Agenda 04/22/2025 Item #16F 3 (Accept notification of the issuance of a Collier County Emergency Purchase Order issued to Cintas Corporation and authorize payment for the repairs services provided. (Project No. 52163))4/22/2025
Item # 16.F.3
ID# 2025-1117
Executive Summary
Recommendation that the Board accept notification of the issuance of a Collier County Emergency Purchase Order
issued to Cintas Corporation and authorize payment for the repairs services provided. (Project No. 52163)
OBJECTIVE: To promote accountability, provide transparency to the public, and notify the Board of the Facilities
Management Division’s emergency purchase order for a fire alarm system replacement.
CONSIDERATIONS: In accordance with the Board’s Procurement Ordinance No. 2017-08, § Eleven, subsection
(8)(b) and the Procurement Manual, the Facilities Management Division submits this Executive Summary to notify the
Board of the issuance of an emergency purchase order.
Section Eleven, subsection 8(b) of the Procurement Ordinance states as follows:
Emergency Procurements may be used in the event of an unexpected and urgent need where health and
safety or the conservation of public resources is at risk, or during Board absences (all efforts should be
made to obtain Board approval prior to anticipated recesses), using such competition as is practical
under the circumstances, as follows:
(b) The Collier County Manager or his/her designee, on a case-by-case basis may approve an
emergency purchase based upon the Procurement Services Director’s good faith review of the available
sources that may timely respond to the urgent need for goods and services and the documentation of the
emergency conditions related to that purchase. Upon written determination and approval of the Collier
County Manager, the emergency purchase may be made. The Collier County Manager will report to
the Collier County Board of County Commissioners all such emergency procurements at the next
available Board meeting.
On the weekend of January 11, 2025, a power surge caused significant damage to the fire alarm panel in Building F on
campus. The age of the existing panel made a like-for-like replacement unfeasible. A new fire alarm system is required
to restore fire safety and comply with code requirements. This includes a new panel, initiating devices (such as smoke
detectors, heat detectors, and pull stations), and notification appliances (such as horns, strobes, and speakers). A voice
evacuation system will also be installed.
The Facilities Management Division has two vendors under contract for Fire Safety Systems Repair and Replacement
(Bid #22-8034). However, both vendors declined to provide a bid for this urgent work. Due to the urgency of the repairs
and the need to maintain a “Fire Watch” until completion, Facilities Management submitted an emergency purchase
order request. The Procurement Services Division Director and the County Manager approved this request in writing on
February 3, 2025. (see attached Collier County Emergency Purchase Order). Staff is requesting that the Board accept
notification of this emergency purchase as required by the Procurement Ordinance and authorize payment for the
services provided.
This item aligns with the Infrastructure and Asset Management and Responsible Governance strategic focus areas
outlined in the Collier County Strategic Plan.
FISCAL IMPACT: The total fiscal impact of this item is $89,403.40, and the amount is budgeted under County Wide
Capital Projects Fund (3001), Facilities Management Cost Center (120435), Project (52163).
GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this Executive
Summary.
LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for Board
approval. —SRT
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4/22/2025
Item # 16.F.3
ID# 2025-1117
RECOMMENDATIONS: Recommendation that the Board accept notification of the issuance of a Collier County
Emergency Purchase Order issued to Cintas Corporation, in accordance with Procurement Ordinance No. 2017-08, as
amended, and authorize payment for the emergency repair services provided.
PREPARED BY: Todd Fiedorowicz, Contract Administration Specialist, Facilities Management Division
ATTACHMENTS:
1. Collier County Emergency PO - Fire System Replace Bld F - FE
2. Cintas PO - Fire System Replace - Bld F
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