TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 2, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with Horizon Technology, Inc., to Furnish, Deliver, and Install an Oil & Grease Automated Extractor System and Additional Items for the Fats, Oil, & Grease (FOG) analysis, in an amount not to exceed $87,394.00, Account 101-16000-634970, Requisition 1458014
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Horizon Technology, Inc. to furnish, deliver, and install an automated extractor system and additional items for the Fats, Oil, & Grease (FOG) analysis. The Monitoring and Research (M&R) Department’s Industrial Waste Analytical Laboratory (IWAL) at the Stickney WRP is the location for the analysis of FOG samples for the District. These analyses are required by permits, regulations, and ordinances including: water reclamation plant influent and effluent samples for compliance with NPDES permits, industrial discharges to ensure that dischargers are in compliance with the industrial pretreatment regulations, screening samples for the Resource Recovery Ordinance, and the monitoring of water quality in the Chicago area waterways to meet the IEPA designated Water Quality Standard. This purchase order will expire on March 31, 2017.
In order for the M&R Department to maintain excellence in customer service and comply with the USEPA Method 1664A, it is necessary to replace the existing 8-year old Horizon 3000XL units. The old units have seen an increase in the amount of service over the last several years due to mechanical issues. The vendor has notified the IWAL that the Horizon 3000XL units purchased prior to 2011 are now obsolete. They will no longer do repairs in the field or in-house, and will have limited parts availability. The current units are still on a Horizon service contract, which will still be honored. However, the existing units will not be supported when the contract expires.
To maintain current Hazardous Waste Safety standards, a solvent recovery system must be in place to operate this system. The current system needs maintenance regularly. A new solvent recovery system, included in this purchase, will capture the solvent used in this process per required standard. The new extractor and solvent recovery units purchased can also be used with other current units needed for the FOG analysis. In addition, the solvent recovery systems can only be used with the Horizon 3000XL extractors. The IWAL will also be able to take advantage of price discounts from the vendor and a $7,600 trade-in allowance for the current extractor and solvent recovery units that will be replaced.
Horizon Technology, Inc., is the sole-service provider to furnish, deliver, and install an automated extraction system and additional items for the FOG analysis. No other manufacturer provides an automated FOG instrument. An automated system frees up technicians for other duties and is less labor intensive than the manual method. In addition, the automated system limits exposure to solvents which is critical for lab safety. This equipment conforms to the EPA Method 1664A listed in 40 CFR Part 136. No other manufacturer produces the equipment necessary to meet the analytical procedures required by IEPA Laboratory Accreditation. Additionally, a service maintenance contract is already in place for Horizon Technology equipment, so future contracts can be easily adjusted to include this new equipment.
Horizon Technology 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 Horizon Technology, in an amount not to exceed $87,394.00.
Funds are available in Account 101-16000-634970.
Requested, Thomas C. Granato, Director of Monitoring and Research, TCG:EWP: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 2, 2017