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Board debates procurement path for BEST grant work and seeks additional documentation after earlier intent-to-award
Summary
Superintendent reported scope and timeline changes since a 2022 advertisement for BEST grant work and said prior leadership issued an intent-to-award without full public advertisement; legal counsel advised compiling 2022 RFP/advertisement materials to preserve options. Board discussed hiring an owner's representative versus a design-build and emphasized accountability for a large HVAC and secondary-campus project.
Superintendent Marsha Cody told the board that the BEST grant project scope and budget have evolved since a 2022 advertisement and that district staff previously issued an intent-to-award for a design-builder in 2024 without following a full, current procurement advertisement. Legal counsel advised that if staff can document the original 2022 advertisement and RFP materials, the district's current procurement path may remain viable, but that doing a new RFQ/RFP would introduce delay.
Cody and Mr. Jay Hoskinson outlined options: (1) open a new RFQ for an owner's representative who would then lead a design-build procurement; or (2) proceed to hire a design-builder directly. Several board members favored hiring an owner's rep to provide an accountability layer for a project that includes a multi-million-dollar HVAC component and other site work. Board members also discussed transparency concerns tied to the prior procurement steps and noted the need to document earlier advertising and the original scope to comply with grant procurement rules.
The board moved and later approved the BEST grant contract (item 10.2) contingent on Superintendent Cody negotiating appropriate timelines. Separately, the board approved a Buildings By Design preconstruction cost summary and contract authorization for insurance mechanical analysis and engineering to advance HVAC estimates and insurance negotiations.
The board asked staff to gather the 2022 advertisement, RFP and any related documentation for legal review and to return with a recommended procurement path. The district emphasized that additional transparent purchasing steps would be required if missing documentation prevents reliance on the 2022 advertisement.
