Tonto Basin board restarts HVAC procurement after low-bid error; gym already topping 85°F

The Tonto Basin Elementary School District Governing Board voted March 23 to consider restarting the heating-and-cooling procurement after staff identified a bidding error that left the apparent low bid $150,000 short. The superintendent told the board the mistake requires reissuing the procurement and exploring alternatives to sealed bidding, including a consortium contract.

The superintendent said Trane equipment is currently quoted at 10–20 weeks out and that the district is also evaluating air- and heat-pump systems as an alternative. “The original low bid was a mistake ($150,000 short), so the process had to restart,” the superintendent said. He added the district is awaiting approval from the school's facility board to change the scope of work and that weekend work or retrofitting may be needed to minimize disruption.

Board members emphasized student safety and schedule constraints. The superintendent noted the gym is “already over 85 degrees,” raising urgency around completing work before school activities begin. Officials said the goal is to finish installation as soon after the school year as possible, but retrofit requirements could extend the timeline.

The board did not take a formal procurement vote at the meeting; instead, it approved the agenda and directed staff to pursue options and bring a revised procurement plan back for action. The notice for the meeting referenced Arizona open-meeting statutes A.R.S. 38-431.01 and 38-431.02; the board reserved the right to move into executive session for legal advice under A.R.S. 38-431.03(A)(3).

Next steps: staff will seek facility-board approval for scope changes, solicit revised bids or pursue a consortium contract, and return with a recommended procurement path and timeline.