TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 15, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement with Teledyne Instruments, Inc., for repair and consumable supplies for two Atomx Automated Purge and Trap Sample Prep Systems for three years, in an amount not to exceed $36,036.00, Accounts 101-16000-612970, 623570, Requisition No. 1547449
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into a service agreement with Teledyne Instruments, Inc. (Teledyne), for repair and consumable supplies for two Atomx Automated Purge and Trap (P&T) Sample Prep Systems at the John E. Egan (Egan) Organic Compounds Analytical Laboratory (OCAL). This purchase order will expire on December 31, 2023.
Atomx Automated P&T Sample Prep Systems are used in the Monitoring and Research Department’s OCAL at the Egan Water Reclamation Plant (WRP), and the OCAL is the sole laboratory for the analysis of volatile organic compounds (VOC) for the Metropolitan Water Reclamation District of Greater Chicago (District). The VOC analyses are required by permits, standards, regulations, and ordinances including: the District WRPs’ influent and effluent samples for compliance with the 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 the industrial pretreatment regulations, the Chicago area waterways samples for compliance with the IEPA designated Water Quality Standard, and the WRPs’ influent samples for compliance with the National Emission Standards for Hazardous Air Pollutants.
Teledyne, the sole manufacturer that distributes and services the Atomx instruments and associated spare parts, has submitted prices for the services required. Teledyne provides a local, trained field representative who is certified for factory-authorized service and delivers quick turnaround time for emergency repairs to reduce instrument downtime to help meet the seven-day holding time requirement for VOC samples. Services performed by parties other than a Teledyne Authorized Support Provider could invalidate Teledyne warranties. Teledyne is also the sole provider for factory-recommended replacement parts, software updates, proprietary factory-recommended hardware upgrades, and factory-authorized escalation services to resolve difficult problems. Inasmuch as Teledyne is the only source of supply for the services and consumable supplies required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Teledyne 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 is not included because Teledyne is the sole provider of these services and consumable supplies.
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 Teledyne, in an amount not to exceed $36,036.00.
Funds for the 2021, 2022, and 2023 expenditures, in the amounts of $11,692.00, $12,012.00, and $12,332.00, respectively, are being requested in Accounts 101-16000-612490, 623570 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:AL: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 15, 2020