TRANSMITTAL LETTER FOR BOARD MEETING OF NOVEMBER 16, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement with Ametek Arizona Instrument LLC, for calibration and repair services on Jerome Hydrogen Sulfide Analyzers and a Jerome Function Test Module, in an amount not to exceed $53,105.00, Account 101-16000-612970, Requisition 1606440
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Ametek Arizona Instrument LLC (Ametek), for calibration and repair of ten (10) Jerome Hydrogen Sulfide (H2S) Analyzers (Jeromes) and one (1) Jerome Function Test Module (FTM) over three years. This purchase order will expire on December 31, 2026.
The Jeromes are used to measure H2S concentration in ambient air and the FTM is used to check the Jeromes periodically to ensure they are accurate. Each of the seven water reclamation plants of the District uses a Jerome for its odor management program. The Monitoring and Research Department uses three Jeromes for odor monitoring and various projects. Ten Jeromes and the FTM that the District owns need to be serviced after 12 months of use, according to the manufacturer’s specification. The Jerome and FTM calibration and repair involve a sophisticated calibration system that ensures stability of the calibration gas source, constant pressure in the calibration gas stream and a controlled temperature environment, and specialized knowledgeable personnel.
Ametek, the sole-service provider of the Jeromes and FTM calibrationk and repair, has submitted pricing for the services required for 2024, 2025, and 2026. Inasmuch as AMETEK 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).
Ametek is not registered to transact business in the State of Illinois but has submitted a certificate of good standing from the State of Massachusetts. The Director of Monitoring and Research has given approval to move forward with this vendor.
The Multi-Project Labor Agreement (MPLA) is not applicable because the classification of work does not fall under the provision of the MPLA.
The Affirmative Action Ordinance is not included because Ametek is the sole provider of the services.
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 AMETEK in an amount not to exceed $53,105.00.
The estimated expenditures for 2024, 2025, and 2026 are $16,743.00, $16,680.00, and $19,682.00, respectively, and 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:HZ:WA: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 November 16, 2023