TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 8, 2013
COMMITTEE ON Procurement
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with Hach Company, to Furnish, Deliver and Install a QuikChem Flow Injection Analysis System, in an amount not to exceed $94,134.00, Account 201-50000-634990, Requisition 1363409
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Hach Company (Hach), to furnish, deliver and install a QuikChem Flow Injection Analysis System (FIA System) for the Stickney Analytical Laboratory (SAL) of the Monitoring and Research Department. This purchase order will expire on December 31, 2013.
The new FIA System will be used for the analysis of nutrient samples required to document compliance with IEPA permit regulations. This equipment will also support the analytical requirements of the Bio-P project, which has increased the SAL sample load by sixty percent (60%). The existing system does not have the capacity to process the increased sample load, and will therefore be retained as a backup device.
The new FIA System will analyze Total Kjeldahl Nitrogen, Total Phosphorous, Ortho-Phosphorous, and Sulfate using methods that are approved according to laboratory certification requirements. These analyses are needed to determine the amount of nutrient removal attributed to our wastewater treatment process. In addition to being used for regulatory reporting, the equipment will be used to assist the Maintenance and Operations Department in the daily operations of the District's treatment plants.
The automated technology of the new FIA System can accurately analyze a sample in approximately one minute. If the result exceeds the highest calibration standard, a dilution notification is triggered and the instrument automatically dilutes the sample to the appropriate level and reruns it. This equipment is also able to analyze up to four (4) parameters at a time. Therefore, the SAL will experience greater efficiency and fewer equipment breakdowns.
The requested instrumentation is currently used at the Calumet, Egan, and Stickney Analytical Laboratories. Purchasing identical equipment provides uniformity among the laboratories in procedure and data quality, which enables the department to move staff between the three (3) laboratory locations without any significant reduction in productivity. Also, the instrument will be covered by an existing service agreement with the manufacturer.
Hach, the sole-service provider to furnish, deliver and install a QuikChem Flow Injection Analysis System has submitted pricing for the equipment and services required. Inasmuch as Hach, 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).
Hach is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement is not applicable due to the specialized nature of the services required.
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 Hach, in an amount not to exceed $94,134.00.
Funds are available in Account 201-50000-634990
Requested, Thomas C. Granato, Director of Monitoring and Research, TCG:MPC:KB:as
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 August 8, 2013