Agenda Item Wording:
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Authorize the one-time purchase of UPS (Uninterruptible Power Supply) Systems - Authorize the City Manager to enter into a one-time purchase agreement for Uninterruptible Power Supply systems including hardware, central management, monitoring and reporting with GigaKOM for a total of $190,207.
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Deadline for Action: 11/18/2024
Submitting Department: Finance and Technology Services
Contact Name and Phone Number:
Josh Dennewitz, IS Systems Analyst, 559-713-4125 josh.dennewitz@visalia.gov
John Howison, IS Manager, 559-713-4121 john.howison@visalia.gov
Renee Nagel, Finance & Technology Director, 559-713-4375 renee.nagel@visalia.city
Department Recommendation:
It is recommended that the City Council authorize the City Manager to enter into a one-time purchase agreement with GigaKOM for Uninterruptible Power Supply (UPS) Battery Systems including hardware, central management, monitoring and reporting. The total purchase will cost $190,207.
Background Discussion:
The City of Visalia utilizes backup batteries in each City facility to provide short-term power in the event of a power outage and to provide protection from power surges and spikes. These batteries allow the phones to continue working during a power loss and protect expensive network and server equipment. The batteries, monitoring software, and power conditioners are referred to as the Uninterruptible Power Supply (UPS) system.
The central management and monitoring system allows City staff to remotely manage and receive reports on every battery in use at each location. This includes notifications when a facility has lost power and when a battery is failing or has failed and needs to be replaced. It also allows staff to remotely update the UPS software and remotely restart connected devices, saving staff a trip.
The existing UPS equipment in use today needs to be replaced due to age, most of it was purchased in 2007. This proposal would replace over 60 UPS devices that are in use today. It is not uncommon for a facility to have multiple UPS, there will be a UPS in the network closet of each floor, there will be a UPS attached to the surveillance video recording server, or a UPS attached to an alarm panel or control system.
On September 5, 2024 the City Purchasing Division solicited proposal (RFP 24-25-04) by advertising in the Visalia Times Delta, posting on Bid Net, and mailing letters to potential proposers. The RFP closed on October 2nd and the City received 1 proposal from GigaKOM. City staff evaluated GigaKOM’s response to RFP 24-25-04 Uninterruptible Power Supply (UPS) and contacted references to verify acceptable performance history. City staff members were satisfied with GigaKOM’s proposal and reference’s responses.
Fiscal Impact:
This project is funded by the American Rescue Plan Act (ARPA) Funds which were appropriated by Council on December 20, 2021.
Prior Council Action: On December 20, 2021, staff presented to Council the proposed American Rescue Plan Act (ARPA) funded projects, this included backup batteries for the City network equipment.
Alternatives: Direct staff to re-issue the RFP or investigate alternative solutions to provide equipment protection during a power outage. The ARPA funding would not be available for this.
Recommended Motion (and Alternative Motions if expected):
recommendation
Authorize the City Manager to enter into a one-time purchase agreement with GigaKOM for UPS Systems including hardware, management, monitoring and reporting for a total of $190,207.
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Attachments:
Attachment 1 - Draft Agreement
Attachment 2 - Quote
Attachment 2 - RFP-24-25-04 Uninterruptible Power Supply Refresh