TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 3, 2015
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Authority to advertise Contract 15-109-11 Furnish, Deliver and Install a Quicktrace M-7600 Cold Vapor Atomic Absorption Mercury Analyzer System, in an amount not to exceed $32,007.25, Account 101-16000-634970, Requisition 1400008
Body
Dear Sir:
Contract documents and specifications have been prepared to furnish, deliver and install a Quicktrace M-7600 Cold Vapor Atomic Absorption Mercury for the Monitoring and Research (M&R) Department, Calumet Analytical Laboratory (CAL). This purchase order will expire December 31, 2015.
This equipment will be used to analyze Mercury, which is an NPDES Permit monitoring requirement for the seven WRPs, 503 Biosolids Program, Industrial Waste Division, and compliance monitoring to support Environmental Monitoring and Research Division Projects (such as, Ambient Water Quality Monitoring). CAL will use this equipment. In accordance with the M&R Department organizational redesign initiative of 2012, CAL is solely responsible for the Mercury analysis.
The equipment is being replaced according to the metrics outlined in the Analytical Laboratories Division Instrument Performance Metrics Chart. The instrument being replaced has had eight service visits in 2015 and six service visits in 2014. Recurring issues have included multiple autosampler malfunctions, detector failures, and analyzer control software crashes, which are still unresolved despite reinstalling the software several times. These prolonged shutdowns have resulted in long delays in reporting results, incurring overtime to clear-up sample backlogs, and the cancellation of the 503 Biosolids Mercury results for May 2015 due to exceedingly long holding times. The existing equipment will be retained and used for spare parts.
The Mercury Analyzer achieves the ultra-trace mercury detection limit of less than 0.5 nanogram per liter (ng/L). The Mercury Analyzer is able to analyze samples greater than 500 micrograms per liter (ug/L) without dilution by switching between low milligram per liter (mg/L) and ng/L analysis modes without hardware or tubing configuration changes. The ADX-500 autodilution accessory automatically dilutes and reanalyzes over range concentrations eliminating the need for the analyst to prepare samples for reanalysis. Also, the use of a dual probe system eliminates cross-contamination with one probe dedicated to sample uptake and delivery to the analyzer and the second probe dedicated to the uptake of samples for dilution and dispensing of the diluent. The Mercury Analyzer is quality control compliant with USEPA Methods 245.7 and 1631, allowing the instrument to be used as backup for low-level mercury analysis.
This Mercury Analyzer, with the ADX-500 autodilution accessory, eliminates the need for the analyst to dilute samples for reanalysis and employs automatic end-of-run and inactivity standby routines, which allow unattended operation, extending the workday and increasing the throughput of the laboratory.
The estimated cost for this contract is $32,007.25.
A bid deposit is not required for this contract.
The Multi-Project Labor Agreement (MPLA) is not applicable to this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Ordinance, revised Appendix D will not be included in this contract because it is primarily a furnish and deliver contract.
The tentative schedule for this contract is as follows:
Advertise October 7, 2015
Bid Opening October 27, 2015
Award November 5, 2015
Completion December 31, 2015
Funds are available in Account 101-16000-634970.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to advertise Contract 15-109-11.
Requested, Thomas C. Granato, Director of Monitoring and Research, TCG:MPC:KB:mh/jvs
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 3, 2015