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District staff seeks approval to purchase two 23-year-old rooftop HVAC units using adequate-facilities funds
Summary
Facilities staff told the board they had quotes and a new procurement contact to purchase and install two rooftop HVAC units for an elementary school; installation was quoted at about $6,500 and the purchase will be paid from recently identified adequate-facility funds.
Facilities staff informed the Cannon County School Board that two rooftop HVAC units serving an elementary school are original equipment approaching 23 years of service and are producing recurring problems, and staff requested authority to proceed with procurement and installation.
The presenter said she had located a direct vendor contact for Trane units, which would allow the district to purchase without multiple sales intermediaries and to use a state contract that keeps the purchase below bid thresholds. She said the installation subcontractor estimated no more than $6,500 to frame and set the two small units and that the subcontractor indicated he could reduce the price to as low as $5,500.
Funding for the units would come from a recently identified pool of adequate-facility funds the district received a few months earlier, the presenter said, so the cost would not reduce the operating budget. Staff also noted an 8-to-10-week lead time for delivery and said the goal is to complete installation early in the summer; a larger rooftop unit for the cafeteria discussed previously will require separate timing.
The presenter asked the board to approve two steps: authorization to purchase the units through the identified contract route and a separate approval for installation. No formal vote was recorded in the transcript during this portion of the meeting.
Board members thanked staff for the work and asked whether staff had coordinated with the finance office and with procurement. The presenter said she had discussed state-contract thresholds and that the vendor and installer are within those limits.
No contract number or vendor quote line items were provided in the transcript; the presenter said she could provide detailed pricing and vendor contact information at the board’s request.
