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Board approves New Certified Systems for multi‑year fire‑alarm replacement despite cost uncertainty
Summary
The Lebanon Community School District board approved a design‑build contract and a $15,000 preconstruction agreement with New Certified Systems for a districtwide fire‑alarm panel replacement program; staff estimated the program at roughly $1.6 million–$2.1 million and cautioned that guaranteed maximum prices will be set per‑project when each summer scope is bid. The contract passed 3–2.
The Lebanon Community School District board voted to award design‑build services and a $15,000 pre‑construction contract to New Certified Systems for a multi‑year fire‑alarm panel replacement program, a motion that passed on a 3–2 voice vote.
Staff told the board the district issued a request for proposals on April 17 and received four bids on May 6. The selection committee ranked proposals on eight criteria and recommended New Certified Systems (the company that previously maintained the district’s panels and installed the panel at Seven Oaks). Facilities staff said the preconstruction contract will let the district begin design work and early planning.
"If we don't have a fire alarm that's currently up to code, we have to close the school immediately until we fix that," the facilities presenter said, stressing the program’s urgency and the potential for operational disruption if systems fail.
The district estimated total program costs at approximately $1.6 million to $2.1 million, a range that includes design, installed equipment, contractor soft costs and an assumed 6% compounded annual price escalation across a five‑year plan. Staff said the work will affect nine sites (10 alarm panels) and that site‑by‑site costs vary widely; the district expects to bid and set guaranteed maximum prices on the specific buildings selected each summer rather than lock a single guaranteed maximum for the entire multi‑year program today.
Board members pressing staff for tighter cost controls said they were worried the broad estimate left too much financial uncertainty. Staff replied the phased approach — doing two buildings in the first summer and reassessing — provides flexibility and gives the district spare parts and replacements sooner.
A motion to approve the contractor and the $15,000 pre‑construction contract passed; meeting remarks recorded the outcome as three in favor and two opposed. The motion did not include a guaranteed maximum price; staff said the district will establish per‑project GMPs when each package is bid.
Next steps: staff will execute the pre‑construction agreement with New Certified Systems and return to the board with bidding documents and site selection for the first summer package.
