11-17-2015 Organization of the Board and Regular School Board Meeting
Agenda Item #40


Title
Portable Classroom Air Conditioning Units - SALES SURTAX

Discussion

The 2014 Facility Assessment upon which the sales surtax was developed did not include an assessment of the District's portable classrooms. For the 2015-16 school year, the District is utilizing 227 portable classrooms. The portable classrooms typically have a 3-ton or 4-ton Bard through-the-wall air conditioning (AC) unit. At 10-13 years old, these units are at the end of their useful life.

Several of these units failed and were replaced this summer. These were identified and reported to the Independent Citizens Oversight Committee (ICOC) in the "Replace at Failure" report they receive at each meeting.

Rather than addressing these units reactively one at a time as they fail, Project Management staff worked with Plant Operations & Maintenance staff to develop a proactive program that replaces these units in groups of 50 (approximately $300,000) as sales surtax contingency funds become available.

This concept was presented to the ICOC at their August 2015 meeting and they endorsed the concept of the initial investment of $300,000 for this program. Approximately  $1.1 million of sales surtax revenue has been allocated to contingency through October 2015, with approximately $950,000 of this amount allocated for facility renewal on a prorated basis. Approximately $200,000 has already been allocated to the failed Atlantis chiller project this past summer.

There will be competing demands for the contingency within the scope of allowable sales surtax uses; however, air conditioning in classrooms is a high priority. Replacing these units in groups of 50 will be a more proactive, efficient and effective approach than replacing them one at a time.

Plant Operations & Maintenance has received a quote from AccuAir (the sole source Bard vendor) to supply the 50 units. Bids are being solicited for the installation and will be submitted for approval at a subsequent Board meeting. 

Board approval is required for purchase orders exceeding $50,000. Approval is requested without prior information to allow the equipment to be ordered.

 

 



Recommendation

Authorize the use of up to $300,000 sales surtax contingency (facility renewal) for the portable classroom air conditioning replacement program.

Authorize the purchase of 50 3-ton and 4-ton Bard air conditioning units from AccuAir (sole source vendor) in the amount of $138,440.



Meeting Date(s)
Consent w/o Information - 11/17/2015

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$138,440no398varies5206007400671000

Contact
Susan Hann, P.E., AICP, Director of Planning 633-1000 ext. 446


Attachment:  portable air conditioning attachments.pdf