TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 2, 2018
COMMITTEE ON MAINTENANCE AND OPERATIONS
Mr. John P. Murray, Acting Executive Director
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Authorization to declare an operational emergency affecting public health and safety, and increase Contract 18-700-02 for Emergency Repairs to TARP Sluice Gates in Des Plaines and Chicago, to Independent Mechanical Industries, Inc., in an amount not to exceed $350,000.00, from an amount of $50,000.00, to an amount not to exceed $400,000.00, Account 201-50000-645600 Purchase Order 3100456
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Dear Sir:
Authority is requested by the Acting Director of Maintenance and Operations for the Board of Commissioners (Board) to declare an operational emergency to perform repairs to TARP sluice gates in Des Plaines and Chicago.
On Monday, July 9, 2018 it was reported that two TARP sluice gates in the North Service Area have faulty hydraulic cylinders rendering them inoperable. North Branch Control Gate 8 regulates dry weather and wet weather flow from a 114” outfall sewer in the City of Chicago to the Mainstream TARP system. This gate needs to remain open at all times. Kirie WRP Control Gate 5 regulates flow from a 54” MWRD interceptor into the Kirie TARP system. This gate is opened during storm conditions to help alleviate the MWRD interceptor and local sewers in the area, and cannot be left open during dry weather due to high ammonia loads present in sewage. Both gates must be repaired immediately because they are essential to reduce CSOs and comply with NPDES permits.
In accordance with Section 11.5 of the Purchasing Act, on July 16, 2018, the Acting Director of Maintenance and Operations declared an operating emergency in an amount not to exceed $50,000.00 to Independent Mechanical Industries, Inc., to effect immediate repairs to both TARP sluice gates.
The total estimated cost of the repairs is $400,000.00. The repairs are anticipated to take approximately two months for both control gates, as lead times for the hydraulic cylinders are between 4-5 weeks.
Immediate repair of the TARP sluice gates is deemed essential to the protection of the public health and environment. Therefore, in accordance with Section 11.5 of the Purchasing Act, it is recommended that the Board of Commissioners declare an operational emergency affecting public health and safety, award Contract 18-700-02 to perform repairs to TARP sluice gates in Des Plaines and Chicago, to Independent Mechanical Industries, Inc., and authorize the Director of Procurement and Materials Management to execute a change order to increase the Purchase Order in an amount not to exceed $350,000.00, from an amount not to exceed $50,000.00 to an amount not to exceed $400,000.00.
Funds are available in Account 201-50000-645600.
This change order is in compliance with the Illinois Criminal Code since the change is due to circumstances not reasonably foreseeable at the time the contract was signed and is in the best interest of the District.
It is also requested that the Board fix the date on which the emergency is to terminate as September 30, 2018.
Requested, Brett A. Garelli, Acting Director of Maintenance and Operations, BAP:SO’C:MAG:JR
Respectfully Submitted, David Walsh, Chairman Committee on Maintenance and Operations
Disposition of this agenda item will be documented in the Board Meeting Minutes of the Board of Commissioners for August 2, 2018