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Carroll County approves $19,093 service agreement for HVAC work, requires monthly itemized reports
Summary
Commissioners approved a fiscal‑year 2026 service agreement renewal for HVAC/filter work at $19,093 — a 14.3% increase over last year — and required the contractor to provide monthly, itemized statements and additional documentation before next renewal.
Carroll County commissioners approved a fiscal‑year 2026 service agreement renewal with the county’s HVAC/service contractor for $19,093 and required the contractor to provide monthly itemized statements and additional documentation for work performed, county officials said during the meeting.
The renewal represents a 14.3% increase from the contractor’s previous annual amount of about $16,700. Matt, the contractor’s representative, told the board the increase is “mostly labor” and said the company had “underestimated the amount of time it was gonna take us to do the work. So we’re just trying to get some of that back.”
Commissioners and county staff discussed the scope of the service agreement: the contractor replaces filters and inspects equipment; the work is largely filter changes (about 90% of the work), with dedicated air units serviced monthly and other units quarterly. Board members asked for more documentation of on‑site work — for example, records showing which filters were replaced, time spent on each visit and any additional maintenance performed such as checking condensate traps or cleaning coils. The board stipulated that renewal approval be contingent on receiving monthly reports from the contractor to allow county staff and commissioners to review labor and materials billed.
County staff and one commissioner noted the new total includes service at both the courthouse and the jail and estimated work time split roughly half and half between the two locations. The board also discussed warranty status: the building’s one‑year construction warranty expired in May, though manufacturer warranties may still apply.
Commissioners suggested the county consider in‑house training for some routine tasks to reduce future costs; the county and contractor agreed to review documentation and the balance of contracted versus county labor before next year’s renewal. The motion to approve the FY26 service agreement with the requirement for monthly, itemized statements carried on a voice vote.
The board did not provide a roll‑call vote tally in the meeting minutes; the approval was recorded as a voice vote with the motion carrying.
