TRANSMITTAL LETTER FOR BOARD MEETING OF JUNE 20, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement with IXOM Watercare Inc., to Provide an 18-Month Maintenance Service Program for Thirty (30) Solar Powered Mixers/Aerators (SolarBees) at the Thornton Composite Reservoir and the McCook Reservoir, in a total amount not to exceed $399,659.73, Account 101-66000-612620, Requisition 1614473
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with IXOM Watercare Inc., to provide an 18-month maintenance service program for thirty (30) solar powered mixers/aerators (SolarBees) at the Thornton Composite Reservoir and the McCook Reservoir. These services will be delivered by December 31, 2025.
IXOM Watercare Inc. will provide the assessment, maintenance, and repair services, including parts, to optimize the performance, efficiency, and reliability of the existing SolarBee system. Maintenance and repair services will be ordered by the Resident Engineer on an as-needed bases, and all services, including parts, will be invoiced on a time and material basis, and paid for upon the inspection and approval of completed services.
IXOM Watercare Inc., the sole source provider of these services, has submitted pricing for the services required. Inasmuch as IXOM Watercare Inc. is the only source of the services required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
IXOM Watercare Inc. is not registered to transact business in Illinois, but it is registered, active and in good standing in the State of North Dakota. The Director of Maintenance and Operations has requested to move forward with the recommendation to award. The Director of Procurement and Materials Management concurs.
The Multi-Project Labor Agreement (MPLA) is not applicable because the requirement does not fall under the provisions of the MPLA.
The Affirmative Action Ordinance Revised Appendix D and Appendix V is not included because IXOM Watercare Inc. is the sole provider of these parts.
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 IXOM Watercare Inc. in an amount not to exceed $399,659.73.
Funds for the 2024 expenditures in the amount of $199,747.38, are available in Account 101-66000-612620. The estimated expenditures for 2025 are $199,912.35. Funds for the 2025 expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, John P. Murray, Director of Maintenance and Operations
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS:es
Respectfully Submitted, Marcelino Garcia, 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 20, 2024