TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 4, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with Medora Corporation for Contract 04-203-AF to Furnish and Deliver Thirteen (13) Additional Solar Powered Mixers with Anchoring Systems, Twenty (20) SCADA Accessory OnBoard Laptop Transceivers, and One (1) SCADA Accessory Laptop Transceiver and Software at the Thornton Composite Reservoir, in an amount not to exceed $771,941.00, Account 401-50000-645600, Requisition 1419965
Body
Dear Sir:
On January 22, 2015, the Board of Commissioners granted authorization to issue a sole source purchase order and enter into an agreement with Medora Corporation to Furnish, Deliver and Install Seven (7) Solar Powered Mixers with Anchoring Systems and a Five (5) Year Maintenance Service Program for Contract 04-203-AF. Authorization is requested to issue a purchase order and enter into a new agreement with Medora Corporation for Contract 04-203-AF to Furnish and Deliver Thirteen Additional (13) Solar Powered Mixers with Anchoring Systems, Twenty (20) SCADA Accessory OnBoard Laptop Transceivers, and One (1) SCADA Accessory Laptop Transceiver and Software. Authorization to enter into an Agreement for installation and a Maintenance Service Program for the additional Thirteen (13) Solar Powered Mixers will be requested at a future Board Meeting.
The Thornton Composite Reservoir became operational in the Fall of 2015. The reservoir is designed to hold approximately 7.9 billion gallons of combined sewage overflow (CSO) and floodwater. A recirculation system consisting of seven (7) solar powered mixers, capable of maintaining a stable aerobic layer at the water surface for varying water levels, has been installed to provide the necessary conditions to reduce potential odors from the reservoir operations. However, after the start of operation of the reservoir, odors have been detected around the perimeter of the reservoir at certain times, resulting in complaints from residents. To address these concerns, thirteen (13) additional solar powered mixers will be installed to better prevent the escape of odorous gases. A total of twenty (20) solar powered aerators will then be spaced throughout the reservoir and floating on the water surface, to maintain aerobic conditions in the surface layer and provide additional odor protection.
Medora Corporation, the sole service provider and servicer of solar powered mixers has submitted prices for the equipment. Inasmuch as Medora Corporation is the only source of supply for the equipment, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Medora Corporation is not registered to transact business in Illinois but has submitted a certificate of good standing from the State of North Dakota.
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 Medora Corporation in an amount not to exceed $771,941.00.
Funds are available in Account 401-50000-645600.
Requested, Catherine A. O'Connor, Director of Engineering, WSS:KMF
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 February 4, 2016