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
DATE RECEIVED: ______________
MATTER ASSIGNED TO: ________
Request for Legal Assistance
DCSD Office of Legal Affairs
ATTORNEY – CLIENT COMMUNICATION
PLEASE SUBMIT COMPLETED REQUEST FORM TO
DCSD OFFICE OF LEGAL AFFAIRS.
*** This request is a confidential communication and should be treated as such ***
DESCRIPTION OF REQUEST
Title of Item/Topic: __Legal Review and Approval – Board Agenda Item Only_____________
(e.g., contract review, policy matter, etc.)
Date of request: _2/17/2025__________ Due Date: __2/21/2025_______ (Allow 3 to 5 business days)
Background information/Detail: (Piggyback) Contract – RFP 2302KM HVAC Air Filter
Replacement Services – Gwinnett County Public School System RFP – Filter Pro USA – Not
to Exceed $2,500,000.
PROCUREMENT DETAILS (if applicable)
Include details confirming that all applicable DCSD procurement policies and requirements have been
adhered to: _________________________________________________________________________________
____________________________________________________________________________________________
SUPPORTING DOCUMENTATION
Please attach/include any additional supporting documentation that are relevant to your request.
Description of supporting documentation, if any _Chronology, BAI, Contracts, and all applicable
documents______________
REQUIRED AUTHORIZATION
Requested by: ___Darlene Y. Hughes___________________________________________________
Email: __darlene_hughes@dekalbschoolsga.org____________ Telephone: _678-676-1447__________
Department: ______Operations Division__________________________________________________
Cabinet Member authorizing the request: _____Erick Hofstetter_______________________________________
LEGAL APPROVAL
Approved as to form by the DCSD Office of Legal Affairs? ☐ Yes ☐ No
-OR- (check one only)
Approved as to form by Outside Legal Counsel? ☐ Yes ☐ No
*Referrals to Outside Legal Counsel must be coordinated and approved by the DCSD Legal Dept .
H. Eric Hilton, Esq.
Approving Attorney (and law firm if Outside Counsel) _____________________________
Comments: ____________________________________________________________________________
______________________________________________________________________________________