TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 2, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order to Earth Data Northeast, Inc. to furnish and deliver one Westbay motorized winch with cable and accessories, in an amount not to exceed $27,378.75, Account 101-16000-634970, Requisition 1595407
Body
Dear Sir:
Authorization is requested to issue a purchase order to Earth Data Northeast, Inc., (Earth Data Northeast) to furnish and deliver one Westbay motorized winch with 500m No. 9206 cable and accessories to the Stickney Water Reclamation Plant. All parts will be delivered by December 31, 2023.
The Westbay winch, cable, and accessories will be utilized to perform regulatory groundwater quality monitoring at the Thornton Composite Reservoir (TCR). The current motorized winch at the TCR is obsolete and has required continual repairs since 2019. Since the current winch is obsolete, parts to repair the winch may be unavailable and could render the unit unrepairable. This would cause non-compliance to the District’s groundwater quality monitoring requirement. The new winch is essential for the District to continue to meet its regulatory ground water quality monitoring requirement. The Westbay motorized winch is designed to work in conjunction with the sampler, drawing water from the existing Westbay well system in operation at the TCR.
Earth Data Northeast, the sole source of supply in the United States for products from Westbay Instruments, a Division of Nova Metrix Ground Monitoring Ltd. (Canada) has submitted pricing for the motorized winch with cable and accessories. Inasmuch as Earth Data Northeast is the only source of supply for the motorized winch with cable and accessories, said purchase order may be issued without competitive bidding pursuant to Section 11.4 of the Purchasing Act.
Earth Data Northeast is not registered to transact business in the State of Illinois but has submitted a certificate of good standing from the State of Pennsylvania. The Director of Monitoring and Research has given approval to move forward with this vendor.
The Multi-Project Labor Agreement is not applicable to this contract because it is primarily a furnish and deliver contract.
The Affirmative Action Ordinance is not included because Earth Data Northeast is the sole-source provider.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to issue a purchase order to Earth Data Northeast in an amount not to exceed $27,378.75.
Funds are available in Account 101-16000-634970.
Requested, Edward W. Podczerwinski, Director of Monitoring and Research, EWP:RA:HZ:GT:BM:ae
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 March 2, 2023