TRANSMITTAL LETTER FOR BOARD MEETING OF MAY 18, 2017
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into a three-year agreement with Agilent Technologies, for repair and replacement parts for Gas Chromatograph/Mass Spectrometer Systems and consumable parts and supplies as needed, in an amount not to exceed $128,031.24, Account 101-16000-612970, 623570, Requisition 1462104
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Agilent Technologies (Agilent), for repair and replacement parts for two Gas Chromatographs (GC), three Gas Chromatograph/Mass Spectrometers (GC/MS), and one Liquid Chromatograph/Mass Spectrometer (LC/MS), as well as consumable supplies solely for the Agilent instruments. This purchase order will expire on June 30, 2020.
Agilent GC, GC/MS, and LC/MS systems are used for the analyses of volatiles, base neutral acid extractable compounds, pesticides/PCBs, herbicides, and pharmaceutical & personal care products. These analyses are required by permit, standards, regulations, and ordinances including: The District Water Reclamation Plants’ (WRP) influent and effluent samples for compliance with the NPDES permits, WRPs’ sludge and biosolids samples for compliance with the USEPA Part 503 rule, industrial discharges to ensure that dischargers are in compliance with the industrial pretreatment regulations, the Chicago area waterways samples for compliance with the IEPA designated Water Quality Standard, and WRPs’ influent samples for compliance with the National Emission Standards for Hazardous Air Pollutants.
Agilent, the sole-service vendor for repair and replacement parts for GC/MS systems and consumable parts and supplies, has submitted pricing for the goods and services required. Agilent provides local trained field representatives who are ISO9000-certified source for factory authorized service and delivers quick turn-around-time for emergency repairs to reduce instrument downtime. Services performed by parties other than an Agilent Authorized Support Provider could invalidate Agilent warranties. Agilent is also the sole-source provider for factory-recommended replacement parts, software updates, proprietary factory recommended hardware upgrades, and factory authorized escalation services to resolve difficult problems. Inasmuch as Agilent is the only source of supply for the goods and services required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Agilent 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 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 Agilent in an amount not to exceed $128,031.24.
Funds for the 2017 expenditures, in the amount of $17,892.84, are available in Account 101-16000-612970, 623570. The estimated expenditures for 2018 are $43,055.35, 2019 are $43,055.36, and 2020 are $24,027.68. Funds for the 2018, 2019 and 2020 expenditures are contingent on the Board of Commissioners’ approval of the District’s budgets for those years.
Requested, Edward W. Podczerwinski, Acting Director of Monitoring and Research, EWP:KB:DC:JC: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 May 18, 2017