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Commissioners weigh Train maintenance packages and two‑year warranty for jail HVAC system
Summary
County facilities staff outlined two service options from vendor Train—biannual mechanical inspections (~$21,000/year) and a more expensive 24/7 BAS/remote support package with a bank of 96 on‑site hours—prompting discussion about start dates, warranty cycles, local staffing and use of bond funds.
Facilities and jail staff presented commissioners with two maintenance and support options tied to replacement HVAC units at the county jail.
Facilities manager Jason described a mechanical scheduled‑service agreement that would send technicians twice a year to inspect equipment and provide basic servicing; he said the vendor priced that option at about $21,000 per year (the vendor quoted roughly $43,281 for a two‑year start). The county could negotiate the start date to coincide with unit installation, Jason said.
A second, larger package would add BAS (building automation system) cloud monitoring, 24/7 remote access and a bank of field‑service time—96 hours per year (about eight hours per month) that commissioners could use for on‑site troubleshooting. Jason said the BAS option would also centralize trending and alarm distribution to county staff via a service email list and could allow the county to link multiple facilities to a single BAS platform.
Commissioners discussed several tradeoffs: (1) the smaller plan provides periodic preventive inspections but little hands‑on service; (2) the BAS package reduces downtime and gives remote diagnostics and lead‑time to dispatch technicians but carries a higher annual cost; and (3) the county already uses some complimentary remote support but has struggled with inconsistent response and desired a clear local Train contact (Jason named Logan in Springville as the planned local representative).
Commissioners suggested negotiating warranty terms that would include two seasonal changeovers without charge and exploring use of remaining bond funds to cover initial service costs. Staff said they will return with recommended contract language, start‑date options and a negotiated price.
Specific technical notes included: the jail system contains roughly 17–18 HVAC units plus auxiliary mini‑splits; the county uses a BAS called "Backnet" (backdrop) and already has limited remote access for a few staff members (Philip, Chris, Nathan). Jason recommended sending staff to Train's Tracer training in Birmingham as part of onboarding.
Next steps: staff will negotiate start date, warranty cycles (two seasonal changeovers), and service scope; commissioners will consider funding options (bond funds or operating) before taking a contract vote.
