Trousdale County Board OKs purchase of 160-ton Trane chiller for middle school, adds optional five-year warranty

The Trousdale County Board of Education voted unanimously on Aug. 19 to purchase a 160-ton Trane chiller for the middle school using the OmniPartners purchasing agreement and to add a five-year parts, refrigerant and labor warranty.

Board Chair (S1) introduced the agenda item after staff presented a consultant load study recommending 150 tons and staff noted that Trane machines are available in 140- and 160-ton sizes. “So all I need from you is a yes or no,” the chair said as the board prepared to decide on the larger unit.

Why it matters: The chiller is part of a capital repair the district says is needed to maintain building systems and avoid future disruptions to cooling in spring months. Staff estimated a lead time of roughly 16 to 20 weeks for delivery, meaning the district is aiming for installation in late winter or early spring. The board was explicit that the purchase vote covered the equipment only; installation will be contracted and paid for separately.

What the board approved and how it will be funded: The board approved buying the 160-ton chiller and adding the extended five-year warranty option. Staff said adding the five-year warranty would cost $7,159 (parts, refrigerant, labor). The district also expects to qualify for a reimbursement incentive calculated at $200 per ton, which staff estimated would be about $32,000. Staff told the board the district will submit the reimbursement application after the unit is installed.

Procurement process and bids: Staff said the purchase will piggyback an OmniPartners/Trane national contract (staff described it as a clarity/OmniPartners bid), noting that the district often uses that contract to expedite purchases rather than running a separate local solicitation. Board Member (S4) said the district would still solicit competitive bids for installation services and verify certified installers before contracting installation.

Timing and next steps: Staff told the board the chiller build/delivery would take approximately 16—120 weeks. The board voted to authorize purchase of the unit and the warranty; staff will proceed with scheduling installation bids, confirm qualified installers and file the reimbursement application following installation.

Other context from the meeting: The board also heard routine reports on enrollment, staffing and school activities. Administrators reported district enrollment at 1,369 students (a net increase of two compared with the same date last year), noted growth at the middle school and several recent staffing updates, including an athletic trainer resignation and a teacher swap with neighboring Wilson County.

Direct quotes from the meeting: “"It comes with a 2 year warranty. We can increase that warranty to 5 years by adding $7,159,"” said Board Member (S4) while outlining the extended warranty option. ""All I need from you is a yes or no,"" said Board Chair (S1) as members moved toward a vote on the larger unit.

What the record does not specify: The meeting record includes different price references during discussion and a single explicit price reference to equipment of "$150,000" earlier in the packet; the formal motion and vote approved procurement via the OmniPartners/Trane contract and the five-year warranty but did not include a clearly stated final installed cost or a fully itemized budget for installation in the transcript. The board said installation would be handled separately and will be the subject of later contracting and budgeting steps.

Next procedural step: Staff will solicit installation bids and finalize contracting; the district will apply for the reimbursement grant after the chiller is installed, and the board will receive follow-up procurement and installation details at a future meeting.