TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 4, 2016
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with Teledyne Instruments, Inc., to furnish, deliver, and install an Atomx Automated Purge and Trap Sample Prep System, in an amount not to exceed $31,211.83, Account 101-16000-634970, Requisition 1430734
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Teledyne Instruments, Inc. (Teledyne) to furnish, deliver, and install an Atomx Automated Purge and Trap Sample Prep System. The Monitoring and Research (M&R) Department’s Organic Compounds Analytical Laboratory at the Egan WRP is the sole location for the analysis of volatile organic compounds (VOC) for the District. The VOC analysis is required by permits, regulations, and ordinances including: water reclamation plant influent and effluent samples for compliance with NPDES permits, biosolids samples for compliance with the USEPA Part 503 rule, industrial discharges to ensure that dischargers are in compliance with the industrial pretreatment regulations, and the monitoring of the water quality in the Chicago area waterways to meet the IEPA designated Water Quality Standard. This purchase order will expire on December 31, 2016.
In order for the M&R Department to maintain excellence in customer service, it is necessary to have an automated instrument that can analyze the whole range of samples and concentrations. To accomplish this, the instrument must have the ability to automatically add internal standards and surrogates, dilute samples, and run unattended to increase productivity. The system needs to be quality control compliant with the EPA Method 624. The Atomx Automated Purge and Trap Sample Prep System also has the Extractasol clean-up step, which reduces carryover or cross-contamination normally associated with high-level water or soil analysis. It also contains three new independent injection systems for internal standards, surrogates, and matrix spikes to provide the ability to select variable volumes without generating waste. The carousel drive is capable of holding 80-vials for optimal throughput therefore reducing downtime.
The Teledyne Tekmar Atomx Automated Purge and Trap Sample Prep System is the only equipment available that meets these performance specifications. Teledyne Tekmar’s Atomx Automated Sample Prep System combines a Purge and Trap and Autosampler into a single instrument for the analysis of VOCs in soils and waters. This is the first of its kind and the only system that employs a unique methanol extraction automation feature for high-level soils in accordance with the USEPA Method 5035.
In addition, a trade-in unit will be provided to Teledyne; thus, we are afforded a trade-in discount on the purchase of new equipment. The consumables on both systems are compatible, which will ease the inventory of parts and reduce the expenditures for stock items. Also, the sample prep system will move seamlessly into our laboratory with current IEPA accredited procedures and require no additional training or loss of analysis time in analyzing VOC samples as well as to meet the seven-day holding time requirement. Inasmuch as Teledyne is the only source of supply for the equipment and services required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Teledyne is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement is not applicable due to the specialized nature of the equipment and 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 Teledyne, in an amount not to exceed $31,211.83.
Funds are available in Account 101-16000-634970.
Requested, Thomas C. Granato, Director of Monitoring and Research, TCG:MPC:KB:AL:cs:ae
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