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Board hears mixed HVAC project update; warranty timing and incomplete documentation worry members
Summary
Facilities staff reported most HVAC units installed but four units still have issues; board members pressed for better documentation of completion, contract warranty start dates, and invoices before releasing final payments.
Facilities staff and the project manager updated the board April 7 on a multi-year HVAC contract, saying most units are installed but at least four remain problematic.
The administration provided invoices and a pay-request analysis to the board and said that several classroom and building units were installed earlier in the project cycle and have been running for years. Facilities staff reported the current issues affect one unit at the high school science wing, one at Denman, one at the BMT building and one in the annex; work was under way and parts had been ordered for at least one unit.
Contractor involvement and warranty concerns During the meeting, staff said the contractor (represented in conversations by Kessler and Upchurch) has been responsive and that Brett Hartman, the contractor’s project manager, has returned to address punch-list items. Staff reported the contract ties warranty obligations to the date of substantial completion and that the contractor agreed to a date to start a one-year labor warranty after finishing a set of repairs.
Board members repeatedly asked for clearer, auditable documentation to “follow the money” before final disbursements. One board member said payments should be accompanied by the architect’s sign-off and project documentation so the finance office can verify completion; another cautioned that the contract language on warranty duration and coverage was not always clear in the reports the board had received.
Current site issues and next steps Facilities staff said they would supply a building-by-building list of installed units and outstanding issues. The board directed administration to ensure that pay requests include the architect’s certification and the project manager’s documentation and to provide a final accounting and timelines for warranty coverage at the regular meeting.
Ending The district will collect and deliver itemized completion documentation, clarify the warranty start dates and return to the board with a recommended procedure for certifying completion and releasing final payments.
