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Board awards HVAC preventive‑maintenance contract to Alpha Energy Solutions with H.E. Newman as backup
Summary
The board approved a preventive‑maintenance HVAC contract to Alpha Energy Solutions at $221,108 and designated H.E. Newman as the secondary vendor at $327,860; staff said preventive work is billed quarterly and repairs hourly.
The Monongalia County Board of Education on July 22 awarded a preventive‑maintenance HVAC contract to Alpha Energy Solutions and named H.E. Newman as the secondary contractor.
Nicole, a district staff member handling procurement, told the board the district restructured the bid to emphasize preventive maintenance and split out controls, regular repair and preventative work. She recommended the low bidder for primary award and a secondary contract to ensure continued service if the primary vendor cannot meet requirements.
Nicole gave the amounts on the record: “Alpha Energy Solutions at $221,108. And then the secondary contract would be to H. E. Newman for $327,860.” When board members asked how a switch to the secondary contractor would be billed, Nicole said, “for the preventative maintenance, it's billed on a quarterly basis. And then for the repair and maintenance and the controls, it is bid at an hourly basis.”
Staff said the procurement required bidders to attend a mandatory pre‑bid meeting and the district publicized the opportunity in the newspaper for three days. Nicole explained the backup award avoids a full rebid if the primary vendor fails to meet contract specifications.
The board voted to approve the recommended award; motions were moved, seconded and carried by voice vote.
Why it matters: HVAC preventive maintenance is a recurring operating expense that affects school building safety, comfort and long‑term equipment costs. The district’s approach prioritizes predictability and continuity of service.
Next steps: Staff will execute the primary contract with Alpha Energy Solutions and invoke the secondary contract only if performance issues arise.
