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Council defers $80K–$120K manor HVAC decision to gather clearer, comparable quotes
Summary
Blythewood council postponed a decision on replacing HVAC units at Dokko Manor and asked staff to obtain apples‑to‑apples quotes and vendor maintenance details before the special meeting.
The Blythewood Town Council deferred action on proposals to replace the Dokko Manor HVAC system after councilmembers said they lacked comparable, complete quotes and warranty/maintenance details. Staff had presented three vendor packages with differing scopes and pricing.
What council heard: Staff and vendors described competing proposals. One vendor cited an $87,285 quote to replace eight units; another vendor, CoolCare, offered three tiered packages ("good," "better," "best") with a "best" package for six units at $99,412 and additional separate pricing for the remaining two units (about $23,000), which would bring an all‑eight replacement to roughly $122,000. A vendor representative said the town is on a maintenance plan with his company and that the monthly maintenance contract is $250 per month. Council members pressed for an apples‑to‑apples comparison of equipment, warranties, and service agreements.
Staff recommendation and council response: Staff recommended replacing all units at once so the building units would be on a common lifecycle; councilmembers said they supported replacing failed units immediately but wanted competitive bids and clearer line‑item comparisons (unit counts, which spaces require a mini‑split, service contract terms, and any financing/leasing proposals) before approving a large capital expenditure. Council requested vendors include a quote for a mini‑split to serve the grooms room, which some vendors recommended as a supplement.
Action taken: Councilwoman Page moved to defer the HVAC item to the council's special meeting; the motion was seconded and passed. Council asked staff to return to the May 29 special meeting with clarified quotes, a comparison table (equipment vs. equipment), and recommended procurement approach.
Ending: The council did not award a contract. Council members emphasized they wanted the installer to also provide the ongoing maintenance agreement if selected, to avoid future warranty/maintenance disputes.
