TRANSMITTAL LETTER FOR THE BOARD MEETING OF JULY 15, 2021
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue a purchase order and enter into an agreement with Canary Systems, Inc. for Contract 19-150-1H, McCook Reservoir Instrumentation Website, for a Three (3) Year Maintenance Service Program at the McCook Reservoir in Stage 1, in an amount not to exceed $108,215.00, Account 101-50000-623800, Requisition 1565650
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Canary Systems, Inc. for a Three (3) Year Maintenance Service Program at the McCook Reservoir in Stage 1. The three-year maintenance service program contract will begin on September 1, 2021 and expire in three years on August 31, 2024.
The United States Army Corps of Engineers (USACE) has completed the construction of McCook Reservoir Stage 1 and is beginning to turn over the facilities constructed to MWRD to operate and maintain, as agreed upon in the Project Cooperation Agreement. One component that USACE is turning over to the District is the instrumentation which utilize a website for displaying and storing readouts for continuous monitoring of the McCook Reservoir.
The USACE had installed instrumentation devices at the McCook Reservoir site to measure and monitor geologic movements along the vertical highwalls of the reservoir perimeter. In addition, the USACE developed a monitoring website to include the instrument readings as well as water levels and video footage within Stage 1 of the McCook Reservoir. This contract aids the District in ensuring project safety, proper functioning of reservoir features and early warning signs of possible failures related to geologic features and water elevation. The USACE has recently notified us that it will not be able to renew the current website contract that will be expiring on September 21, 2021, and the District will need to take it over per the Project Cooperation Agreement.
Canary Systems, Inc. the sole service provider and servicer of the USACE instrumentation devices at the McCook Reservoir in Stage 1 has submitted a proposal for the maintenance services provided. The Department of Procurement and Materials Management has received approval from the Executive Director to move forward with the recommendation to award. Inasmuch as Canary Systems, Inc. is the only source for the maintenance services required and to maintain instrumentation warranties, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Canary Systems, Inc. is not registered to transact business in Illinois but has a status of good standing from the State of New Hampshire.
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 purchase order and enter into an agreement with Canary Systems, Inc. in an amount not to exceed $108,215.00.
Estimated expenditures for 2021, 2022, 2023, and 2024 are $11,667.67, $35,350.00, $36,421.66, and $24,776.67, respectively.
Funds for 2021 are available in Account 101-50000-623800. Funds for 2022, 2023, and 2024 are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Catherine A. O’Connor, Director of Engineering, KMF
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 15, 2021