Board tables $296,043 lease-funded HVAC replacement for high school wing after members ask for vendor specs and alternate quotes

Facilities staff and the district's energy-contractor partner (EEI) told the board the air-handling unit (AHU 2) and its condensing unit serving the 200 wing of the high school have reached end of life and that the condensing unit is not repairable. Staff requested $296,043.45 from remaining unassigned lease dollars to purchase and install a replacement, timed to occur with a planned roof replacement.

"AHU and condenser exhibits were consistent with end of life equipment...the condensing unit is dead," the facilities presenter said, describing seven classrooms with exchange but lacking dehumidification. Staff and the EEI partner argued the work fits the lease project's scope and that EEI will provide turnkey construction management (including crane, electrical, and disposal) and assume some risks that can simplify delivery.

Several board members pushed back, asking why the district could not seek additional bids or use CIP funds to avoid paying lease interest. One board member asked for a basic independent cost check: "If we could get a ballpark of what a unit would cost" so the board could verify EEI's estimate. Another asked whether items of that size had been on earlier audit lists for deferred maintenance; members said this specific split system was not on the earlier compiled list and has only recently failed.

Given questions about exact unit specifications, whether EEI would "eat" unforeseen costs, and whether lease funds are the best source (versus CIP), the board voted to table the item and asked administration and EEI to return with vendor specifications, a breakdown of costs (capital vs. labor vs. EEI management), and at least one independent price check in advance of the board's Dec. 4 meeting.

Next steps: staff will obtain written specifications and a cost breakdown from EEI, check at least one alternative pricing estimate, and present the information at the next meeting so the board can decide whether to approve the lease-funded replacement or pursue separate procurement.