District moves to issue RFPs for preventive‑maintenance work; CM3 and Divine Brothers cited for HVAC scope
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Summary
Administration told the facilities committee it will issue RFPs for 33 Priority‑1 preventive‑maintenance items identified by CM3 and pursue a preventive‑maintenance contract for three chillers and cooling towers; operations estimated about $400,000 for the Priority‑1 items and noted expected savings from twice‑yearly HVAC servicing.
District operations briefed the facilities committee on Nov. 18 about preventive‑maintenance planning and upcoming procurement steps.
Operations said CM3 completed retro‑commissioning reports and initial preventive‑maintenance work and that staff will issue an RFP covering the 33 Priority‑1 items identified in CM3’s analysis. Operations estimated that the 33 items would total about $400,000 in cost before competitive bidding and said the business office will run the RFP to seek better pricing.
Separately, operations said the district has been working with Divine Brothers on a preventive‑maintenance program for three chillers and three cooling towers. The district described the chiller preventive‑maintenance program as important for extending equipment life and improving energy efficiency; operations estimated about $40,000 per year to perform startup and shutdown maintenance twice annually.
Administrators said the HVAC preventive‑maintenance contract approved earlier covers most district HVAC units (a three‑year flat‑rate contract with CM3) but that chiller and cooling‑tower maintenance was intentionally excluded and is being negotiated separately. The chilled‑water preventive program remains under review by the business office and will be discussed in the finance committee portion of the meeting.
Board members and community members asked whether the chiller work and the HVAC contract are with the same vendor; operations clarified the district’s existing CM3 contract covers most HVAC units but not the chillers/cooling towers, which are separate. The administration said they will return with exact contract language and cost details during the finance discussion.
No final contract was approved at this meeting; staff said the RFPs and contract proposals will be posted on BoardDocs ahead of the board consideration.