TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 6, 2013
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Authorization for payment to the City of Chicago Department of Revenue for participation in underground project coordination, in an amount not to exceed $24,105.41, Account 101-50000-601170
Body
Dear Sir:
Authorization is requested to make payment, by direct voucher, to the City of Chicago Department of Revenue for participation in the Chicago Department of Transportation Office of Underground Coordination's (OUC) facility protection program, in an amount not to exceed $24,105.41.
The OUC is made up of 24 reviewing utility members, of which the District is one. The OUC handles the review and approval of all construction work in or adjacent to the public right-of-way, including deep excavations and penetrations, earth retention systems, and major piping installations. The office is responsible for protecting Chicago's surface and sub-surface infrastructure from damage due to planned and programmed construction, installation and maintenance projects. The District participates in the OUC program with the principal purpose of protecting its underground facilities. During the early stages of planning and design of new projects by member utilities, District staff provides drawings of its facilities in the project area to ensure there will be no conflicts. Upon submittal of final plans, District staff review the project and approve or disapprove it based on the impact to District assets. The entire review process is conducted through an OUC-administered web-based system.
In 2012, the OUC developed an online GIS tool and enhanced the coordination process to identify all underground construction projects, potential conflicts, moratoriums and cost-saving solutions for utilities and taxpayers, resulting in a less disruptive construction season.
The current request, in the amount of $24,105.41, is for participation during year 2012. It is expected that the District will receive a subsequent invoice for current year participation sometime in late 2013.
The City of Chicago Department of Revenue, the sole source of supply, has submitted prices for participation in underground project coordination. Inasmuch as underground project coordination services are not available through any other source of supply, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
It is hereby recommended that the Board of Commissioners authorize payment, by direct voucher, to the City of Chicago Department of Revenue, in an amount not to exceed $24,105.41. Funds are available in Account 101-50000-601170.
Requested, Catherine A. O'Connor, Director of Engineering, WSS:KMF
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 June 6, 2013