TRANSMITTAL LETTER FOR BOARD MEETING OF DECEMBER 21, 2023
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Issue purchase order and enter into an agreement with J.B. Systems Inc., to Provide Telephone Support and District-Wide, Onsite, Software Training for the Mainsaver Computerized Maintenance Management System (CMMS), in an amount not to exceed $259,047.64, Accounts 101-69000-601100, 612430, Requisition 1602026
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with J.B. Systems Inc., to provide telephone support and district-wide, onsite, software training for the Mainsaver Computerized Maintenance Management System (CMMS), to begin upon receipt of the purchase order and terminate on December 31, 2026.
The CMMS is the primary planning tool used by District maintenance managers to initiate, organize and track all maintenance performed, by every trade, at all levels. The requested telephone support services are to provide ongoing software support maintenance and technical support for this computerized system, including unlimited telephone support, upgrades and web access. Telephone support is necessary when technical issues arise above and beyond the expertise of District staff. Upgrades and web access are proprietary. In addition, the requested training will cover basic Mainsaver software skills including work request and work order skills, query skills, and preventive maintenance and inventory skills. The training will be taught across ten-days each of the three years under this Agreement and will focus on features and functions at multiple skill levels.
J.B. Systems Inc., the sole provider of support services for the proprietary Mainsaver CMMS software suite, has submitted pricing for the services required. Inasmuch as J.B. Systems Inc., 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).
J.B. Systems Inc. is registered and in good standing with the State of Illinois.
The Multi-Project Labor Agreement (MPLA) is not applicable because the requirement does not fall under the provisions of the MPLA.
The Affirmative Action Ordinance Revised Appendix D and Appendix V is not included because J.B. Systems Inc. is the sole provider of this service.
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 J.B. Systems Inc., in an amount not to exceed $259,047.64.
Funds for the 2024 expenditure, in the amount of $74,393.88, are available in Accounts 101-69000-601100, 612430. Funds for the 2025 expenditure, in the amount of $106,076.88, and for the 2026 expenditure, in the amount of $78,576.88, are contingent on the Board of Commissioners’ approval of the District’s budget for that year.
Requested, John P. Murray, Director of Maintenance and Operations
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management, DAL:SEB:MS:es
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 December 21, 2023