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RATIFICATION OF THE DECLARATION OF AN EMERGENCY TO REPLACE THE UNINTERRUPTED POWER SUPPLY (UPS) SYSTEM FOR THE POLICE DEPARTMENT WHICH FAILED AFTER LOSS OF POWER ON AUGUST 15, 2013; ACCEPTANCE OF REQUEST FOR PROPOSAL NO. RFP-1213_65 FROM EATON CORPORATION; AND APPROVAL OF CONTRACT NO. K_1213_200 IN THE AMOUNT OF $81,620.39, PERFORMANCE BOND NO. B-1213-96, STATUTORY BOND NO. B-1213-97, AND MAINTENANCE BOND NO. MB-1213-87 FOR THE POLICE EMERGENCY UPS SYSTEM PROJECT.
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BACKGROUND: In December 2000, the City purchased a radio system that included the installation of an Uninterrupted Power Supply (UPS). The installed UPS provides backup power to the 911 Center and the City radio system.
In March of 2010, the UPS failed causing the loss of power to critical public safety infrastructure. During this failure, City Staff learned the UPS manufacturer was no longer servicing the UPS and parts were limited resulting in delay to the repair of the UPS. During this time, the City was facing severe weather. In order to ensure quality power and consistent voltage, the building was powered using the backup generator.
DESCRIPTION: The FYE 2011 Capital Budget included funds for the replacement of the UPS in the basement of the police department; however, it was determined UPS Project needed to be scheduled after completion of the Police/Municipal Court HVAC Replacement Project (scheduled for the same fiscal year) since the UPS room would be impacted by the project. In July 2012, the City engaged the engineering firm of Redding, Linden and Burr to provide plans for the UPS replacement. This engineering firm provided the design and implementation of the heat and air system and therefore was familiar with the building and specifications of the UPS room. The engineering firm conducted a site visit, researched possible solutions, and engineered plans to replace the existing system. The Facility Maintenance Division reviewed current equipment and future equipment load capacity needs to determine what electrical capacity improvements might be necessary over the next 10 years.
The plans supplied by the engineering firm were used to complete a request for proposal that was released on January 18, 2013. Responses were received on February 21, 2013. The only response to the RFP was from Eaton Corporation of Raleigh, North Carolina. After review of the proposal, staff feels the response meets the RFP and the engineering firm’s requirements. The project engineer, Redding Linden and Burr, conducted a review of the proposal and agrees the Eaton Corporation proposal will satisfy the City’s need for uninterrupted power to the 911 Communications System. The proposal from the Eaton Corporation includes a factory warranty for the UPS product to protect against any defects in materials or workmanship.
On August 15, 2013, the current radio system and 9-1-1 UPS suffered a critical failure and is no longer functioning. At that time the agenda item was scheduled for Council’s consideration on its August 27, 2013, agenda. However, the estimated timeline for delivery and installation is a minimum of three weeks from the time the vendor is authorized to proceed. Waiting for approval by Council on August 27, 2013, would have posed significant risk to the City’s technology systems and the citizens those systems serve. Section 8-203(a)(2) provides for the purchase of emergency supplies, materials, equipment, or contractual services which are necessary to maintain operations prior to City Council approval as long as such purchases receive prior approval from the City Manager. As a result, the City Manager declared an emergency as authorized staff to move forward with the purchase to allow the vendor to order the equipment and move forward with the project. A memorandum showing the City Manager’s approval is attached.
Funds for this purchase are available in the Radio/Communication equipment/other account, 010-6039-421.54-99 and Capital Improvement Project account, 050-9677-419.61-01, Project No. EF0153.
RECOMMENDATION: It is recommended Council ratify the declaration of an emergency to purchase the requested UPS System and accept Request for Proposal No. RFP-1213-65 from Eaton Corporation for the purchase of an Uninterrupted Power Supply System. It is further recommended that Council approve Contract No. K-1213-200 in the amount of $81,620.39 and Performance Bond No. B_1213-96, Statutory Bond No. B-1213-97, and Maintenance Bond No. MB-1213-87.