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CUSD 300 committee reviews purchase of activity buses and several contract extensions
Summary
Staff recommended buying two 2019 activity buses, leasing two 2025 buses, and extending multiple service contracts including custodial uniforms, fuel and lubricants, intercom replacements, mats/mops/towels, PE uniforms and student photography.
CUSD 300 staff recommended the Board Operations Committee approve a mix of purchases, leases and contract extensions covering transportation and multiple district services.
Transportation staff said the district has used activity buses for about 15 years to lower field-trip costs and save roughly $125,000 annually compared with chartered school buses. Staff proposed purchasing two 2019 activity buses at $66,308 each (total $132,616) and leasing two 2025 activity buses under a five-year lease costing $41,980 annually. The presentation said keeping the purchase option saves about $13,156 compared with leasing and allows the district to retain resale value after five years. The replacement plan would maintain the current fleet size of seven activity buses by selling two 2009 buses, with estimated resale of about $5,000 per vehicle.
Facilities and operations staff also presented several contract-extension recommendations:
- Custodial uniforms: extend Service Wear Apparel (Nashville, Tenn.) for one year from April 1, 2025, through March 30, 2026, at an estimated value of $86,675.24 to be paid from Fund 20 (buildings and grounds). Staff said the proposed 2.48% price increase is below the district threshold of 3.4%.
- Fuel and lubricants: extend fuel delivery and lubricant contracts for one year (04/01/2025–03/31/2026) with Al Warren Oil Company (gasoline/diesel delivery) and Bridal Coal Inc. (lubricants), with estimated delivery/contract amounts of $17,110.87 (delivery fees plus OPIS fuel cost and taxes) and $26,638 for lubricants; funding sources include operations and maintenance, drivers education, security and transportation budgets.
- Intercom/clock replacement: award Applied Communications Group for summer 2025 replacements and upgrades at multiple schools (Carpentersville, Hampshire Middle School, Golfview Elementary, Lakewood Elementary and Oak Ridge School). Project cost was quoted at $1,735,352 with total including contingencies of $2,228,551 to be paid from Capital Improvement Fund 60. Staff noted Oak Ridge currently lacks an intercom system and would receive a new installation.
- Mats, mops and towels: extend Cintas (Greenville, Wis.) for March 1, 2025–Feb. 28, 2026, at an estimated $151,498 from Fund 20.
- PE uniforms: extend current vendor EPI for 04/01/2025–03/30/2026 at $50,826.80; student fees pay for uniforms though economically disadvantaged students who qualify for fee waivers receive replacements.
- Student photography: extend VIP for services from June 1, 2025–May 30, 2027; the vendor provides student packages, staff ID badges and graduation photos, with parents purchasing photo packages.
No formal committee votes were recorded on these recommendations during the meeting; staff presented the fiscal impacts and funding sources for committee consideration.
