Facilities committee reviews fuel and maintenance bids, approves boiler change order for North auditorium pool

The Facilities Committee reviewed a set of smaller procurement items at its April 3 meeting, including fuel and propane bids, a preventive‑maintenance agreement for boilers and water heaters, and a contract change order for pool boiler work at the North auditorium.

Fuel and propane bids Jessica Bridal, supervisor of facilities, told the committee the district received one bidder for number‑2 fuel oil and unleaded gasoline; that vendor offered floating differentials of $0.45 per gallon for number‑2 fuel oil and $0.29 per gallon for 87‑octane gasoline. Bridal explained the floating price means the district pays market price plus the differential.

On propane, Bridal said the district received two bids and favored a fixed‑price approach to limit volatility. She reported Sharp Energy offered the lowest fixed price at $1.38 per gallon. The committee was told the intermediate unit (IU) issues a separate propane bid and the district would use a 30‑day contract out clause if an IU rate proved materially cheaper.

Boiler and maintenance contracts Diversified Refrigeration, the local representative for ERCO equipment, quoted a preventative‑maintenance program covering boilers and water heaters at several schools. Bridal told the committee Diversified held most prices at last year’s level and that the total cost for the districtwide preventive‑maintenance agreement would be $14,612 per year; service frequency was twice a year. Committee members asked whether maintenance contracts included parts (they do not) and why vendor service is used in addition to district maintenance staff; Bridal said vendor technicians provide equipment‑specific training and certifications not available in‑house.

North auditorium (pool) change order Bridal reported a contractor change order tied to pool boiler installation at the North auditorium: the manufacturer required installation of a damper in the flue (breeching), the contractor added a 3‑inch loop in locker room/boiler supply lines to provide redundancy, and an existing three‑way valve had to be replaced because it would not operate with the new heating configuration. Bridal said the change order totals $33,346.84. No formal vote was recorded at the meeting; the committee agreed to place the items on the next meeting agenda where formal action can be taken.

What the committee asked staff to confirm - Whether the propane IU price, if lower, would lead the district to exercise a 30‑day contract out; staff confirmed the standard 30‑day clause applies. - Whether preventive‑maintenance contracts include parts (they do not) and whether district staff can be trained to perform vendor work (staff said training and certification would be more extensive and not recommended for all equipment).