TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 7, 2010
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Authority to advertise Contract 11-932-11 Repair Services for Energy Management Systems at Various Locations in the Stickney Service Area, estimated cost $45,000.00, Account 101-69000-612650, Requisition 1304047
Body
Dear Sir:
Contract documents and specifications have been prepared for the procurement of repair services for the energy management systems located at the Stickney Water Reclamation Plant and the Mainstream Pumping Station. The services will include troubleshooting, repairs, routine maintenance, and modification of the existing energy management systems. The services will be provided on an as needed basis, in accordance with the manufacturer’s guidelines, and will ensure the continued operation of the systems in a safe, reliable and efficient manner.
The estimated cost for this contract is $45,000.00. The estimated 2011, 2012 and 2013 expenditures are $15,000.00, $15,000.00 and $15,000.00, respectively.
The bid deposit for this contract is $2,250.00.
The specifications require the services under this contract to commence on January 21, 2011, and terminate on December 31, 2013. Liquidated damages are fifty dollars ($50.00) for each calendar day, and each item, that the contractor fails to meet various performance objectives at the specified times (response time as well as service time), as described in the contract documents.
The Multi-Project Labor Agreement is not included in this contract because of the specialized nature of the services. Any required trade work will be performed by District trades personnel.
Revised Appendix D will not be included in this contract because the estimate is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.
The tentative schedule for this contract is as follows:
Advertise November 3, 2010
Bid Opening November 23, 2010
Award January 6, 2011
Completion December 31, 2013
Funds are being requested in 2011, in Account 101-69000-612650, and are contingent on the Board of Commissioners’ approval of the District’s budget for that year. Funds for the subsequent years, 2012 and 2013, 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 11-932-11.
Requested, Manju Prakash Sharma, Acting Director of Maintenance and Operations,
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 October 7, 2010