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HEB ISD reviews RFQ responses for districtwide facility condition assessment; staff estimate ~$875,000 initial cost
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Summary
Board discussed a deep facility condition assessment to inform maintenance and capital planning; staff received 20 RFQ responses, recommend evaluating shortlisted firms, and described a districtwide scope focused on MEP systems with an expected initial cost around $0.25–$0.35/sq ft (~$875K for example area).
HURST-EULESS-BEDFORD ISD staff recommended the board authorize a districtwide facility condition assessment (FCA) to produce a detailed, updateable road map for maintenance, capital planning and lifecycle management.
Josh described the FCA as a "road map, not a blueprint" that will catalog electrical panels, water heaters, valves and mechanical systems and enable the district to produce a facility-condition index (FCI) used to prioritize repairs or replacement. He said staff ran a qualifications-based solicitation (RFQ/proposals) and have received roughly 20 responses; the next step is to evaluate qualifications, interview top firms and return with a recommendation for award.
On scope, Josh said the initial FCA will focus on MEP (mechanical, electrical, plumbing), structural systems and building administration components; the district will not include roof inspections in this contract because Armco conducts an ongoing roof assessment and the roofs will be added to the FCA package separately if needed. Safety, security and ADA elements were discussed as possible later additions—staff excluded them from the initial qualifications so vendors could be evaluated on a consistent baseline.
Josh and board members discussed frequency and cost: best practice is a full FCA every three to five years with smaller update cycles thereafter. Josh cited an illustrative price range of $0.25–$0.35 per square foot and gave an example district estimate of about $875,000 for a 3,500,000-square-foot inventory. He said the initial up-front assessment is the most expensive element; future refreshes typically run about 20% of the initial cost if the district maintains the living plan.
Board members asked operational questions about how the FCA would inform future bonds and maintenance prioritization; Josh and maintenance staff said the FCI can flag campuses for replacement versus targeted system investments and can improve preventive maintenance scheduling. Staff did not request immediate board action to award a contract at this meeting; they will return with an evaluation and recommendation after the qualification review and interviews.
