Elizabethtown Area School District trustees discussed selecting an energy service contractor under a guaranteed energy-savings performance contract to design and manage an HVAC replacement at an elementary school, but made no selection at the Sept. 23 meeting.

Facilities staff and district administrators reviewed three responses to the district’s request for proposals — from Quandell, H. B. McClure and SiteLogic (names used in the proposals) — and explained the procurement approach: the board is asked to select the most qualified contractor first; that contractor will design the project at no upfront cost to the district and then put work out to bid. Only after the contractor’s design and resulting bids are approved by the board would payments begin, under the guaranteed-savings arrangement.

Why it matters: the district is seeking a long-term mechanical solution for failing HVAC systems in an elementary building; the guaranteed savings model is intended to shift design and market-risk to the contractor while providing a measured savings guarantee to the district.

District operations supervisor Mr. Strickler told the board the RFP did not require a price to select the contractor and that the selected contractor would present two design options — replacing the gas system or installing geothermal — and guarantee energy savings. "Not a dime until we say go," Strickler said, describing the procurement and design process. The contractor would then oversee the work and, if savings fall short, provide financial remedy under the contract’s guarantee.

Board members questioned transparency and vetting. Several directors asked why all three proposers had not presented in person to the full board; administrators said the proposals are extensive (more than 100 pages) and the process is time sensitive. Some board members praised Quandell for local ties and a history of holding price proposals steady; others said that optics around local ownership gave them pause and asked for more public vetting.

Concerns raised included the district’s past experience with firms that designed systems that later underperformed and the desire for a contractor who will stand behind installed work. One board member said prior projects had left the district with unsatisfactory results and urged selecting a contractor who would manage subcontractors and guarantee outcomes.

What happens next: the board will not vote tonight. Administration will present the recommendation and contract terms at the next workshop meeting for a formal selection vote. If a contractor is selected, administrators said that contractor will return with a detailed design and a bid package for the board to approve before any work begins.