TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 4, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authority to increase Contract 12-RFP-05 Vibration Analaysis of Two MGD Pumps for 10-238-1M TARP Pump Station Pump at Calumet Water Reclamation Plant, to Mid-America Dynamics, Inc. in an amount of $25,000.00, from an amount of $113,194.00, to an amount not to exceed $138,194.00, Account 101-50000-612440, Purchase Order 3073666
Body
Dear Sir:
On May 17, 2012, the Board of Commissioners authorized the Director of Procurement and Materials Management to award Contract 12-RFP-05 Vibration Analaysis of Two MGD Pumps for 10-238-1M TARP Pump Station Pump at Calumet Water Reclamation Plant, to Mid-America Dynamics, Inc. (MAD), in an amount not to exceed $73,194.00. The scheduled contract completion date is December 31, 2016.
As of July 8, 2016, the attached list of change orders has been approved. The effect of this change order resulted in an increase in the amount of $40,000.00 from the original amount awarded of $73,194.00. The current contract value is $113,194.00. The prior approved change order reflects a 54.65% increase to the original contract value.
While the monitoring of the Calumet TARP pumps was being performed, the District had repeated issues with Blower 2 at the Stickney Water Reclamation Plant (SWRP). On the initial start-up following a blower repair, the motor experienced a ground fault. The motor provider (Siemens) took the motor apart in an attempt to determine a cause of the issues, but it believes that the failures were not caused by the motor. Although there has been no conclusive evidence of the cause of the ongoing issues, Howden Roots (the blower provider) and Siemens agreed to split the cost to repair the motor. As part of the agreement, Siemens requested that vibration testing be performed on the blower and motor system to provide data to be used in determining a cause for the blower issues. It was determined to be in the best interest of the District to provide an independent analysis for the vibration monitoring, and the District engineers involved with the vibration monitoring performed on the TARP pumps felt that MAD was capable of performing the same analysis on Blower 2.
The Blower 2 motor was rebuilt by Siemens and returned to SWRP for reinstallation. MAD has performed testing on the motor during start-up, running and shutdown conditions. During several start-ups, a high vibration was detected in a specific speed range. MAD has proposed to run additional testing with a high data capture rate to determine the conditions under which the vibration occurs and to transmit this data to Siemens and Howden Roots for their review and comment. Additionally, the services of MAD will be utilized on an as-needed basis for the analysis of other similar District rotating equipment.
This change order is in compliance with the Illinois Criminal Code since the change is due to circumstances not reasonably foreseeable at the time the contract was signed, and is in the best interest of the District.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to execute a change order to increase Contract 12-RFP-05 in an amount of $25,000.00 (0.22% of the current contract value), from an amount of $113,194.00, to an amount not to exceed $138,194.00.
Funds are available in Account 101-50000-612440.
Requested, Catherine A. O’Connor, Director of Engineering, MVL:JAW
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 August 4, 2016
Attachment