Buying Big Toys: A Casual Guide to Getting Equipment the Right Way

Published on July 18, 2025

Let’s be honest – one of the best parts of working in a highway department is the equipment. New trucks. Bigger plows. Shiny new mowers. Who wouldn’t want to bring home some new toys for the crew?

But here’s the thing: before you go adding that $250,000 grader to your wish list or snapping up a used loader on Marketplace… you’ve got to follow the right process. Trust us, nothing will bring your buying spree to a screeching halt faster than not having proper authorization.

Start with the Plan

Before the first bid or quote, look at your department’s capital plan. Is equipment purchase on the radar this year? If not, you’ll need to make the case to your board, mayor, or selectboard to add it.

Tip: Even if you think you’ll need a piece of equipment two years from now, get it on the long-range plan now. It’s a lot easier to buy something that’s already in the budget.

Get the Green Light

Most towns and counties have strict rules about who can spend money, and how much. A common mistake is assuming you can buy what you need if the money is in your line item. In many cases, large equipment purchases need:

Approval from the board or council
A public bid or RFP process
Sign-off from finance or purchasing
(Sometimes) voter approval if funded by bonds or special appropriations

Bottom line: Before you sign any paperwork or shake hands on a deal, make sure you have all the approvals in writing. No one wants to explain an unauthorized $100k expense.

Shop Smart

Once you’re cleared to buy, now the fun starts – demoing equipment, getting quotes, and comparing features. Remember to:

Check cooperative purchasing contracts (like Sourcewell). They can save time and money.
Ask neighboring towns what they use and trust.
Think about lifecycle cost, not just purchase price, but maintenance, fuel, and resale value.
Make sure your garage can handle the new machine (clearance, power needs, service tools).

Seal the Deal (Properly)

When you’re ready to commit:

Ensure the purchase contract or PO is signed by the right authority, often a board chair, purchasing officer, or supervisor.
Double-check the funding source. Capital fund? Highway reserve? Lease purchase?
Keep a paper trail. You never know when someone will ask how the deal came together.

As a highway superintendent, you’re a trusted steward of public funds. Buying equipment is one of the most visible ways you show your community that you take that job seriously.

So go ahead and spec out that plow truck. Just make sure the paperwork is done before you fire it up.

Tagged: Road Maintenance Highway Department Heavy Equipment Equipment Town Board Purchasing