TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 15, 2018
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Issue purchase order and enter into an agreement with Thermo Electron North America LLC, for Preventive Maintenance and Consumables for Two Gas Chromatography Flame Ionization Detector Instruments in an amount not to exceed $40,362.00, Accounts 101-16000-612970 and 623570, Requisition 1504015
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Thermo Electron North America LLC (Thermo), for preventive maintenance and consumables for two Gas Chromatograph Flame Ionization Detector (GC/FID) instruments located at the Calumet Analytical Laboratory. This purchase order will expire on December 31, 2021.
The Thermo computer-controlled GC/FID instruments are used for the analysis of volatile fatty acids. Volatile fatty acids are routinely analyzed on wastewater samples for the proper operation of the District’s seven water reclamation plants (WRPs), and on biosolids and high strength organic waste materials delivered to the Calumet and Stickney WRPs. It is critical that this instrumentation remain fully functional and operational daily to provide essential data for the operation of the District’s WRPs, resource recovery, and other research projects. The benefits that this service provides are that the GC/FID instruments are maintained by experts in the operation of this specific equipment, which will keep the instruments in top working condition and significantly reduce downtime due to instrument issues.
Thermo, the sole-service provider for preventive maintenance and consumables for two GC/FID instruments, has submitted pricing for the services required. Inasmuch as Thermo 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).
Thermo 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 Thermo in an amount not to exceed $40,362.00.
Funds for the 2019 expenditure, in the amount of $13,454.00, are being requested in Accounts 101-16000-612970 and 623570 and are contingent on the Board of Commissioners’ approval of the District’s budget for that year. The estimated expenditure for 2020 is $13,454.00, and 2021 is $13,454.00. Funds for the 2020 and 2021 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:DC:VRO: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 November 15, 2018