/brand and why your department must purchase this product: Identify at least 1 independent third party who has verified the vendor is a sole source for the item(s) requested to be purchased, and submit his/her written opinion regarding the vendor's sole source status: INSTRUCIONS This form mustbesubnitted tothe c Manager's Office for any purchase f materials. esupplies costing $5,000o more A minimum of3.quotes Page | 38 of REQUESTOR'S DECLARATION I declare that I have fully complied with the letter and intent of the City Code as it pertains to procurement and have exercised reasonable precaution to procure the item(s) requested above at the lowest price, consistent with good service and quality. I also declare that I have no personal or business relationship with the listed vendor(s) that would be considered a conflict of interest, except as follows: (List Actual, Potential, or Perceived Conflicts of Interest) Request Submitted By: Department: Eqvipment Maintmonvc Is this purchase being paid with grant funds? Yes ☑ No Funds Approval: Date: Authorized Financial Officer Account Number: City Manager Approval: Date: 3 Page | 39 of  Class 6-Automobile Compact Utility Vendor Name: STEPHENS AUTO CENTER Vendor Contact MIKE BALLARD Manufacturer/Brand: JEEP COMPASS TRAILHAWK 4X4 Phone No.: 304-369-2411 Model Name & Number: MPJH74 Emall: mbalard@stephensauto.com Vehile Requirements: Compact Utillity Ciassification: Drive: 4 Wheel/A Wheel with High & Low Range Manufacturer's Standard Avaliable Colors Passenger seating: 5 (including driver) Standard Color Code Color Description Doors: 4, minimum PW7 WHITE Wheelbase: 102 kn., minimum GVWR: 4350 lbs. min, 5600 lbs. max. Engine: 4 cylinder minimum Includes but not limited to: Limited Silp rear axle, traction lock Off Road Package: differential, heavy duty engine cooling, skid plates, heavy duty suspension with gas shocks, tow hooks and all terrain tires. Tow Package: Installed Hitch & Wiring Slush/All-Weather Mats: Installed: Driver, Passenger, Cargo Areas The vahiie bid shall inctude the standard equipment requirements as ruquirod in section 3.1.1.1 of the spectfication. Vendor Bld Response: Vehicle fuel type Unit Price Bmoline $ 33,129.00 Flou-fual $ Dlesel $ CNG/Bifual $ Hybrld $ Options: FOB Dealerthip: (Deduct) N/A FOB Other than Metro Chariaston-Per Mille S 2.00 *Note-The above delivery "options" above are not evaluated as part of the award. Page | 40 of  Department of Administration CORRECT ORDER NUMBER MUST State of West Virginia APPEAR ON ALL PACKAGES, INVOICES. F AT Purchasing Division Master Agreement EO AND SHIPPING PAPERS. QUESTIONS 2019 Washington Street East Post Office Box 50130 CONCERNING THIS ORDER SHOULD BE DIRECTED TO THE DEPARTMENT Charleston, WV 25305-0130 Order Date: 10-01-2025 CONTACT. Order Number: CMA 0212 0212 MV26C 1 Procurement Folder: 1802720 Document Name: CMA MV26C Reason for Modification: AWARD OF CRFQ 0212 SWC2600000001 Document Description: MV26-2026, OR LATEST MODEL VEHICLE Procurement Type: Statewide MA (Open End) Buyer Name: Telephone: Email: BestWay Effective Start Date: 2025-10-01 Shipping Method: Free on Board: FOB Dest, Freight Prepaid Effective End Date: 2026-09-30 VENDOR DEPARTMENT CONTACT Vendor Customer Code: 000000199714 Requestor Name: Mark A Atkins STEPHENS AUTO CENTER Requestor Phone: (304) 558-2307 PO BOX 278 Requestor Email: mark.a.atkins@wv.gov DANVILLE ww 25053278 US Vendor Contact Phone: 999-999-9999 Extension: Discount Details: Discount Allowed Discount Percentage Discount Days 2026 FILE LOCATION #1 No 0.0000 0 #2 No #3 No #4 No INVOICE TO SHIP TO ALL STATE AGENCIES STATE OF WEST VIRGINIA VARIOUS LOCATIONS AS INDICATED BY ORDER VARIOUS LOCATIONS AS INDICATED BY ORDER No City WV 99999 No City WV 99999 US US 10/15/27 90 Total Order Amount: Open End Purchasing Division's File Copy MA 10/01/205 PURCHASING DIVISION AUTHORIZATION A TORNEY GENERA APPROUAL AS TO FORM ENCUMBRANCE CERTIFICATION ELECTRONIC SIGNATURE ON FILE sd14/25 DAT ELECTRONIC SIGNATURE ON PE DATE: ELECTRONIC SIGNATURE ON FILE 0-25 Date Printed: Oct 1, 2025 Order Number: CMA 0212 110/eckaw5 0212 MV26C 1 Page: 1 FORM ID: WV-PRC-CMA-002 2020/01 Page | 41 of  Resolution No. 26-007 Introduced in Council: Adopted by Council: January 5, 2026 Introduced by: Referred to: Joseph Jenkins Finance 1 Resolution No. 26-007 – Authorizing the Mayor or City Manager to purchase one new Chevy 2 Express 15 passenger van for Parks and Recreation from Stephens Auto Center in the amount of 3 $45,549.00 pursuant to a competitively bid statewide contract. 4 5 Be it Resolved by the Council of the City of Charleston, West Virginia: 6 7 That the Mayor or City Manager is authorized to purchase one new Chevy Express 15 passenger 8 van for Parks and Recreation from Stephens Auto Center in the amount of $45,549.00 pursuant 9 to a competitively bid statewide contract. Page | 42 of  INSTRUCTIONS: This form M must be submitted to the City U T Manager's Office for any purchase of materials or supplies costing $5,000 or more. A minimum of 3 quotes is required for this form. CITY OF CHARLESTON Purchase Request 12-1J.25 Replacing Parks and Rec. Passenger Van 900/321 Date: To: CITY MANAGER, I request permission to purchase the following materials and/or supplies: A new Chery Express 15 passenger Van oft wr state Contraote. Purchase justification: This is Replacing Parks and Roe. 900/321 of6 F4-2025-2026 Budgit Xear on its regikr rrelatmont Schedule. If approved, the total purchase price will be: $45,549.00 (Check One) The price is less than the $25,000 permitted for purchases without advertising for bids and needing approval from City Council. I have not purposefully split the purchase request to keep the purchase under the $25,000 threshold and have not favored a particular vendor. I have not shared competitive information with any vendor(s). The proposed vendor is a sole source provider for the materials/supplies requested. (Skip to ITЕМ A on page 2.) Page | 43 of I have contacted the following responsible vendors and have attached their written quotes for the requested item(s): (Minimum of 3 Quotes Required) $ 45,549 St ephems Motor Company Price Quote: 1. 2. Price Quote: $ 3. Price Quote: $ 4. Price Quote: $ 5. Price Quote: $ The apparent low-bid vendor meeting specifications is: AND ☐ The low-bid vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector's records, and I recommend authorizing the purchase through the low-bid vendor. OR Page | 44 of REQUESTOR'S DECLARATION I declare that I have fully complied with the letter and intent of the City Code as it pertains to procurement and have exercised reasonable precaution to procure the item(s) requested above at the lowest price, consistent with good service and quality. I also declare that I have no personal or business relationship with the listed vendor(s) that would be considered a conflict of interest, except as follows: (List Actual, Potential, or Perceived Conflicts of Interest) y ARaiart ilhnte nly Department: Eqvipment Maintenamu Is this purchase being paid with grant funds? ☐Yes ☑ No Funds Approval: Date: Authorized Financial Officer Account Number: City Manager Approval: Date: 3 Page | 45 of  Class 22-Autom obile Full Size Van Vendor Name: Manufacturer/Br STEPHENS MOTOR and: COMPANY Modal Name CHEVY EXPRESS Vendor Contac & Numbeт: t: MIKE BA LLARD C633706 Phona No.: 30 4-369-2411 Vahicle Regu irements: Emaik: mbal Classtficationt iard@stephensa Drive: Full Size Van uto.com RearWhee! Passenger se ating 15 minimum (inc luding driver) Manufacturer's Standard Availa Doors: 5,mtan: 1 Let Front, Standard Color Co ble Colors 1 Right de Front, 1 Passenger Side Mid Sody, 2 ColorDescript ion Whaelbase: Rear Facing. 134 in., minmum GVWR: GAZ WHITE 6250 lbs. mia, 9930 lbs. max. Engfaes 6 cylinder min imum for gasoli engines, 4 cylinder ne miamum for diesel Adkditional Requlveme Thevehtcle bid stal ets: l incude the tan pestion 3.1.1.1 of the sard equipment requirements as req mechiication utred in Vendor Bi d Response: Vehicte frel type Unit Price Gasotine S Hx-Ausl 45,549.00 s Diesel $ CNG/tud $ Hyborid $ Options: FOS Dealership: (Deduct) FOB Other tha n Metro Charte ston-Per Me N/A Note-The abov $ e detivery "optio 2.00 ns" above are not evaluated as par t of the award. Page | 46 of  CORRECT ORDER NUMBER MUST Department of Administration State of West Virginia Purchasing Division APPEAR ON ALL PACKAGES, INVOICES, Master Agreement OFWESTVIRGIN TE AND SHIPPING PAPERS. QUESTIONS 2019 Washington Street East CONCERNING THIS ORDER SHOULD BE Post Office Box 50130 DIRECTED TO THE DEPARTMENT Charleston, WV 25305-0130 Order Date: 10-27-2025 CONTACт. CMA 0212 0212 MVTRUCK26D 1 Procurement Folder: 1823706 Order Number: Reason for Modification: Document Name: CMA MVTRUCK26D AWARD OF CRFQ 0212 SWC2600000002 Document Description: MVTRUCK26-2026 OR LATEST MODEL VEHICLE Procurement Type: Statewide MA (Open End) Buyer Name: Telephone: Emall: Effective Start Date: 2025-11-15 Shipping Method: Best Way Effective End Date: 2026-11-14 Free on Board: FOB Dest, Freight Prepaid VENDOR DEPARTMENT CONTACT Vendor Customer Code: VC0000136962 Requestor Name: Mark A Atkins STEPHENS MOTOR COMPANY LLC Requestor Phone: (304) 558-2307 1508 MAIN STREETE Requestor Emall: mark.a.atkins@ww.gov OAK HILL Ww 25901 US Vendor Contact Phone: 3043692411 Extensioл: Discount Details: Discount Allowed Discount Percentage Discount Days 2026 FILE LOCATION #1 No 0.0000 o #2 No #3 No 4 No INVOICE TO SHIP TO VARIOUS AGENCY LOCATIONS STATE OF WEST VIRGINIA AS INDICATED BY ORDER VARIOUS LOCATIONS AS INDICATED BY ORDER No City WV 99999 No City WV 99999 US US CR 11-10-25 Total Order Amount: Open End Puchasing Diviston's Hile Capy 10/00/005 MA 10 PURCHASING DIVISION AUTHORIZATION ATTORNEY GEMERAL PPRON AS TO FORM ENCUMBRANCE CERTIFICATION DATE: ELECTRONIC SIGNATURE ON FILR toetace DATE:-25 ELECTRONIC SIGNATURE ON FILE ELECTRONIC SIGNATURE ON FILE Date Printed: Oct 27, 2025 Order Number: 11/18/2005 CMA 0212 0212 MVTRUCK28D 1 Page 1 FORM ID: WV-PRC-CMA-002 2020/01 Page | 47 of  Resolution No. 26-008 Introduced in Council: Adopted by Council: January 5, 2026 Introduced by: Referred to: Joseph Jenkins Finance 1 Resolution No. 26-008 – Authorizing the Mayor or City Manager to purchase a SimMan ALS 2 Manikin with tablet, accessories and technical coverage for the Charleston Fire Department 3 from Laerdal Medical Corporation in the amount of $51,133.95 pursuant to a competitively 4 sourced contract. 5 6 Be it Resolved by the Council of the City of Charleston, West Virginia: 7 8 That the Mayor or City Manager is authorized to purchase a SimMan ALS Manikin with tablet, 9 accessories and technical coverage for the Charleston Fire Department from Laerdal Medical 10 Corporation in the amount of $51,133.95 pursuant to a competitively sourced contract. Page | 48 of  INSTRUCTIONS: This form must be submitted to the City Manager’s Office for any purchase of materials or supplies costing $5,000 or more. A minimum of 3 quotes is required for this form. CITY OF CHARLESTON Purchase Request 12/12/2025 Date: _____________ To: CITY MANAGER, I request permission to purchase the following materials and/or supplies: _________________________ Interactive manikin with controller tablet, accessories, & _____________________________________________________________________________________ training course. 24 month technical coverage _____________________________________________________________________________________ Purchase justification: To provide training prop for assessment, __________________________________________________________________ administration, & stabilization of medical & trauma patients. _____________________________________________________________________________________ Sourcewell Contract 011822-LAE. _____________________________________________________________________________________ $51,133.95 If approved, the total purchase price will be: ________________________ (Check One) The price is less than the $25,000 permitted for purchases without advertising for bids and needing approval from City Council. I have not purposefully split the purchase request to keep the purchase under the $25,000 threshold and have not favored a particular vendor. I have not shared competitive information with any vendor(s). The proposed vendor is a sole source provider for the materials/supplies requested. (Skip to ITEM A on page 2.) Page | 49 of I have contacted the following responsible vendors and have attached their written quotes for the requested item(s): (Minimum of 3 Quotes Required) 1. Laerdal Medical Corporation __________________________________ 51,133.95 Price Quote: $_________________ 2. __________________________________ Price Quote: $_________________ 3. __________________________________ Price Quote: $_________________ 4. __________________________________ Price Quote: $_________________ 5. __________________________________ Price Quote: $_________________ Laerdal Medical Corporation The apparent low-bid vendor meeting specifications is: __________________________________ AND ✔ The low-bid vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector’s records, and I recommend authorizing the purchase through the low-bid vendor. Outside city limits OR I recommend not contracting with the lowest bidder meeting specifications and instead recommend contracting with ______________________________ because: _______________________________________________________________________________ _______________________________________________________________________________ Additionally, the recommended vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector’s records. ITEM A (For Sole Source Procurements ONLY) Explain what is unique about this vendor/brand and why your department must purchase this product: _____________________________________________________________________________________ _____________________________________________________________________________________ ____________________________________________________________________________________ Identify at least 1 independent third party who has verified the vendor is a sole source for the item(s) requested to be purchased, and submit his/her written opinion regarding the vendor’s sole source status: (Name & Phone Number)_______________________________________ 2 Page | 50 of REQUESTOR’S DECLARATION I declare that I have fully complied with the letter and intent of the City Code as it pertains to procurement and have exercised reasonable precaution to procure the item(s) requested above at the lowest price, consistent with good service and quality. I also declare that I have no personal or business relationship with the listed vendor(s) that would be considered a conflict of interest, except as follows: (List Actual, Potential, or Perceived Conflicts of Interest) ______________________________________ _____________________________________________________________________________________ City Manager’s Office Bernice A. Freas for CFD Department: ___________________________ Request Submitted By: _________________________ Is this purchase being paid with grant funds? Yes No ************************************************************************************* Funds Approval: _________________________ Date: ______________ Authorized Financial Officer 976C11 645900 **BUDGETED FY26** Account Number: _____________________________________________________________________ City Manager Approval: ______________________________ Date:_____________________ 3 Page | 51 of Page | 52 of Page | 53 of Page | 54 of Page | 55 of Page | 56 of Page | 57 of  Resolution No. 26-009 Introduced in Council: Adopted by Council: January 5, 2026 Introduced by: Referred to: Joseph Jenkins Finance 1 Resolution No. 26-009 – Authorizing the Mayor or City Manager to purchase one new Chevy 2 Express 2500 Cargo Van for the Charleston Police Department from Mid-State Auto in the 3 amount of $38,747.00 pursuant to a competitively bid statewide contract. 4 5 Be it Resolved by the Council of the City of Charleston, West Virginia: 6 7 That the Mayor or City Manager is authorized to purchase one new Chevy Express 2500 Cargo 8 Van for the Charleston Police Department from Mid-State Auto in the amount of $38,747.00 9 pursuant to a competitively bid statewide contract. Page | 58 of  INSTRUCTIONS: This form must be submitted to the City Manager’s Office for any purchase of materials or supplies costing $5,000 or more. A minimum of 3 quotes is required for this form. CITY OF CHARLESTON Purchase Request 12/31/2025 Date: _____________ To: CITY MANAGER, I request permission to purchase the following materials and/or supplies: _________________________ 2026 Chevy Express 2500 Cargo Van _____________________________________________________________________________________ _____________________________________________________________________________________ Budgeted rotation for vehicles. Purchase justification: __________________________________________________________________ Purchase via statewide contract. _____________________________________________________________________________________ _____________________________________________________________________________________ $38,747.00 If approved, the total purchase price will be: ________________________ (Check One) The price is less than the $25,000 permitted for purchases without advertising for bids and needing approval from City Council. I have not purposefully split the purchase request to keep the purchase under the $25,000 threshold and have not favored a particular vendor. I have not shared competitive information with any vendor(s). The proposed vendor is a sole source provider for the materials/supplies requested. (Skip to ITEM A on page 2.) Page | 59 of I have contacted the following responsible vendors and have attached their written quotes for the requested item(s): (Minimum of 3 Quotes Required) 1. Mid-State Chevrolet __________________________________ 38,747.00 Price Quote: $_________________ 2. __________________________________ Price Quote: $_________________ 3. __________________________________ Price Quote: $_________________ 4. __________________________________ Price Quote: $_________________ 5. __________________________________ Price Quote: $_________________ Mid-State Chevrolet The apparent low-bid vendor meeting specifications is: __________________________________ AND ✔ The low-bid vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector’s records, and I recommend authorizing the purchase through the low-bid vendor. Outside city limits OR I recommend not contracting with the lowest bidder meeting specifications and instead recommend contracting with ______________________________ because: _______________________________________________________________________________ _______________________________________________________________________________ Additionally, the recommended vendor is not delinquent on any financial obligations owed to the City of Charleston according to the City Collector’s records. ITEM A (For Sole Source Procurements ONLY) Explain what is unique about this vendor/brand and why your department must purchase this product: _____________________________________________________________________________________ _____________________________________________________________________________________ ____________________________________________________________________________________ Identify at least 1 independent third party who has verified the vendor is a sole source for the item(s) requested to be purchased, and submit his/her written opinion regarding the vendor’s sole source status: (Name & Phone Number)_______________________________________ 2 Page | 60 of REQUESTOR’S DECLARATION I declare that I have fully complied with the letter and intent of the City Code as it pertains to procurement and have exercised reasonable precaution to procure the item(s) requested above at the lowest price, consistent with good service and quality. I also declare that I have no personal or business relationship with the listed vendor(s) that would be considered a conflict of interest, except as follows: (List Actual, Potential, or Perceived Conflicts of Interest) ______________________________________ _____________________________________________________________________________________ City Manager’s Office Bernice A. Freas for CPD Department: ___________________________ Request Submitted By: _________________________ Is this purchase being paid with grant funds? Yes X No ************************************************************************************* Funds Approval: _________________________ Date: ______________ Authorized Financial Officer 976C10 645900 Account Number: _____________________________________________________________________ City Manager Approval: ______________________________ Date:_____________________ 3 Page | 61 of  CITY OF CHARLESTON Police Department Purchase Request Form Date: 12/30/2025 Purchase Order #: Vendor: Mid-State Chevrolet V12934 Phone #: 304-765-3988 Contact: Gary Gilbert Fax: 304-765-5269 Address: 26 Days Drive, Sutton, WV 26601 (Street, City, State, Zip) Quantity Description Unit Price Total Price 1 2026 Chevrolet Express 2500 Cargo 38,741.00 38,741.00 Color Silver Ice Metallic *standard size 6.00 6.00 1 Temporary Registration Plate TOTAL 38,747.00 Lt. R. Henderson Date: 12/30/2025 Requested By: Purpose of Request: New Transport Van. Budgeted Rotation. State contract pricing. State Contract Division Commander: Denied Approved LT. R.Henderson Date: 12-31-25 Bureau Commander: Denied Approved Date: 12/31/25 Chief of Police: Denied Approved Date: Budget Officer: Denied Π Approved X Bernice A. Freas Date: December 31, 2025 Council Action Date: Account: 976C10 645900 Budgeted FY2026 Form CPDPR Revised 05/20/05 Page | 62 of M Page | 63 of Page | 64 of