TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 4, 2014
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with Hach Company to furnish, deliver and install a Lachat QC8500 Flow Injection Analysis System with XYZ Autosampler, in an amount not to exceed $75,581.00, Account 101-16000-634970, Requisition 1382218
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Hach Company to furnish, deliver and install a Lachat QC8500 Flow Injection Analysis System with XYZ Autosampler at the Calumet Analytical Laboratory (CAL) of the Analytical Laboratories Division (ALD). This purchase order will expire on October 24, 2014.
The equipment will be used to analyze Ammonia, Nitrate/Nitrite, Total Phosphorus, Orthophosphate, Total Kjedahl Nitrogen and Chromium VI to comply with NPDES permit monitoring requirements and to support the Environmental Monitoring and Research Division's (EM&RD) scientific studies, such as the Calumet Enhanced Biological Phosphorus Removal project. The results of these analyses will identify the level of nutrients removed during the wastewater treatment process, and provide essential operating data regarding the daily maintenance and operations of our treatment plants.
The existing equipment is being replaced, according to the replacement cycle outlined in the ALD Instrument Performance Metrics Chart. The current equipment has lost significant sensitivity over the years and requires numerous repairs, which has caused significant down time and delays in providing results to EM&RD and other District clients. Based on conservative estimates of contract laboratory sample preparation and analysis costs, the estimated payback time for the purchase of this Lachat Instrument is five to six months.
The Lachat instrument is capable of analyzing Ammonia, Nitrate/Nitrite, Total Kjedahl Nitrogen, Total Phosphorus, Orthophosphate, and Chromium VI using methods in compliance with the Illinois Environmental Protection Agency laboratory accreditation. The automated Lachat instrument can accurately analyze a sample in approximately one minute. If the result is over the highest calibration standard, a dilution is triggered and the instrument automatically dilutes the sample to the appropriate level and reruns it. This automation frees up the technician to perform other tasks while the instrument is in operation.
ALD already has a service agreement in place covering six (6) other Lachat instruments at various laboratory locations. Also, the CAL has numerous parts and supplies on hand for previously purchased instruments that will be interchangeable with the new equipment. A significant cost savings will be realized because of the compatibility of the parts and supplies throughout ALD. The unit being replaced will also be used as a backup device and another source of spare parts.
Hach Company, the sole-service provider to furnish, deliver and install a Lachat QC8500 Flow Injection Analysis System with XYZ Autosampler has submitted pricing for the services and equipment required. Inasmuch as Hach Company 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).
Hach Company 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 Hach Company, in an amount not to exceed $75,581.00.
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 September 4, 2014