TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 16, 2017
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into a three-year agreement with Teledyne Instruments, Inc., for maintenance and consumable supplies for two Atomx Automated Purge and Trap Sample Prep Systems, in an amount not to exceed $32,982.92, Account 101-16000-612970, 623570, Requisition 1476588
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into a three-year agreement with Teledyne Instruments, Inc. (Teledyne), for maintenance and consumable supplies for two Atomx Automated Purge and Trap (P&T) Sample Prep Systems at the John J. Egan Water Reclamation Plant (Egan WRP) Organic Compounds Analytical Laboratory (OCAL). This purchase order will expire on December 31, 2020.
Atomx Automated P&T Sample Prep Systems are used at the Monitoring and Research Department’s OCAL at the Egan WRP, and the OCAL is the sole lab for the analysis of volatile organic compounds (VOC) for the Metropolitan Water Reclamation District of Greater Chicago (District). The VOC analyses are required by permits, standards, regulations, and ordinances including the District WRPs’ influent and effluent samples for compliance with the NPDES permits, the 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 the WRPs’ influent samples for compliance with the National Emission Standards for Hazardous Air Pollutants.
Teledyne is the sole manufacturer that distributes and services the Atomx instruments and associated spare parts and has submitted pricing for the services and consumables required. Teledyne provides a local, trained field representative who is certified for factory-authorized service and delivers quick turnaround time for emergency repairs to reduce instrument downtime to help meet the seven-day holding time requirement for VOC samples. Services performed by parties other than a Teledyne Authorized Support Provider could invalidate Teledyne warranties. Teledyne 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 Teledyne is the only source of supply for the services and consumables 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 $32,982.92.
The estimated expenditure for 2018 is $10,526.92, 2019 is $11,076.00, and 2020 is $11,380.00. Funds for the 2018, 2019, and 2020 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:KB:RA:DC:AL:bb/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 November 16, 2017