TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 21, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authorization to amend the Master Agreement with the Board of Regents of the Iowa State University to extend the agreement termination date from December 31, 2019 to December 31, 2020
Body
Dear Sir:
Authorization to amend the Master Agreement (MA) with the Board of Regents of the Iowa State University (ISU) to extend the agreement termination date from December 31, 2019 to December 31, 2020.
On February 6, 2014, the Board of Commissioners (Board) authorized the Engineering Department to enter into a MA with ISU to provide research and other services in, but not limited to, the following areas: nutrient recovery through algal technology, algae harvesting and separation, and beneficial use of algae. These areas have been identified because they represent compliance with regulatory requirements, as well as future opportunities for the District towards resource recovery and sustainable operations.
On January 5, 2017, the Board authorized the extension of the MA to allow ISU to continue the development of a nutrient recovery technology using algae treatment. Currently, the termination date of the MA is December 31, 2019. The District’s Monitoring and Research (M&R) Department initiated a pilot plant performance evaluation of a technology supplied by ISU called the Revolving Algae Biofilm (RAB) reactor. The research program was delayed several times due to failures of the RAB equipment. Consequently, the ISU researchers determined that several design changes were needed to make the process more robust. ISU redesigned the equipment and installed a new pilot unit in early October 2019. The pilot test schedule will run for 12 months and extend into 2020. Therefore, the termination date of the MA must be extended in order for the terms and conditions to be in place throughout the duration of the pilot test.
The project was transferred to the M&R Department from the Engineering Department in 2018. The M&R Department requests authority to extend the expiration date of the MA to December 31, 2020, with the option for the Director of the M&R Department to authorize an additional one-year extension, if deemed appropriate at that time.
All other terms of the MA will remain as is. No funding is included with this MA. Any actual use of services under this MA would occur only after Board approval for projects equal to or greater than $10,000.00, execution of a Research Project Specification, and issuance of a purchase order for a designated purpose, scope of work, and a not-to-exceed amount of funds.
Since the required services under the MA are professional in nature, they are not adaptive to award by competitive bidding. Therefore, it is requested that the extension of the termination date be authorized without advertising, as stated in Section 11.4 of the Purchasing Act.
This amendment is in compliance with the Illinois Criminal Code, since the change is due to circumstances not reasonably foreseeable at the time the contract was signed and is in the best interest of the District.
Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:KB:TEK:KK: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 November 21, 2019