TRANSMITTAL LETTER FOR BOARD MEETING OF FEBRUARY 1, 2018
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into agreement with Calco, Ltd. for Preventative Maintenance, Emergency Repair Service and Parts for Water Purification Systems at Various Locations for three years, in an amount not to exceed $82,000.00, Account 101-16000-612490, Requisition 1480986
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Calco, Ltd. (Calco) for preventative maintenance, emergency repair service and parts for water purification systems at the John E. Egan (Egan) Industrial Waste Analytical Laboratory and the Stickney Analytical Laboratory of the Analytical Laboratories Division. This purchase order will expire on December 31, 2020.
Calco water purification systems are used at the Monitoring and Research Department’s laboratories at the Egan and Stickney Water Reclamation Plants (WRPs). The purified water produced by these systems is used to make calibration and quality assurance standards and reagents for the analysis of inorganic compounds for the Metropolitan Water Reclamation District of Greater Chicago (District). The inorganic analyses are required for monitoring of the District’s WRP influent and effluent samples for compliance with National Pollutant Discharge Elimination System (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 industrial pretreatment regulations and the Chicago area waterway samples for compliance with the IEPA designated Water Quality Standards.
Calco, the sole-service provider of preventative maintenance, emergency repair service and parts for water purification systems at various District locations, has submitted pricing for the services and parts required. Calco is the only company that provides qualified factory trained field technicians and as the original equipment manufacturer of the water treatment systems is the sole supplier for parts and supplies. Therefore, no other company can provide maintenance or parts on the equipment. Inasmuch as Calco is the only source of supply for the services and parts required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Calco 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 Calco, in an amount not to exceed $82,000.00.
Funds for the 2018 expenditure, in the amount of $26,000.00 are available in Account 101-16000-612490. The estimated expenditure for 2019 is $28,000.00, and 2020 is $28,000.00. Funds for the 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:JC:bb
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 February 1, 2018