TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 1, 2018
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with Chen, Garner & Stevens Partners, LLC d/b/a Eureka Water Probes, to service and repair Eureka water quality meters and accessories, in an amount not to exceed $17,200.00, Account 101-16000-612970, Requisition 1480020
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Chen, Garner & Stevens Partners, LLC d/b/a Eureka Water Probes (Eureka) to service and repair Eureka water quality meters and accessories. All instruments will be sent to Eureka for service and all service needs to be completed, with repaired instruments returned to Metropolitan Water Reclamation District of Greater Chicago (District) staff, by December 31, 2019. The instruments are four years old and, therefore, no longer covered under the two-year warranty. There are 19 instruments to be serviced using this contract.
These water quality meters are used by the Aquatic Ecology and Water Quality Section in the Continuous Dissolved Oxygen Monitoring (CDOM) Program, which is required by the District’s National Pollutant Discharge Elimination System permits. In addition, the data collected by these meters also supports ongoing projects, such as the Lake Michigan Discretionary Diversion Optimization, Chicago Area Waterways Chloride Reduction Initiative and Tunnel and Reservoir Plan post-construction monitoring.
Eureka, the sole service provider of service and repair of Eureka water quality meters and accessories, has submitted pricing for the services and goods required. Inasmuch as Eureka is the only source of supply for the water quality meters, parts and repair, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Eureka is not registered to transact business in the State of Illinois, but has submitted a certificate of good standing from the State of Texas. The Director of Monitoring and Research has given approval to move forward with the recommendation to award.
The Multi-Project Labor Agreement (MPLA) is not applicable due to the specialized nature of the services required.
In view of the foregoing, it is requested that the Director of Procurement and Materials Management be authorized to issue said purchase order to Chen, Garner & Stevens Partners, LLC d/b/a Eureka Water Probes in an amount not to exceed $17,200.00.
Funds for the 2018 expenditure, in an amount of $7,200.00, are available in Account 101-16000-612970. The estimated expenditure for 2019 is $10,000.00. Funds for the 2019 expenditure are contingent upon the Board of Commissioners’ approval of the District’s budget for that year.
Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:KB:HZ:JV:kq
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 1, 2018