To: Board of Supervisors
From: Warren Lai, Public Works Director/Chief Engineer
Report Title: Ratification Request for Confirming Purchase Order with Air Products Group, Inc., Countywide.
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute, on behalf of the Public Works Director, a confirming purchase order with Air Products Group, Inc., in an amount not to exceed $80,000, to reconcile and pay outstanding invoices for air filters, ceiling tiles, and related supplies purchased between September 1, 2025 and June 8, 2026, prior to commencement of the new competitively awarded purchase order on June 9, 2026, Countywide.
FISCAL IMPACT:
Facilities Maintenance Budget. (100% General Fund)
BACKGROUND:
The Public Works Department, Facilities Services Division maintains all County buildings, including hospitals, clinics, detention centers, and congregate care facilities. Heating, ventilation, and air conditioning (HVAC) filtration is a part of this maintenance and helps to ensure that the air filtration systems are performing at their optimum level. Each building maintained by Facilities Services uses several types and sizes of air filters, each designed for specific purposes (e.g., pollen removal, biohazard, prevention, etc.). HVAC filtration products and supplies are essential to ensure that County facilities meet health, safety, and operational standards for employees and the public.
Historically, the County has utilized blanket purchase orders (BPOs) to procure air filters and related goods necessary for these operations. The use of BPOs allows for efficient, ongoing procurement of high-volume maintenance items, subject to established payment limits and expiration dates, as authorized by the Board of Supervisors in accordance with County procurement policy and County Code.
In early 2026, Facilities Services identified that the existing BPO with Air Products Group, Inc. ran out of funds and was nearing expiration. The BPO expired on February 28, 2026. In March of 2026, a Request for Proposal (RFP) was conducted via BidNet Direct, #F-CONTR-0000000198, for Air Filter Supplies and Ceiling Tiles. The RFP closed on April 7, 2026 and by June 9, 2026 two new BPOs were awarded and established for these air filter products and supplies. Despite this, operational needs required the continued procurement of air filters, ceiling tiles, and related products to maintain critical building systems. As a result, outstanding invoices were incurred for goods and services provided after the depletion and expiration of the relevant BPO with Air Products Group, Inc.
To address this situation in a manner consistent with audit requirements and internal controls, the County’s Procurement Division advised that a formal ratification process is required. This process involves submitting a request to the Board of Supervisors that documents the circumstances leading to the unauthorized commitment, confirms that the goods and services were received and necessary for County operations, and verifies that pricing remains fair and reasonable.
Facilities Services is requesting approval for a confirming purchase order, in an amount not to exceed $80,000, to reconcile and pay outstanding invoices for air filters, ceiling tiles, and related supplies purchased between September 1, 2025 and June 8, 2026.
CONSEQUENCE OF NEGATIVE ACTION:
If the Board does not approve this ratification request, payment for the outstanding invoices will remain unauthorized, resulting in unresolved financial obligations to Air Products Group, Inc. This may disrupt the County’s ability to maintain reliable access to essential air filtration products and related services.