Agenda Item
iv. (Piggyback) Contract ~ RFP 2302KM HVAC Air Filter Replacement Services ~ Gwinnett County Public School System RFP ~ Filter Pro USA (Not to exceed $2,500,000) ~ Updated 3.3.2025
Summary: Presented by: Mr. Erick Hofstetter, Chief Operating Officer, Division of Operations
Request: It is requested that the DeKalb County Board of Education (“the Board”) approve use of the contract award between Filter Pro USA and Gwinnett County School System through October 20, 2025. This is contract award renewal #2 for Filter Pro USA. The resulting contract between DeKalb County School District (“DCSD”) (a “piggyback” contract) and FilterPro USA will be in accordance with RFP 2302KM for the not to exceed amount of $2,500,000.
Why: Approval of the use of this contract with FilterPro USA, will allow the DCSD to piggyback on the Gwinnett County Public School System RFP for filter changing and disposal. This service will provide a turnkey solution for changing filters and cleaning coils.
The approval of the use of this contract renewal meets:
Strategic Goal 6: Organizational Excellence
Details: The Division of Operations is requesting approval to utilize the FilterPro USA contract award with Gwinnet County Public School System; FilterPro USA is currently in contract renewal #2 of its award of RFP2302 HVAC Air Filter Replacement Services.
The HVAC Filter Replacement service will provide DCSD with the necessary support for replacement and disposal of filters for HVAC units. Services include:
Quarterly changes of filters District-wide
Storage, transportation, and disposal
Improvement of indoor air quality
Collection of data on filter location and sizes
NAFA (National Air Filtration Association) certified technicians
Additional services, such as coil cleaning, belt changes, and IAQ (indoor air quality) monitoring, are available.
Financial impact: The total budget for these services is allocated from the Division of Operations’ General Fund Budget code (100.2600.543013.00011.7520.9990.8013.040.000) in an amount not to exceed $2,500,000.
Contact: Mr. Erick Hofstetter, Chief Operating Officer; Division of Operations, 678.676.1447
Mr. Keith Ball, Executive Director of Facilities and Capital Improvement Projects, Division of Operations, 678-676-1478
Effective: Upon Board Approval
Status: Approved by the Office of Legal Affairs
CHRONOLOGY OF THE AGENDA ITEM
HVAC Air Filter Replacement Services
FilterPro USA – RFP 2302KM
(Piggyback) Contract Renewal #2
Scope:
Piggyback Contract – FilterPro USA (awardee) with Gwinnett County Public
School System RFP - RFP #2302KM HVAC Air Filter Replacements - Scope
for this request can be found in the RFP #2302KM. DeKalb County School
District is requesting to piggyback this contract to support its HVAC filter
maintenance districtwide.
Contract Term:
• Remainder of the FilterPro USA (awardee) contract renewal with
Gwinnett County Public School System – October 20, 2025.
• This is contract renewal #2 for FilterPro USA
FilterPro USA’s contract renewal #2 is effective October 20, 2024 – October
20, 2025. This agenda item seeks the Board of Education approval to use
this agreement for the remainder of this renewal period.
Background
It is requested that the Board of Education approve DCSD’s utilization of
FilterPro USA IAQ for filter services by piggybacking the contract with
Gwinnett County Public Schools. This is FilterPro USA’s contract renewal #2.
The service contract is used to deliver clean new filter media, change of
every HVAC equipment filter, inspection of the indoor coil, and disposal of
the soil filter media. This service will assist with the with regular
preventative maintenance and energy usage. This approval establishes a
qualified filter changing service contactor that will provide preventive
maintenance throughout the district, on an as-needed basis for the Facilities
Maintenance Department and the District’s E-SPLOST Capital Improvement
Program.
Award Process
Pursuant to Board Policy DJE D3(d), Exceptions to Competitive Selection, the
Purchasing Department is authorized to make purchases through contracts
formally solicited and obtained by the State of Georgia and through "inter-
governmental and educational cooperatives, alliances, and consortiums to
achieve cost savings and administrative efficiencies based on economies of
scale.