Agenda 08-14-2018 Item #16F1D • 08/14/2018
EXECUTIVE SUMMARY
Recommendation to approve the issuance of an extension letter extending the existing contract with
Filter Pro USA,LLC, d/b/a Kleen Air Research under Bid# 14-6304, "Air Filtration Services,"for
a period of six months,to allow staff to re-solicit these services.
OBJECTIVE: To extend the existing contract under Invitation to Bid (ITB) #14-6304 "Air Filtration
Services" to Filter Pro USA, LLC, d/b/a Kleen Air Research for a period of six months to provide
uninterrupted air filtration services to remove,replace and install air filters in buildings throughout Collier
County Government.
CONSIDERATIONS: The Division of Facilities Management is responsible for the maintenance, repair
and replacement of air-conditioning equipment throughout the County-owned facilities. To ensure that all
heating, ventilation and air-conditioning (HVAC) equipment continues to operate in a clean and efficient
manner, the County has determined the most cost-effective method is to enter into a contract with a
qualified air-conditioning filter service company. This service will ensure that all air filters within County
buildings are replaced on a set schedule in a cost-effective manner.
On September 9, 2014, the Board approved (agenda item 16.E.6) the award of ITB #14-6304 "Air
Filtration Services" to Kleen Air Research, Inc., for a two-year initial term with one two-year renewal.
The contract is set to expire on September 8, 2018 and staff determined that it is in the best interests of the
County to extend the existing contract for a period of six months while re-soliciting these services. This
extension will revise the current expiration date of September 8, 2018 to March 18, 2019, or until a new
contract is awarded,whichever is sooner.
Approval of the following documents by the County Manager is subject to formal ratification by the
Board of County Commissioners. If the decision by the County Manager is not ratified by that Board, the
document(s) shall be enforceable against Collier County only to the extent authorized by law in the
absence of such ratification by that Board.
FISCAL IMPACT: Funds are available in the Division of Facilities Management Operating Budget
001-122240 and other user division cost centers.
GROWTH MANAGEMENT IMPACT: There is no direct impact on the Growth Management Plan.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote
for Board approval. -SRT
RECOMMENDATION: That the Board of County Commissioners approves the issuance of an
Extension Letter extending the existing contract under ITB #14-6304 "Air Filtration Services" to Filter
Pro USA, LLC, d/b/a Kleen Air Research for a period of six months or until a new contract is awarded,
whichever is sooner, to provide uninterrupted air filtration services to remove, replace and install air
filters in buildings throughout Collier County Government.
Prepared By: Miguel Carballo, CFM,Manager of Facilities,Division of Facilities Management
ATTACHMENT(S)
1. 14-6304 FilterPro Extension2018 (PDF)
08/14/2018
COLLIER COUNTY
Board of County Commissioners
Item Number:
Doc ID: 6240
Item Summary: Recommendation to approve the issuance of an extension letter extending the
existing contract with Filter Pro USA, LLC, d/b/a Kleen Air Research under Bid # 14-6304, "Air
Filtration Services" for a period of six months to allow staff to re-solicit these services.
Meeting Date: 08/14/2018
Prepared by:
Title: Supervisor-Revenue—Facilities Management
Name: Amanda Condomina
07/20/2018 9:29 AM
Submitted by:
Title: Deputy Department Head Solid and Hazardous Waste
Name: Dan Rodriguez
07/20/2018 9:29 AM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 07/20/2018 9:52 AM
Procurement Services Sandra Herrera Additional Reviewer Completed 07/20/2018 11:00 AM
Public Utilities Operations Support Joseph Bellone Additional Reviewer Completed 07/20/2018 11:06 AM
Procurement Services Ted Coyman Additional Reviewer Completed 07/20/2018 12:38 PM
Procurement Services Viviana Giarimoustas Additional Reviewer Completed 07/26/2018 3:20 PM
Facilities Management Miguel Carballo Additional Reviewer Completed 07/26/2018 3:33 PM
Procurement Services Swainson Hall Additional Reviewer Completed 07/26/2018 3:41 PM
Solid and Hazardous Waste Dan Rodriguez Additional Reviewer Completed 07/26/2018 4:56 PM
Public Utilities Department Sarah Hamilton Level 1 Division Reviewer Completed 07/31/2018 5:51 PM
Public Utilities Department George Yilmaz Level 2 Division Administrator Review Completed 08/06/2018 10:31 AM
County Attorneys Office Scott Teach Level 2 Attorney Review Completed 08/08/2018 2:05 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 08/08/2018 2:17 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 08/09/2018 8:24 AM
Budget and Management Office Ed Finn Additional Reviewer Completed 08/14/2018 9:59 AM
County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 08/14/2018 10:41 AM
Board of County Commissioners MaryJo Brock Meeting Pending 08/14/2018 9:00 AM
Co ler County
Administrative Services Department
Procurement Services Division
07/19/18
Mr. Wilson Meadows
FilterPro USA, LLC
4510 Helton Drive
Florence, AL 35630
Via Email: infofilterpro.com
Re: Extension of Contract# 14-6304"Air Filtration Services"
Dear Mr. Meadows:
The above contract will expire 9/08/18. In order to maintain required service levels in the interim,
we request an extension of your contract as provided for in the Collier County Procurement
Ordinance until 03/18/19 or until the new contract is awarded and fully executed, whichever is
sooner. The previous contract will be terminated on issuance of the new contract. However, any
Purchase Order/Work Order that extends beyond the expiration date of the original contract will
survive and remain subject to the terms and conditions of that contract until the completion or
termination of the Purchase Order/Work Order.
This extension is contingent upon the Board approving the extension, which is
anticipated to be presented to the Board (In Absentia) on 8/14/18, ratified by the Board on
9/11/18. Should the Board not approve the extension, this letter will be automatically
nullified.
If you are agreeable to extension of the referenced contract, please indicate your intentions by
providing the appropriate information as requested below:
I am agreeable to extending the present contract for the time period
indicated under the same terms and conditions as the existing contract.
I am not agreeable to extension of this contract.
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Page 2 of 2
Re: Extension of Contract# 14-6304"Air Filtration Services"
Your prompt attention is urgently requested. Please return this letter to the Procurement Services
Division with your response as soon as possible. You may email your response to:
renewais(a?_colliergov.net. If you have any questions you may contact 239-252-8407.
Regards,
HerreraSan° "° °"F-;
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Sandra Herrera
Procurement Contract Manager—Procurement Services Division
Acceptance:
FilterPro USA, LLC
Contractor ndor
By:
Signature
Name and Title
Date: ® ti � /201?..)
C: Miguel Carballo, Facilities Management