09-08-2015 Regular Board Meeting
Agenda Item #27


Title
Portable Classroom Air Conditioning Replacement - SALES SURTAX

Discussion

The District owns 297 relocatable buildings (portables) currently suitable for classroom use, of which 225 are currently used as classrooms. The portables are served by air conditioning units that are over 10 years old and failing. In addition to containing non-compliant (EPA) refrigerant, the failures include compressors, condenser coils, condenser fan motors and other components that are not economical to repair.

The Facility Assessment completed in spring 2014 in preparation for the sales surtax referendum did not include the portable classrooms. However, the list of funded components included both air conditioning units and EPA non-compliant refrigerant under the category of Air Conditioning and Air Distribution Equipment Renewal.

Because these portables are being used as classrooms and the air conditioning units are failing, these need to be treated similarly to failing air conditioning systems in the permanent classrooms to avoid impacting the learning environment.

Since July, five of these units have failed and been replaced using surtax funds allocated to the school for this category. These expenditures were reported to the Independent Citizens Oversight Committee (ICOC) at their August 19 meeting. However, addressing these failures one at a time is not an efficient use of resources as considerable administrative effort is required to process individual procurements.

Project Management staff worked with Plant Operations & Maintenance staff to develop a proactive replacement program that was presented to the ICOC in August. The plan proposed to replace all of the failed units over a two year period, depending upon cash flow available. The initial phase of the program would replace approximately 50 units at a cost of approximately $300,000.

The sales surtax revenue allocated to contingency is approximately $783,000 through July 2015. The balance increases approximately $150,000 monthly. Because of previous commitments (Atlantis chiller replacement) and other potential commitments that may also utilize the contingency funds, Project Management staff recommended the initial $300,000 allocation. Additional phases will be considered in the context of balancing this investment with other unfunded priority needs.



Recommendation

This item is for information only. A specific item will be brought to the Board for approval once bids are received for the first phase of the program.



Meeting Date(s)
Information - 9/8/2015

Authority for Action
F.S. 1001.42

Involves Expenditure of Funds Directly in the Classroom
No

Source of Funding
Capital Projects

FY
Amount
Budgeted
Fund
Cost Center
Project
Function
Object
Program
15/16$300,000Yes398TBDTBDTBDTBDTBD

Contact
Susan Hann, P.E., Director of Planning and Project Management 633-1000 ext. 450