TRANSMITTAL LETTER FOR BOARD MEETING OF OCTOBER 15, 2020
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase orders and enter into an agreement with JB Systems Inc., dba Mainsaver Software, LLC., to provide support services for the Mainsaver Computerized Maintenance Management System (CMMS), in an amount not to exceed $112,620.00 Accounts 101-69000-601100, 612430, Requisition 1548692
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with JB Systems Inc., dba Mainsaver Software, LLC., to provide support services for the Mainsaver Computerized Maintenance Management System (CMMS), for a three year period, beginning January 1, 2021 and terminating on December 31, 2023.
The CMMS is the planning tool used by the District to initiate, organize, and track all maintenance performed at District facilities. The required services are to provide ongoing software maintenance and technical support for this computerized system including unlimited phone support, software upgrades, and web access.
The Multi-Project Labor Agreement is not applicable due to the specialized nature of the work involved.
The Affirmative Action Ordinance, Revised Appendix D applies only to construction contracts over a $100,000.00 threshold. These sections on page D-5 of the Ordinance address the types of covered contracts:
• Section 4. Coverage: The following provisions, to be known as “Appendix D” together with relevant forms shall apply and be appended to every construction contract awarded by the District where the estimated total expenditure is in excess of $100,000.00, except contracts let in the event of an emergency contract pursuant to 70 ILCS 2605/11.5.
• Section 5. Definitions: (g) “Construction contract” means any District contract or amendment thereto, providing for a total expenditure in excess of One Hundred Thousand Dollars ($100,000.00) for the construction, demolition, replacement, major repair or renovation and maintenance of real property and improvement thereon or sludge hauling and any other related contract which the District deems appropriate to be subject to Appendix D consistent with the Ordinance.
JB Systems Inc., dba Mainsaver Software, LLC., the sole provider of the support program for CMMS, has submitted pricing for the services required. Inasmuch as JB Systems Inc., dba Mainsaver Software, LLC., is the only source of supply for all of the services required, nothing would be gained by advertising for bids (Section 11.4 of the Purchasing Act). JB Systems Inc., dba Mainsaver Software, LLC., is registered and in good standing with the State of Illinois.
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 JB Systems Inc., dba Mainsaver Software, LLC., in an amount not to exceed $112,620.00.
The yearly estimated expenditures, in Accounts 101-69000-601100, 612430, are $37,540.00 for 2021, $37,540.00 for 2022, and $37,540.00 for 2023. These estimated expenditures are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
Requested, John P. Murray, Director of Maintenance and Operations
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL: SEB:MS:JK
Respectfully Submitted, Barbara J. McGowan, 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 15, 2020