TRANSMITTAL LETTER FOR BOARD MEETING OF SEPTEMBER 21, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement with Calco,Ltd. for Preventative Maintenance, Emergency Repair Service and Parts for Water Purification Systems at Various Locations for Three Years, in an amount not to exceed $111,272.00, Account 101-16000-612490, Requisition 1604184
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Calco, Ltd. (Calco) for preventative maintenance, emergency repair service and parts for water purification systems at the John E. Egan (Egan) Water Reclamation Plant (WRP) and the Industrial Waste and Analytical Laboratories at the Stickney WRP. This purchase order will expire on December 31, 2026.
Calco water purification systems are used in the Monitoring and Research Department’s laboratories at the Egan and Stickney WRPs. The purified water produced by these systems is used to make calibration and quality assurance standards and reagents for analyses required for monitoring District WRP influent and effluent samples for compliance with NPDES permits, the WRPs’ sludge and biosolids samples for compliance with the USEPA Part 503 rule, industrial discharges to ensure that dischargers are in compliance with industrial pretreatment regulations, and the Chicago Area Waterway samples for compliance with the IEPA designated Water Quality standards.
Calco, the sole-service provider of preventative maintenance, emergency repair service and parts for water purification systems at various District locations, has submitted pricing for the services and parts required. Calco is the only company that provides qualified, factory-trained technicians and, as the original equipment manufacturer of the water treatment systems, is the sole supplier for parts and supplies. Therefore, no other company can provide maintenance or parts on the equipment. Inasmuch as Calco is the only source of supply for the services and parts required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Calco is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement (MPLA) is not applicable because the classification of work does not fall under the provision of the MPLA.
The Affirmative Action Ordinance is not included because Calco is the sole provider of these services and 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 Calco, in an amount not to exceed $111,272.00.
Funds for the 2024, 2025 and 2026 expenditures, in the amounts of $33,308.00, $38,370.00, and $39,594.00, respectively, are being requested in Account 101-16000-612490 and are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:RA:JC:AR:nj
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
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 September 21, 2023