TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 10, 2014
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with PerkinElmer, Inc., to furnish, deliver, and install an Optima 8300 Cross Flow ICP System and Accessories, Optima Instrument Basic Bench, and Controller-ICP WINLAB32 with Monitor, in an amount not to exceed $73,529.15, Account 101-16000-634970, Requisition 1380467
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with PerkinElmer, Inc. (PerkinElmer), to furnish, deliver, and install an Optima 8300 Cross Flow ICP. The Egan Analytical Laboratory at the John E. Egan WRP, will use the equipment to analyze trace metals in treatment plant samples and research samples. This purchase order will expire on December 31, 2014.
This new ICP equipment will replace an existing system that was purchased in 1997. Replacement parts are becoming scarce and the vendor can no longer guarantee availability of parts. Also, the internal wiring of the existing equipment has become brittle and would need to be rewired at a considerable cost. Therefore, the current equipment will be traded in to receive a trade-in discount of $32,175.00.
The replacement equipment is able to analyze twenty metals simultaneously, which will save time and increase laboratory efficiency. The newer model will provide lower levels of trace-metal detection to meet higher water quality standards and NPDES permit requirements, mandating lower reporting limits.
The Egan Analytical Laboratory recently purchased a PerkinElmer auto-sampler and chiller, which is compatible with the new equipment because the instruments utilize the same software, sample introduction components, and hardware design. If a different vendor were to bid, the auto-sampler and chiller would not be compatible.
Also, an operator trained on any one of the Optima Systems in the District will be able to immediately operate any other Optima instrument at the District. The Optima 8300 uses the same database and is compatible with the District LIMS system.
PerkinElmer, the sole-service provider of the PerkinElmer Optima 8300 Cross Flow ICP System, has submitted pricing for the services and equipment required. Inasmuch as PerkinElmer is the only source of supply for the services and equipment required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
PerkinElmer is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement is not applicable due to the specialized nature of the services required.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement with PerkinElmer, in an amount not to exceed $73,529.15.
Funds are available in Account 101-16000-634970.
Requested, Thomas C. Granato, Director of Monitoring and Research, TCG:MPC:KB:mh
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for July 10, 2014