TRANSMITTAL LETTER FOR BOARD MEETING OF APRIL 7, 2016
COMMITTEE ON PROCUREMENT
Mr. David St. Pierre, Executive Director
Title
Issue purchase order and enter into an agreement with Medora Corporation, for Contract 04-203-AF for Five (5) Year Maintenance Service Program for Additional Thirteen (13) Mixers and One (1) Year Additional Maintenance Service Program for Existing Seven (7) Mixers at the Thornton Composite Reservoir, in an amount not to exceed $206,521.00, Account 101-50000-612620, Requisition 1420404
Body
Dear Sir:
Authorization is requested to issue purchase order and enter into a new agreement with Medora Corporation, for Contract 04-203-AF for a Five (5) Year Maintenance Service Program for Additional Thirteen (13) Mixers and One (1) Year Additional Maintenance Service Program for Existing Seven (7) Mixers. With this, the maintenance service program for all twenty (20) mixers will expire concurrently at the conclusion of Year 2020.
On January 22, 2015, the Board of Commissioners granted authorization to issue a sole source purchase order and enter into an agreement with Medora Corporation to Furnish, Deliver and Install Seven (7) Solar Powered Mixers with Anchoring Systems and a Five (5) Year Maintenance Service Program for Contract 04-203-AF. On February 4, 2016, the Board of Commissioners granted authorization to issue a sole source purchase order and enter into an agreement with Medora Corporation to Furnish and Deliver an Additional Thirteen (13) Solar Powered Mixers with Anchoring Systems, Twenty (20) SCADA Accessory OnBoard Laptop Transceivers, and One (1) SCADA Accessory Laptop Transceiver and Software for Contract 04-203-AF.
The Thornton Composite Reservoir became operational in the Fall of 2015. The reservoir is designed to hold approximately 7.9 billion gallons of combined sewage overflow (CSO) and floodwater. A recirculation system consisting of seven (7) solar powered mixers previously has been installed to provide the necessary conditions to reduce potential odors from the reservoir operations. To address concerns about recent odors detected around the reservoir, thirteen (13) additional solar-powered mixers will be installed soon. Similar to the existing seven (7) mixers, a maintenance service agreement is necessary. Medora Corporation will provide trained field service technicians that can inspect, adjust, and repair the mixers with yearly scheduled site inspections and on-call service visits.
Medora Corporation, the sole service provider and servicer of solar-powered mixers, has submitted prices for the maintenance service program. Inasmuch as Medora Corporation is the only source of service for the equipment, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Medora Corporation is not registered to transact business in Illinois but has submitted a certificate of good standing from the State of North Dakota.
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 Medora Corporation, in an amount not to exceed $206,521.00.
Funds for the 2016 expenditure, in the amount of $19,936.00, are available in Account 101-50000-612620. The estimated expenditure for 2017 is $19,936.00, 2018 through 2019 is $47,847.00 per year, and 2020 is $70,955.00. Funds for the 2017 through 2020 expenditures are contingent on the Board of Commissioners' approval of the District's budget for those years.
Requested, Catherine A. O'Connor, Director of Engineering, WSS: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 April 7, 2016