TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 14, 2025
COMMITTEE ON PROCUREMENT
Mr. John P. Murray, Acting Executive Director
Title
Authority to decrease the agreement with IFS Ultimo Americas Inc., to Provide Telephone Support and District-Wide, Onsite, Software Training for the Mainsaver Computerized Maintenance Management System (CMMS), in an amount of $140,899.76, from an amount of $184,653.76, to an amount not to exceed $43,754.00, Accounts 101-69000-601100/612430, Purchase Order 3136194
Body
Dear Sir:
On December 21, 2023, the Board of Commissioners authorized the Director of Procurement and Materials Management 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). Since that time, the agreement has been reassigned to IFS Ultimo Americas Inc., due to its acquisition of J.B. Systems Inc., in an amount not to exceed $184,653.76. The agreement expires on December 31, 2026.
There have been no prior change orders.
Original Contract Amount $184,653.76
Date of Board Approval 12/21/2023
Cumulative Change Order Value (7/31/2025) $0.00
% Change of Original Contract Value 0.0%
Current Contract Value $184,653.76
Requested Increase or Decrease ($140,899.76)
New Contract Value $43,754.00
% Change of Current Contract Value -76.3%
% Change of Original Contract Value -76.3%
A decrease in value is requested to reflect the reduced scope of services provided by IFS Ultimo Americas Inc., pursuant to the reassigned agreement. Following the change in ownership, only support services are currently required. This change order is in compliance with the Illinois Criminal Code since the change is due to circumstances, not reasonably foreseeable at the time the contract was signed and is in the best interest of the District.
It is hereby recommended that the Board of Commissioners authorize the Director of Procurement and Materials Management to execute a change order to decrease the agreement with IFS Ultimo Americas Inc., in an amount of $140,899.76 (approximately 76.3% of the current contract value), from an amount of $184,653.76, to an amount not to exceed $43,754.00.
Funds will be restored to Accounts 101-69000-601100/612430.
Requested, Pinakin V. Desai, Acting Director of Maintenance and Operations, JS:MM:JR
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Precious Brady-Davis, Chairperson Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for August 14, 2025