TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 4, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase orders to Gasvoda & Associates, Inc., to Provide Pumps and Replacement Parts for Main Sewage, Sump, Chopper Pumps, Emerson EIM Instrumentations, and Process Support Equipment at various locations, for a three-year period, in a total amount not to exceed $930,000.00, Accounts 101-66000, 67000, 68000, 69000-623070, 623090, 623270
Body
Dear Sir:
Authorization is requested to issue purchase orders to Gasvoda & Associates, Inc., to provide Vaughn, YSI, Grundfos, Chicago, and Yeoman’s pumps and replacement parts for main sewage, sump and chopper pumps, and Emerson EIM instrumentations and process support equipment at various locations, on an as needed basis, for approximately a three-year period. All pumps, parts, and equipment needed will be delivered by February 28, 2022.
The replacement parts are used by Maintenance & Operations Department personnel for maintenance of assets/systems that performs the following function: Lifting and transferring of waste water, biosolids and water through various treatment process. The treatment process are in the primary, secondary, solids pumping processes and instrumentation at various locations.
Gasvoda & Associates, Inc., the sole source distributor for these pumps, parts, and equipment, has submitted pricing for the material required. Purchase orders will be issued for the material required based on the prices received from Gasvoda & Associates, Inc. Inasmuch as Gasvoda & Associates, Inc., is the only source of supply for the material required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Gasvoda & Associates, Inc., is registered to transact business in Illinois and is in good standing.
The Multi-Project Labor Agreement (MPLA) and Affirmative Action Ordinance, Revised Appendix D are not applicable because this is primarily a furnish and deliver contract.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue purchase orders to Gasvoda & Associates, Inc., in an amount not to exceed $930,000.00. Purchase orders will be issued when the material is required. Payment will be based on the unit cost received by Gasvoda & Associates, Inc.
Funds for purchase orders to be issued under this Board authority will be limited by pricing periods for Accounts 101-66000, 67000, 68000, 69000-623070, 623090, and 623270. The estimated expenditures for the period of 3/1/2019 through 2/29/2020 are $310,000.00, 3/1/2020 through 2/28/2021 are $310,000.00, and 3/1/2021 through 2/28/2022 are $310,000.00. Funds for the years 2020 and 2021 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, John Murray, Director of Maintenance and Operations
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS:JK
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 April 4, 2019