Palmyra Area School Board approves $2.13M HVAC contract for Pine Street Elementary; hires temporary PIMS support

The Palmyra Area School Board voted Feb. 26 to award a $2,134,361 contract to SiteLogic for HVAC replacement work at Pine Street Elementary and approved a separate professional services agreement to secure temporary PIMS (state reporting) support from Lancaster-Lebanon IU 13 at $150 per hour.

Board President (speaker 1) told the board the district compared three competitive bids and emphasized warranties, maintenance plans and completion guarantees as deciding factors. Board member Simons, who moved the HVAC motion, said the finance committee reviewed revised proposals and asked for a discussion before finalizing a motion. After discussion, the board approved the SiteLogic scope of work by voice vote.

Why it matters: Pine Street’s HVAC replacement is part of the district’s broader capital-maintenance work intended to address long-standing deferred maintenance. District administrators highlighted SiteLogic’s one-year workmanship coverage, its preventative maintenance plan and a guaranteed first-year energy-savings estimate included in its proposal as factors that set it apart from other bids.

What the board said: Board member Andrew (speaker 15) urged colleagues to consider the long-term relationship with SiteLogic, saying, “I looked through these contracts, and just from looking at what's here, it seems that there's a real benefit to working with SiteLogic and continuing that relationship moving forward.” The president later told the room the district’s review of bids and negotiating window produced savings: “we've saved… $23,000,” she said, referencing the difference between the lowest bid presented at the prior meeting and the low bid presented this evening.

Contract details and timeline: SiteLogic’s bottom-line bid of $2,134,361 included a one-year workmanship warranty and a maintenance program the administration said the other bidders did not offer on equivalent terms. The SiteLogic agreement includes liquidated damages of $500 per day for delay beyond a referenced substantial completion date (Aug. 15) with a cap reported in the contract text of $10,000. Administrators also noted SiteLogic offered grant-writing support tied to public school facility improvement grant applications; the company’s proposal indicated it would take a 4% fee of grant awards it secures for the district, but would waive that fee if SiteLogic is awarded construction work for the project the grant funds.

How it will be paid for: Board members said the district plans to use funds from the capital reserve to pay for the Pine Street project. During discussion a board member stated the district has ‘‘about a little over $7,000,000’’ in capital reserves not currently attributed to projects. The board did not approve additional borrowing at the meeting.

Other finance actions: The board approved a professional services agreement with Lancaster-Lebanon IU 13 to provide PIMS support (state reporting) while the district fills a departing staff position. The temporary contract will bill at $150 per hour in 15-minute increments; administrators said the work is time-sensitive because commonwealth reporting deadlines are upcoming. The finance committee also approved a consent agenda that included the district audit acceptance and a public school facility improvement grant resolution.

Public comment and context: During public comment, Pine Street staff and residents urged the board to prioritize building safety and clarified that Pine Street teachers are committed to students. Nicole Harner, speaking on behalf of Pine Street staff, said, “Pine Street is more than just a school to us,” and asked the board to represent the school respectfully when it is discussed publicly.

What happens next: The board approved the SiteLogic contract and PIMS support by voice votes and moved on to committee business. Administrators said they will coordinate with SiteLogic on grant applications and next-step scheduling to meet the district’s maintenance timeline. The board did not record individual roll-call tallies for the motions; outcomes were announced as carried.

Votes at a glance - Motion: Approve scope of work with SiteLogic for HVAC work at Pine Street Elementary for $2,134,361 — Outcome: approved by voice vote (motion carried; no roll-call tally recorded). Mover: Mr. Simons; second: (record indicates seconded). - Motion: Approve professional services agreement for PIMS support with Lancaster-Lebanon IU 13 at $150/hr — Outcome: approved by voice vote.

The board adjourned to committee work following routine reports.