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District moves to implement CalSHAPE HVAC grant after staff finds unspent funds and missed deadlines
Summary
Newark Unified told the board it found a prior CalSHAPE grant with roughly $992,621 available and about $139,975 already spent; staff issued an RFP and recommended a vendor to administer the grant and perform air‑quality upgrades aimed at classroom HVAC filters, CO2 sensors and thermostats.
District staff told the board on Aug. 5 that they discovered an awarded CalSHAPE (school healthy air, plumbing and efficiency) grant and moved quickly to issue an RFP to protect the funds and implement air‑quality upgrades.
The CalSHAPE award is roughly $1.13 million in total; staff said a first payment of approximately $566,298 had been received and that about $139,975 of that amount had been spent. Because reporting and procurement milestones were at risk, staff ran an RFP to select a vendor to administer and implement the grant work and recommended the board authorize the chosen contractor to proceed. Staff and the superintendent said the grant includes specific eligible items — CO2 sensors, filter replacement, HVAC controls and select efficiency measures — and that properly managed, the award can pay for technical upgrades and site work that will improve classroom ventilation and monitoring.
Trustees and staff acknowledged there had been missed deadlines and administrative gaps earlier in the grant lifecycle; several members said the district lost additional potential CalSHAPE funding by not having a manager or RFP in place earlier. Staff emphasized the value of hiring a qualified administrator (paid from the grant) who will do audits, perform site assessments and file the state reporting that unlockes subsequent payments.
Board members asked whether CalSHAPE upgrades would fully fix the district’s HVAC problems; staff said the grant covers maintenance and monitoring upgrades (thermostats, CO2 sensors, filtration) for classrooms but does not replace major system engineering when systems are fundamentally mis‑specified or failing. The superintendent said larger system repairs and upgrades remain in scope for Measure O projects.
Board action: trustees voted to approve the RFP award and to authorize staff to use the grant funds under CalSHAPE rules to purchase eligible equipment and services.
Next steps: the vendor will complete site audits, replace eligible filters and sensors, submit required invoices and reporting, and assist the district in applying for additional CalSHAPE phases as appropriate.
