TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 18, 2014
COMMITTEE ON PROCUREMENT
Mr. David St Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with Precision Control System of Chicago, Inc., to Provide Parts and Service for the HVAC and Mechanical Intelligent Automation (I/A) Systems at the Calumet Water Reclamation TARP Pumping Station in an amount not to exceed $29,988.00, Account 101-68000-612680, Requisition 1369665
Body
Dear Sir:
Authorization is requested to issue purchase order and enter into an agreement with Precision Control System of Chicago, Inc., to provide parts and service for the HVAC and Mechanical Intelligent Automation (I/A) Systems at the Calumet Water Reclamation TARP Pumping Station. The purchase order will expire December 31, 2016.
The HVAC, mechanical I/A Systems are integral components of the District's infrastructure that house the wastewater treatment process at the CWRP TARP Pumping Station. The requested on-site service Agreement includes, but is not limited to, the following:
· Up to 10 Preventative Maintenance visits per year, where PM will be performed on the Precision Controls HVAC I/A equipment at the CWRP TARP Pumping Station. Each visit is to be eight (8) hours in duration;
· Labor services, as called by the Engineer, to provide inspection, calibration and repairs the HVAC controls at the CWRP Tarp Pumping Station;
· Parts, materials and equipment, as called for by the Engineer, for serviced HVAC equipment, controls and support equipment. The part allowance can be used for labor hours.
· Agreement also includes remote system support over a dedicated internet connection/DDC Network.
The requested parts and services are required to maintain this system so that it performs to OEM specifications, and optimally meets the District's needs. Parts will be ordered on an as-needed basis, and the vendor will be paid only for parts ordered and received.
This Sole Source request for Precision Control Systems, Inc., is based on the specialized equipment required to perform the necessary preventive maintenance. In addition, Precision Controls holds the license to their propriety I/A control software and components used in this HVAC system, which consists of 11 field control panels and one network automation engine. To optimize efficiency, Precision Controls uses propriety software to program the field controllers. They alone have the resources and knowledge needed to alter and adjust these programs.
Precision Control System of Chicago, Inc., the sole source provider of the parts and services, has submitted prices for the parts and services required. Inasmuch as Precision Control System of Chicago, Inc. is the only source of supply for the parts and services required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Precision Control System of Chicago, Inc., is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement is not applicable because of the specialized nature of the work. If trade work is required, in-house trades will perform the work.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue purchase order and enter into an agreement with Precision Control System of Chicago, Inc. in an amount not to exceed $27,988.00.
Funds are available in Accounts 101-68000-612680.
Requested, Manju Prakash Sharma, Director of Maintenance and Operations
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:JN:sk
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 18, 2014