TRANSMITTAL LETTER FOR THE BOARD MEETING OF OCTOBER 17, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue a purchase order and enter into an agreement with Canary Systems, Inc. for Contract 23-172-1H McCook and Thornton Reservoir Instrumentation Website 2024-2027, for a Three (3) Year Automated Data Acquisition System Website Hosting and Hardware Support Service Program at the McCook Reservoir and Thornton Composite Reservoir, in an amount not to exceed $272,435.00, Account 101-50000-623800, Requisition 1625656
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Canary Systems, Inc. (Canary) for a Three (3) Year Automated Data Acquisition System Website Hosting and Hardware Support Service Program at the McCook and Thornton Reservoirs. The three-year maintenance service program contract will begin retroactively on September 1, 2024, and expire on August 31, 2027.
The District utilizes Canary’s Multi-logger WEB database as the automated data acquisition system for real time and historical trending of instrumentation devices, that were installed at the McCook and Thornton Reservoirs by the United States Army Corps of Engineers, to measure and monitor pressure and geologic movements along the vertical highwalls of the reservoir perimeters. Canary’s services aid the District in ensuring project safety, proper functioning of reservoir features, and providing early warning signs of possible failures related to geologic features of the reservoirs.
Canary has submitted a proposal for the automated data acquisition system and maintenance services provided. Inasmuch as Canary programmed, installed, and is the current service provider for the automated data acquisition system and instrumentation at the McCook and Thornton Reservoirs, and is the only source for the maintenance services required and to maintain instrumentation warranties; nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act).
Canary is not registered to transact business in Illinois but has a status of good standing from the State of New Hampshire.
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 Canary Systems, Inc. in an amount not to exceed $272,435.00.
Funds for 2024 expenditures in the amount of $22,394.67 are available in Account 101-50000-623800. Funds for 2025 in the amount of $79,904.33, 2026 in the amount of $79,904.33, and 2027 in the amount of $68,464.67 are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, Catherine A. O’Connor, Director of Engineering, KMF
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 17, 2024