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TO: Mayor Thomas J. Weisner
FROM: David E. Schumacher, P.E.; Superintendent of Water Production
DATE: October 23, 2014
SUBJECT:
Resolution Authorizing a One-Year Instrumentation Service Agreement with the HACH Company for the Water Production Division
PURPOSE:
To obtain authorization for a one-year Instrumentation Service Agreement with the HACH Company (HACH), Loveland, CO, for routine and emergency maintenance services for existing HACH on-line and laboratory water quality monitoring instrumentation utilized by the Water Production Division (WPD), at a cost of $50,705.00.
BACKGROUND:
The WPD utilizes approximately 86 HACH on-line and laboratory instruments for water quality monitoring, process control, and to ensure regulatory compliance. These instruments analyze parameters such as turbidity, pH, chlorine residual, ammonia, and fluoride residual.
DISCUSSION:
Under the proposed agreement, which the WPD has maintained with HACH since 2005, HACH provides regularly scheduled preventive maintenance and calibration service to all instruments covered, prioritized repair service and parts, and loaner instrumentation when needed. This agreement renewal would be in effect for the period February 1, 2015 through January 31, 2016.
The cost of the proposed 2015 HACH service agreement is $50,705.00. This represents an increase of $8,784.00 from the 2014 agreement. $7,097.00 (16.9%) of the increase in price is due to the addition of 5 instruments as part of the newly installed Fox River water quality monitoring panel and the highly specialized probes it contains. This panel provides advanced warning if raw water quality conditions in the Fox River abruptly change or specific concerning parameters are detected. The remaining $1,687.00 increase (4.0%) is related to existing equipment costs.
The agreement is advantageous, in that the WPD is assured of high quality factory authorized maintenance and repair services and is relieved of the cost of carrying its own inventory of spare parts. Perhaps more importantly, service is prioritized by HACH, which can prevent regulatory excursions when instruments for regulated parameters are involved. Because the parts and meter components are manufactured by HACH, this maintenance agreement is available exclusively through HACH.
Funds have been requested in the 2015 City Budget in Account No. 510-4058-511-38-01.
IMPACT STATEMENT:
None.
RECOMMENDATIONS:
That a resolution authorizing award of a sole source purchase order, via City Code section 2-335 (a) (3), to the HACH Company in the amount of $50,705.00 be approved by the Mayor and City Council. It is further recommended that this matter be submitted to the Buildings, Grounds, and Infrastructure Committee for review and recommendation.
cc: Alderman Peters, Chairman
Alderman Garza
Alderman Bugg
Alderman Saville, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution Authorizing a One-Year Instrumentation Service Agreement with the HACH Company for the Water Production Division
body
WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, the current Instrumentation Service Agreement for existing analytical instrumentation equipment manufactured by the HACH Company (HACH), Loveland, CO, and utilized by the Water Production Division, will expire on January 31, 2015; and
WHEREAS, this service supports approximately 86 laboratory and on-line water monitoring instruments manufactured by HACH, providing analyses essential to maintaining effective water treatment process control and regulatory compliance; and
WHEREAS, a proposal has been received from HACH, which has provided this service to the City with satisfactory results over an extended period of time, for a one year service agreement for this instrumentation, for the price of $50,705.00; and
WHEREAS, budgetary authority for this purchase has been requested in the 2015 City Budget in Account No. 510-4058-511-38-01; and
WHEREAS, in accordance with City of Aurora Code of Ordinances, Section 2-335 (a) (3), the product or service desired is provided by only one (1) source;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: Hereby authorizes a one-year Instrumentation Service Agreement with HACH Company for the Water Production Division effective February 1, 2015 thru January 31, 2016, and does hereby further authorize its Purchasing Director to issue the necessary orders to implement purchase of same.
PASSED AND APPROVED on ______________.
AYES ____ NAYS ____ NOT VOTING ____ ABSENT ____
____________________________ __________________________
Alderman Bohman, Ward 1 Alderman Garza, Ward 2
____________________________ __________________________
Alderman Mesiacos, Ward 3 Alderman Donnell, Ward 4
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Alderman Peters, Ward 5 Alderman Saville, Ward 6
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Alderman Hart-Burns, Ward 7 Alderman Mervine, Ward 8
____________________________ __________________________
Alderman Bugg, Ward 9 Alderman Johnson, Ward 10
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Alderman Irvin, At Large Alderman O'Connor, At Large
ATTEST:
____________________________ __________________________
City Clerk Mayor