TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 5, 2015
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement for Contract 14-RFP-34, Furnish, Deliver, and Configure an Odor Monitoring System, with I. Kruger, Inc., in an amount not to exceed $342,000.00, Account 201-50000-634990, Requisition 1383888
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with I. Kruger, Inc., to furnish, deliver, and configure an odor monitoring system for the Metropolitan Water Reclamation District of Greater Chicago (District) from the date of award through December 31, 2015.
This odor monitoring system will help the District enhance its current odor monitoring program at the District's Calumet Water Reclamation Plant (WRP) by notifying the District's staff of odors that can potentially affect our neighbors, including the Altgeld Gardens neighborhood located directly south of our property. The system works by incorporating data from a network of sophisticated sensors and a real-time weather station into a calibrated dispersion model to predict odor plumes that identify the affected areas and the odor intensity. The system provides real-time, 24/7 feedback and has set alert points that automatically notify District staff if the plant is producing an offending odor that has the potential to affect our surrounding neighbors. The odor and weather data, along with the model output, are stored in a historical database that will allow for review at a later date. The initial goals of this system are to test the technology and to collect monitoring information to assist with development of an implementable odor mitigation plan at the Calumet WRP. After the system is tested and the performance is satisfactory, it will provide data that can be used to assist with operational decisions.
On October 15, 2014, Request for Proposal 14-RFP-34 was publically advertised. Five hundred and sixty-six (566) firms were notified with sixteen (16) of them requesting proposal documents. Only one (1) proposal was received on November 7, 2014.
The single proposal was reviewed and evaluated by a panel consisting of three members from the Monitoring and Research Department, one member from the Maintenance and Operations Department at the Calumet WRP, and one member from the Procurement and Materials Management Department. The criteria for these evaluations were outlined in Request for Proposal 14-RFP-34 and included: compliance with specifications, examples of previous successful installations, cost of the system, financial stability, personnel effectiveness, compliance with insurance requirements, and submission of all necessary licenses and permits. Following the preliminary evaluation of the proposal, an interview was conducted on January 8, 2015, and a solicitation was sent on January 28, 2015, for an unqualified Best and Final Offer. The Best and Final Offer was returned to the Director of Procurement and Materials Management on February 6, 2015.
Based on the review of the proposal, the interview, and the Best and Final Offer, the evaluation team determined that the sole bidder, I. Kruger, Inc., is qualified to provide the system for the District's odor master plan study. I. Kruger, Inc., has a number of successful installations of odor monitoring systems at wastewater treatment plants that meet the specifications detailed in the RFP. Their experience and expertise in providing odor monitoring systems will ensure the District receives a functional system that satisfies its requirements.
The agreement for 14-RFP-34 will be in effect from the date of award through December 31, 2015.
Inasmuch as the firm of I. Kruger, Inc., possesses a high degree of professional skill, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $342,000.00.
Funds are available in Account 201-50000-634990.
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 March 5, 2015