TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 1, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into agreement with Calco, Ltd. for Preventative Maintenance, Emergency Repair Service and Parts for Water Purification Systems at Various Locations for Three Years, in an amount not to exceed $92,000.00, Account 101-16000-612490, Requisition 1546352
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Calco, Ltd. (Calco) for preventative maintenance, emergency repair service and parts for water purification systems at the John E. Egan (Egan) Water Reclamation Plant (WRP), and the Industrial Waste and Stickney Analytical Laboratories of the Analytical Laboratories Division. This purchase order will expire on December 31, 2023.
Calco water purification systems are used in the Monitoring and Research Department’s laboratories at the Egan and Stickney WRPs. The purified water produced by these systems is used to make calibration and quality assurance standards and reagents for the analysis of inorganic compounds for the Metropolitan Water Reclamation District of Greater Chicago (District). The inorganic analyses are required for monitoring District WRP influent and effluent samples for compliance with NPDES permits, the WRPs’ sludge and biosolids samples for compliance with the USEPA Part 503 rule, industrial discharges to ensure that dischargers are in compliance with industrial pretreatment regulations, and the Chicago area waterway samples for compliance with the IEPA designated Water Quality standards.
Calco, the sole-service provider of preventative maintenance, emergency repair service and parts for water purification systems at various District locations, has submitted pricing for the services and parts required. Calco is the only company that provides qualified, factory-trained field technicians and, as the original equipment manufacturer of the water treatment systems, is the sole supplier for parts and supplies. Therefore, no other company can provide maintenance or parts on the equipment. Inasmuch as Calco is the only source of supply for the services and parts required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Calco 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 under the provision of the MPLA.
The Affirmative Action Ordinance, Revised Appendix D applies only to construction contracts over a $100,000.00 threshold. These sections on page D-5 of the Ordinance address the types of covered contracts:
• Section 4, Coverage: The following provisions, to be known as "Appendix D" together with relevant forms shall apply and be appended to every construction contract awarded by the District where the estimated total expenditure is in excess of $100,000.00, except contracts let in the event of an emergency contract pursuant to 70 ILCS 2605/11.5."
• Section 5, Definitions: (g) "Construction contract" means any District contract or amendment thereto, providing for a total expenditure in excess on One Hundred Thousand Dollars ($100,000.00) for the construction, demolition, replacement, major repair or renovation and maintenance of real property and improvement thereon or sludge hauling and any other related contract which the District deems appropriate to be subject to Appendix D consistent with the 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 Calco, in an amount not to exceed $92,000.00.
Funds for the 2021, 2022, and 2023 expenditures, in the amounts of $30,000.00, $30,000.00, and $32,000.00, respectively, are being requested in Account 101-16000-612490 and 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:RA:JC:VRO:bb
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 1, 2020