TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 3, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase orders and enter into agreements for Contract 19-RFP-17 Telemetry System for Water Quality Monitoring in the Chicago Area Waterway System with Data Management System Software, with OTT HydroMet Corp. for Group A in an amount not to exceed $56,273.60, Account 101-16000-634970, and with Aquatic Informatics USA Inc. for Group B in an amount not to exceed $38,075.00, Account 101-16000-612820, Requisition 1516910
Body
Dear Sir:
Authorization is requested to issue purchase orders and enter into agreements with OTT HydroMet Corp. to provide hardware, installation, set-up, and twelve (12) months of network communications for a telemetry system; and with Aquatic Informatics USA Inc. to provide platform set-up, system design, time-series based data management software training, and a 12-month cloud service subscription for the Metropolitan Water Reclamation District of Greater Chicago (District).
Professional services are required to implement a telemetry system for water quality monitoring in the Chicago Area Waterway System with data management system software to collect real-time water quality information and provide data visualization, analysis, and quality control tools for the District’s Monitoring and Research Department. Ten (10) of the District’s existing continuous dissolved oxygen monitoring locations in the Chicago and Calumet River Systems will be upgraded to a real-time telemetry-based system. The system will increase efficiency through the automatic uploading of the water quality data and the new data management system will allow for more efficient management, review, and quality control of this data and other water quality data collected by the District. The two (2) groups of services outlined in the scope of work for Request for Proposal 19-RFP-17 were:
A. Acquisition and Installation of the Telemetry System
B. Cloud Based Data Service with Time-Series Based Environmental Data Management Software
On June 19, 2019, Request for Proposal 19-RFP-17 was publicly advertised. Fifty (50) firms were notified, with thirty-five (35) requesting proposal documents. Five (5) proposals were received on July 26, 2019.
The proposals were reviewed and evaluated by a panel consisting of two (2) members from the Monitoring and Research Department, one (1) member from the Information Technology Department, and one (1) member from the Procurement and Materials Management Department. The criteria for these evaluations, outlined in Request for Proposal 19-RFP-17, included understanding of the project, approach to the work, cost of services, technical competence, financial stability, team effectiveness, compliance with insurance requirements, and submission of all necessary licenses and permits. Following the preliminary evaluation of proposals, it was determined that the five (5) proposers were acceptable, and they were interviewed on August 28, 2019. A solicitation was sent to each of the finalists on September 4, 2019, for an unqualified Best and Final Offer. The Best and Final Offers were returned to the Director of Procurement and Materials Management on September 10, 2019.
Based on the review of the proposals, the interviews, and the Best and Final Offers, the evaluation team determined that OTT HydroMet Corp. is the most suitable firm for Group A, Acquisition and Installation of the Telemetry System; and that Aquatic Informatics USA Inc. is the most suitable firm for Group B, Cloud Based Data Service with Time-Series Based Environmental Data Management Software. Both firms have extensive experience relative to the scope of work and had the highest matrix scores for the respective group. The evaluation team determined during its review that it is in the District’s best interest to award the work outlined in 19-RFP-17 to these two (2) separate firms.
The agreement for 19-RFP-17 will be in effect from the date of award through December 31, 2019.
The Diversity Section has reviewed the Proposal and has concluded that Affirmative Action goals do not apply and Appendix A and V are not required.
Each of the firms will have teams that consist of a project manager and supporting specialists. Both firms have estimated that the project tasks will be completed within six (6) weeks.
Inasmuch as the firms of OTT HydroMet Corp. and Aquatic Informatics USA Inc. possess a high degree of professional skill, it is recommended that the Director of Procurement and Materials Management be authorized to issue two purchase orders and enter into agreements per Section 11.4 of the Purchasing Act, in an amount not to exceed $56,273.60 with OTT HydroMet Corp., and $38,075.00 with Aquatic Informatics USA Inc.
Funds for the 2019 expenditure for Group A, in the amount of $56,273.60, are available in Account 101-16000-634970. Funds for the 2019 expenditure for Group B, in the amount of $38,075.00 are available in Account 101-16000-612820. The estimated total expenditure for 2019 is $94,348.60.
Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:KB:HZ:AC:TM: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 October 3, 2019