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Board prepares RFP to replace Johnson Controls preventive-maintenance contract
Summary
The district plans to issue an RFP to replace or succeed Johnson Controls for preventive maintenance on HVAC systems; key dates: RFP release June 4, pre-proposal conference June 11, proposals due June 25, recommendation July 8 and potential contract start Aug. 1.
Beatrice Public Schools staff told the board they will issue a request for proposals to secure preventive maintenance and HVAC control services currently provided by Johnson Controls, whose contract is due to end Aug. 1.
Unidentified Speaker 4 outlined the procurement timetable: release the RFP on June 4, hold a pre-proposal conference at the district office on June 11 at 10:30 a.m., set proposals due June 25, bring a recommendation to the board on July 8 and, if approved, begin the new contract Aug. 1. "June 4th, we would release the RFPs ... June 11th ... we'll be in here at 10:30 ... June 25th, RFPs will be due ... July 8th, we will bring a recommendation to you," the presenter said.
Staff emphasized technical requirements: vendors must be able to access the district's Medisys HVAC control system via a virtual private network (VPN), demonstrate technician capacity and provide timely support for three buildings (middle school, high school and district office) while elementary equipment remains under warranty for the next one to two years.
The board discussed likely vendor capacity and the pros and cons of large commercial contractors versus local firms. Staff said there are several qualified commercial vendors but technicians' availability and remote VPN capability would be deciding factors.
Next steps: release the RFP, host the pre-proposal conference and return with ranked proposals and a recommendation in July for the board's consideration.
