Board members tasked facilities staff with selecting a provider for the district’s HVAC preventive‑maintenance agreement (PMA) and voted July 14 to engage EC and D (ECD) for an initial one‑year pilot at the hourly rate shown in the RFP responses, with the plan to re‑visit the arrangement next July.

Staff recap and recommendation: the business manager and facilities director told the board five vendors responded to the RFP. The respondents proposed widely varying total hours and similar unionized hourly rates; staff judged total three‑year cost estimates hardest to compare because RFP responses assumed different numbers of hours. The staff recommendation favored ECD because that firm designed much of the district’s system, currently monitors equipment without charging the district, and, in staff’s view, is well‑positioned to integrate monitoring and PMA work.

Board guidance: trustees emphasized the district will use its in‑house maintenance crew for basic tasks (belt inspections, greasing) and asked that the PMA contractor coordinate with in‑house staff to reduce billed hours. Board members voted for a one‑year contract to allow the district and the vendor to formalize responsibilities and then reassess estimated hours and costs in subsequent years.

Vote: the motion to select ECD for a one‑year PMA with review next July carried unanimously.

Next steps: staff will negotiate a final scope with ECD that clarifies what in‑house staff will perform, what the contractor will log, and the billing approach for extra hours; they will return to the board with a finalized contract and an annual review schedule.