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Board tables proposed rooftop HVAC replacements after procurement concerns
Summary
The board postponed a $776,941 rooftop HVAC replacement package for three elementary buildings and requested additional procurement detail, citing vendor reliance, price premium and lead times.
The USD 262 Board of Education voted to table consideration of proposed rooftop HVAC replacements after trustees requested more detailed pricing, procurement alternatives and vendor comparisons.
Why it matters: The district identified rooftop units with long lead times and presented an option to replace multiple units across elementary buildings this summer. Trustees asked for more detail on pricing, vendor selection and whether competitive bids would produce lower costs.
What staff presented
District staff summarized a recommendation labeled “Option 1” covering rooftop unit replacements and required controls at Abilene Elementary, the intermediate school and West Elementary. The package estimate presented in the meeting was $776,941. Staff said lead times on units are approximately 12–16 weeks and noted there is a premium to use a cooperative purchasing route (Greenbush purchasing cooperative), which the district used to procure the scope without a competitive public bid.
Board concerns and requests
Trustees questioned whether the district had sought competitive bids, asked for a clearer breakdown of the proposed costs, and requested alternative procurement approaches. One trustee said the submitted numbers “look really high” and preferred more information before approving. Staff offered to gather the requested details and suggested the board could consider a special meeting to act before pricing windows expire.
Board action
A motion to table the HVAC proposal passed unanimously (motion by Shawn; second; vote 5-0). Staff said they will provide an itemized cost breakdown, alternative procurement options and a timeline for any future approval to allow summer installation if the board chooses to proceed.
Next steps
Staff will return with the requested information and said they could schedule a special meeting if the board wants to approve within supplier price windows; the board asked for a list of bid alternatives and line-item pricing before moving forward.
