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Marlboro board rejects HVAC bids for Asher and Robertsville, sets rebid; approves AME contract increase after transformer damage
Summary
The Marlboro Township Board of Education voted to reject all bids for HVAC improvements at Asher and Robertsville schools and directed staff to rebid the project after finding two under-budget proposals non-responsive or non-responsible. The board also amended an AME building-controls contract from $100,000 to $150,000 to cover repairs tied to a March transformer surge; insurance is expected to reimburse costs.
The Marlboro Township Board of Education on April 20 voted to reject all bids for HVAC improvements at Asher Homes and Robertsville schools and directed administration to rebid the project, board members said during a lengthy discussion about bid responsiveness and contractor qualifications.
Board members and administrators said the district received 10 bids; eight exceeded the board's budget and two came in below the budget but were judged either non-responsive (failed to meet bid specifications) or non-responsible (lacked required elements to demonstrate ability to complete the work). Administration told the board those defects included omissions such as missing subcontractor disclosures and incomplete affidavits listed in the public resolution. The district plans a pre-bid meeting April 27 and to open rebid proposals on May 8, with an award expected on the May 19 agenda.
"Responsive means you have to be responsive to the bid specifications," an administration representative told the board, adding that "responsible" also requires evidence the bidder can complete the project successfully. Board members pressed for details on what went wrong and whether rebidding would meaningfully change outcomes; administrators said some defects could be corrected and that revealing low figures previously may encourage more competitive, compliant bids.
Separately, the board approved an amended resolution increasing the district's contract cap with AME Building Management Systems from $100,000 to $150,000. Administration explained the higher amount is needed to repair building controls damaged by a March power surge at Marvel Elementary School and that insurance is expected to cover the additional cost. "Insurance is going to be covering that," the administrator said, but purchasing law requires the board to authorize expenditures that exceed statutory thresholds.
Public commenters raised concerns about transparency and procurement fairness. Valentina Mendez asked why the AME increase lacked a public scope explanation and sought details on market analysis and the steps being taken to secure qualified, compliant vendors in the rebid. Another commenter asked whether the district could simply move to the next-lowest bidder instead of rebidding; administration and counsel said technical defects and budget realities made rejection and rebid the appropriate response.
The board was repeatedly told that the rebid should not change the project's scope or the anticipated timelines for completion; administrators said ordering of equipment and some pre-construction work could proceed and that full installation was still expected next spring. The board will review new bids at the May 19 meeting if the rebid schedule is met.
Action and next steps: the board approved the motion to reject the bids and to rebid the HVAC improvements (TMA project 2518). Administration said the pre-bid meeting is April 27, bids will be opened May 8, and award recommendation is scheduled for the May 19 agenda. The AME contract increase was authorized so the vendor can be paid for urgent repairs pending insurance reimbursement.
