TRANSMITTAL LETTER FOR BOARD MEETING OF JULY 9, 2009
COMMITTEE ON PROCUREMENT
Mr. Richard Lanyon, Executive Director
Title
Issue purchase order and enter into an agreement with Horizon Technology, Inc. to furnish, deliver and install three Automated Oil and Grease Extractor and Speed Vap III Evaporator Systems, in an amount not to exceed $80,625.00, Account 101-16000-634970, Requisition 1276317
Body
Dear Sir:
Authorization is requested to issue a purchase order (PO) and enter into an agreement with Horizon Technology, Inc. (Horizon) to furnish, deliver and install three Automated Oil and Grease Extractor and Speed Vap III Evaporator Systems at the Stickney Industrial Waste Analytical Laboratory (IWAL) of the Monitoring and Research Department. This equipment will be used by the IWAL to analyze fats, oils and grease according to USEPA method 1664A. This PO will expire on December 31, 2009.
The new extractor and evaporator systems will replace three existing systems, which are obsolete and will be traded in to offset the price of the new equipment. The advantages of purchasing this equipment from Horizon on a sole-source basis are explained below.
Horizon is the only company to offer a fully automated system which complies with the latest revision of USEPA Method 1664A used in the IWAL. This allows the analyst to assist other technicians with other analyses while the Horizon system is operating. In essence, IWAL will be able to maintain productivity standards in a climate of diminishing personnel, due to the District’s attrition policy. Also, it should be noted that IWAL is accredited by the IEPA to run only method 1664A to determine fats, oils and greases (FOG) content.
The autoanalyzer, which is a peripheral component of the extractor and evaporator systems, has been adapted to separate the various solvents used during the analysis. No other company offers automated equipment which successfully accomplishes this USEPA-mandated protocol.
Other District laboratories currently use Horizon equipment for their FOG analyses. Continued District purchases of Horizon instrumentation will allow for a blanket maintenance contract to cover all District-owned Horizon equipment at a substantial savings to the District.
Furthermore, the Stickney Water Reclamation Plant storeroom currently stocks the consumables for the Horizon equipment. Failure to continue the use of Horizon equipment may lead to a substantial monetary loss with regard to inventory that we may not be able to use.
Therefore, Horizon, the sole-service provider to furnish, deliver and install the Automated Oil and Grease Extractor and Speed Vap III Evaporator Systems, has submitted pricing for the services and equipment required, which includes a $15,000.00 trade-in discount for the three existing systems. Inasmuch as Horizon is the only source of supply for the services and equipment required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act). In addition, the equipment and accessories provided under the agreement are economically procurable from a single source.
Horizon 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 PO and enter into an agreement with Horizon, in an amount not to exceed $80,625.00.
Funds are available in Account 101-16000-634970.
Requested, Louis Kollias, Director of Monitoring and Research, LK:WJS:MPC:KB:op
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 July 9, 2009