TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 18, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to advertise Contract 10-927-11 Services to Repair and Maintain Variable Frequency Drives in the Stickney Service Area, estimated cost $90,000.00, Account 101-69000-612650, Requisition 1295113
Body
Dear Sir:
Contract documents and specifications have been prepared for the procurement of services to repair and maintain variable frequency drives (VFDs) in the Stickney Service Area for a three year period. The services will include the furnishing of all labor, materials, equipment, parts and appurtenances required to perform repairs and preventive maintenance of ABB and Cutler-Hammer VFDs, in accordance with the original manufacturers’ guidelines. Some of the repair services may be performed at the contractor's facilities, after which the VFDs will be returned to the plant and placed back in service. These repairs and maintenance services will ensure the continued operation of each VFD in a safe, reliable and efficient manner, thus reducing downtime for critical operations at the plant.
The estimated cost for this contract is $90,000.00. The estimated 2010, 2011 and 2012 expenditures are $30,000.00, $30,000.00 and $30,000.00, respectively.
The bid deposit for this contract is $4,500.00.
The specifications require the services under this contract to commence upon approval of the contractor’s bond, and terminate on December 31, 2012. Liquidated damages are fifty dollars ($50.00) for each calendar day, and each item, that the contractor fails to complete the specified work at the specified times (response time as well as service time), as described in the contract documents.
The Multi-Project Labor Agreement and Revised Appendix D are not included in this contract because the work involves, specifically, the repair and maintenance of ABB and Cutler-Hammer VFDs. This work can only be performed by these manufacturers’ engineers, or by other specially trained technicians who are certified in the servicing of the manufacturers’ equipment. If any trade work is required within District premises, it will be performed by in-house labor forces.
The tentative schedule for this contract is as follows:
Advertise April 14, 2010
Bid Opening May 4, 2010
Award June 3, 2010
Completion December 31, 2012
Funds for the current year are available in Account 101-69000-612650. Funds for the subsequent years, 2011 and 2012, are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to advertise Contract 10-927-11.
Requested, Osoth Jamjun, Director of Maintenance and Operations, OJ:MPS:SO’C:MAG:LSC:IJA
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 March 18, 2010