TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 21, 2019
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement with West Central Municipal Conference, for administrative assistance related to coordination of Watershed Planning Councils in Cook County, in an amount not to exceed $30,000.00, Account 501-50000-612490, Requisition 1532956
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with West Central Municipal Conference (WCMC), for administrative assistance related to the coordination of Watershed Planning Councils (WPCs). This purchase order will expire on December 31, 2021.
The Stormwater Management Act (Public Act 93-1049) calls for the creation of WPCs, specifies the Councils of Government of Cook County “shall be responsible for the coordination” of the WPCs, and allows for the District to provide funding for this responsibility. The WCMC has provided administrative duties for the North Branch of the Chicago River and Lower Des Plaines River WPCs and shares the administrative duties with the Northwest Municipal Conference. The current agreement with WCMC expires on December 31, 2019.
Payments will be in the form of reimbursement of funds the WCMC has expended in support of WPC activities. These payments will be made upon receipt of invoices from the WCMC, which will include receipts and/or other supporting documentation detailing their allowable expenses. The expenses will fall into one of two categories: personnel costs or reimbursable direct costs. The WCMC will be required to submit invoices for reimbursement of the hourly wage paid to their personnel for documented time spent on WPC activities of an administrative or clerical nature, but neither technical nor legal work will be funded through the WCMC. Direct costs will include reimbursement for such items as office supplies, facility charges, and reasonable food and beverage expense incurred for WPC meetings. Reimbursement for all such costs will be made to the WCMC up to the “not to exceed” limit established in the purchased order. The purchase order is intended to cover the activities of WPCs for 2020 and 2021.
Inasmuch as WCMC, is the only source of supply for the services required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
The WCMC is registered and in good standing with the State of Illinois.
The Multi- Project Labor Agreement (MPLA) is not applicable because the classification of work does not fall within the provisions of the MPLA.
The Affirmative Action Ordinance, Appendix A and V, will not be included in this contract because the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
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 WCMC, in an amount not to exceed $30,000.00.
Funds are being requested in 2020 and 2021, in Account 501-500000-612490, and are contingent on the Board of Commissioners’ approval of the District’s budget for those years. The estimated expenditure for 2020 is $15,000.00, and 2021 is $15,000.00.
Requested, Catherine A. O’Connor, Director of Engineering, WSS:JK
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