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Board approves proceeding with highest‑ranked contractor for fire‑sprinkler work after committee review
Summary
Trustees voted unanimously to approve the selection recommended by the bid evaluation committee and to allow issuance of a construction contract/letter of intent for fire‑sprinkler systems at Jo Nelson Middle School and the high‑school AG building; the meeting packet included bid tabulations and a contractor withdrawal notice.
The Santa Rosa ISD Board of Trustees voted April 14 to approve the selection recommended by the procurement committee for the fire‑sprinkler installation at Jo Nelson Middle School and the high‑school agriculture building, and separately approved moving forward with issuing the construction contract or a letter of intent so preparatory procurement work can begin.
The meeting minutes state the motion to approve the highest‑ranked contractor passed by unanimous vote; the minutes record the motion and second but do not name the contractor on the public minutes. The board separately approved a motion to proceed with issuing the construction contract. Both votes were recorded as 6–0.
The meeting packet provided the procurement documentation that trustees reviewed before voting: a bid tabulation and competitive scoring forms showing pass/fail criteria and weighted scoring across bidders, and an email from a bidder withdrawing its proposal. The packet lists five bid packages received, shows base bids and durations, and includes committee commentary noting incomplete bids, missing bid bonds, or omitted allowances for some proposers. A one‑page memo in the packet advised trustees that time was “extremely critical” and asked whether the district would allow a letter of intent (LOI) to allow limited work to start before full contract execution.
Board policy discussion at the meeting did not break down technical scoring in the public minutes; trustees relied on the selection committee's ranking and the project manager's recommendation. The board did not, in the public minutes, identify the firm to which the contract would be issued; procurement materials in the packet provide the names and scores of proposers for reporters seeking follow‑up verification.
