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District to demo McKinstry asset-management system to inform HVAC contracting
Summary
The committee heard a McKinstry presentation on district-owned asset-level data to inform an HVAC RFP and whether the district should hire in-house HVAC staff; administrators flagged the HVAC contract at roughly $350,000 per year and recommended a focused demo in June or July.
District staff told the facility committee they plan to bring McKinstry back for a longer demonstration of an asset-management product that would collect building-level HVAC data to inform future contracting and staffing decisions.
Chris Jones, senior account executive with McKinstry, told the committee the company collects detailed asset-level data that districts use to prioritize projects, model maintenance hours and estimate FTE needs. "It produces detailed very detailed asset level data that will be 100% owned by the district," Jones said. He recommended starting with an HVAC-focused pilot to generate the information necessary for a robust request for proposals.
Steve Summers (staff member) said the district currently spends about $350,000 per year on HVAC maintenance under contract with North American Mechanical and extended that contract through the 2026–27 school year to preserve warranties for the new middle school. Over a decade, Summers said, HVAC maintenance costs are in the three-to-four-million-dollar range, which makes the contract one of the district's largest line items.
Summers told the committee the McKinstry analysis would identify what HVAC work the district could do internally and where contracting would still be appropriate — including the number of technician FTE that might be needed. As an example, Summers said the analysis could show that hiring one FTE (with salary/benefits roughly estimated at $100,000) plus contracting for the remainder could reshape what the district requests in an RFP.
Committee members asked whether the review would require additional hires; Summers said the McKinstry deliverables include FTE requirements and a gap analysis of current skills. Jones also said the asset data would help the district design a more attractive and responsive RFP — historically the district had only one response to its last HVAC solicitation.
Next steps: staff proposed scheduling a 45-minute demo in June or July so committee members can see the product in action and decide whether to authorize a pilot focused on HVAC or a broader capital-maintenance program.
