TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 5, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement with Sirius Automation Group Inc. for preventive maintenance, technical support, repair, and parts for three Sirius automated weighing robotic systems at various locations for three years, in an amount not to exceed $116,935.00, Account 101-16000-612970, Requisition 1605824
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Sirius Automation Group Inc. (Sirius) for preventive maintenance, technical support, repair, and parts for three Sirius automated weighing robotic systems: two systems at the Egan Analytical Laboratory (EAL), located at the Egan Water Reclamation Plant (WRP) and one system at the Industrial Waste Analytical Laboratory located at the Stickney WRP. This purchase order will expire on December 31, 2026.
Sirius automated weighing robotic systems are used for the analysis of solids in a variety of Metropolitan Water Reclamation District of Greater Chicago (District) samples. The total suspended solids (TSS) analysis performed at the EAL is an Illinois Environmental Protection Agency National Pollutant Discharge Elimination System required analysis for the four north-area WRPs. The second instrument at the EAL is used for the total solids analysis on a variety of District samples, including digesters, 503 sludges, and Environmental Monitoring and Research Division support request samples. The instrument located at Stickney is used for the analysis of TSS on industrial waste samples, which are Sewage and Waste Control Ordinance and User Charge Ordinance required analyses.
Sirius, the sole service provider for preventive maintenance, technical support, repair, and parts for the automated weighing robotic systems, has submitted pricing for the services required. Inasmuch as Sirius is the only source of supply for the services required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Sirius is registered and is in good standing with the State of Illinois.
The Multi-Project Labor Agreement (MPLA) and Affirmative Action Appendix A are 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 Sirius, in an amount not to exceed $116,935.00.
The estimated expenditures for 2024, 2025, and 2026 are $36,980.00, $38,980.00, and $40,975.00, respectively. Funds for the 2024, 2025, and 2026 expenditures 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 October 5, 2023