Agenda Item
vi. Contract Award ~ ITB 24-564- HVAC Repair and Installation Services ~ MAXAIR Mechanical ~ Briarlake Elementary School and Montclair Elementary School ~ Cooling Tower Coil Bundle Module Replacement Quote and Cooling Tower Coil Casing Section Replacement (Not to Exceed $312,960)
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County School Board of Education approve the award of a contract to MAXAIR Mechanical, an approved vendor under ITB 24-564-HVAC Repair and Installation Services for cooling tower coil replacement at the following schools for an amount not to exceed $312,960.
Briarlake Elementary School (Proposal 2026-7066): $193,499.
Montclair Elementary School (Proposal 2026-7065): $119,461.
Why: The Facilities Department has identified severely damaged BAC closed-circuit cooling tower coil bundle modules at Briarlake Elementary School and Montclair Elementary School. Physical inspection at both sites confirmed winter-related damage and fluid loss in the existing coil sections, rendering each unit unable to provide reliable heat-rejection capacity during peak cooling demand. Continued operation without corrective action presents the risk of total equipment failure, loss of building climate control during the instructional day, and significantly escalated emergency repair costs.
Details: This request authorizes the award of a contract to MAXAIR Mechanical, an approved vendor under ITB 24-564 HVAC Repair and Installation Services to replace the deteriorated coil bundle modules at Briarlake Elementary School and Montclair Elementary School - the most cost-effective remediation strategy given the structural integrity of the remaining tower components - in advance of the 2026-2027 school year.
Proposals for this project were received from MAXAIR Mechanical and 5 Seasons Mechanical for cooling tower coil bundle module replacement and BAC Coiling Tower Coil Casing Section Replacement at Briarlake Elementary School and Montclair Elementary School, respectively.
The following proposal/quotes were received:
Briarlake Elementary School - BAC Cooling Tower Coil Bundle Module Replacement (1-Cell):
Maxair Mechanical (Proposal No. 252039): $193,499.00 - Lowest Responsive Bid
5 Seasons Mechanical (Quote No. 2026-7066): $263,196.65 (Primary) / $239,484.06 (Alternate)
On May 14, 2026, the HVAC Department also received a proposal from Maxair Mechanical (Proposal No. 245241) and on May 21, 2026, received a proposal from 5 Seasons Mechanical (Quote No. 2026-7065) for cooling tower coil casing section replacement at Montclair Elementary School (1680 Clairmont Pl NE, Brookhaven, GA 30329). The following proposal/quote was received:
Montclair Elementary School - BAC Cooling Tower Coil Casing Section Replacement (1-Cell):
Maxair Mechanical Option (Proposal No. 245241): $119,461.00 - Lowest Responsive Bid
5 Seasons Mechanical (Quote No. 2026-7065): $150,000.00 (Primary) / $123,553.00 (Alternate)
MAXAIR Mechanical submitted the lowest responsive and responsible quote for both facilities. MAXAIR Mechanical is a licensed Georgia mechanical contractor (GA REG CN210671) and is currently performing work within the DeKalb County School District.
Financial impact: Facilities Maintenance Capital Budget: 100.2600.543000.00011.7520.9990.8013.040.0000. Not to exceed $312,960.
Contact: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations, 678.676.1447
Mr. Keith Ball, Executive Director of Facilities and Capital Improvement, Division of Operations, 678.676.1478
Effective: Upon Board Approval
Status: Pending Approval by the Office of Legal Affairs
CHRONOLOGY OF THE AGENDA ITEM
ITB 24-564 -HVAC Repair and Installation
Maxair Mechanical — $312,960.00
Briarlake Elementary School -Cooling Tower oil Bundle Module
Replacement
Montclair Elementary School -Cooling Tower Coil Casing Section
Replacement
Scope:
Contract Award - MAXAIR Mechanical- Replacement of deteriorated BAC closed-
circuit cooling tower coil bundle modules (1-Cell each) at two DeKalb County School
District facilities:
• Briarlake Elementary School, 3590 Lavista Rd, Decatur, GA 30033
• Montclair Elementary School, 1680 Clairmont Pl NE, Brookhaven, GA 30329
Specific Information regarding the proposals/quotes can be found in the
following documents:
• MAXAIR Mechanical Proposal No. 252039 — Briarlake Elementary School
• MAXAIR Mechanical Proposal No. 245241 — Montclair Elementary School
(Option Bid)
• 5 Seasons Mechanical Quote No. 2026-7066 — Briarlake Elementary School
• 5 Seasons Mechanical Quote No. 2026-7065 — Montclair Elementary School
• Bid Tabulation Summary — Both Facilities
Background
The DeKalb County School District (DCSD) HVAC Department identified winter-
related damage and fluid loss in the BAC closed-circuit cooling tower coil bundle
modules at Briarlake Elementary School and Montclair Elementary School. Physical
inspection at both sites confirmed this in the existing coil sections, compromising
each unit’s ability to provide reliable heat rejection capacity during peak cooling
demand. Failure to address these conditions presents risk of total equipment
failure, loss of climate control in occupied instructional spaces, and significantly
higher emergency repair costs.
MAXAIR Mechanical submitted the lowest responsive and responsible bid for both
facilities.
Replacement of the coil bundle modules — rather than full cooling tower
replacement — represents the most cost-effective remediation strategy at both
sites, given the structural integrity of the remaining tower components. The scope
of work at each facility includes disconnection and removal of the existing damage
coil section; hoisting and installation of a new OEM-specification coil bundle
module; flanged piping reconnection with new bolt and gasket kits; leak testing;
verification of the distribution spray system and drift eliminators; and return to full
service and commissioning.
Completion of this work prior to the start of the 2026–2027 school year will restore
full cooling system capacity at both campuses, ensuring safe, comfortable, and
code-compliant learning environments for students, faculty, and staff.