Title:
Title
Contract Award for Uninterruptible Power Systems (UPS) Maintenance (Two-Thirds Vote Required)
End
FileID
File ID: 2019-01684
Location
Location: Citywide
Recommendation:
Recommendation
Pass a Motion: 1) suspending competitive bidding and authorizing use of a Request for Qualifications (RFQ) process in the best interests of the City for selection of a contractor to perform Uninterruptible Power Systems maintenance and repair work; 2) awarding an initial one-year maintenance contract for Uninterruptible Power Systems maintenance and repair work to M.C. Dean, Inc. for an amount not to exceed $157,379; 3) authorizing the City Manager or the City Manager’s designee to execute the contract specified above; and 4) authorizing the City Manager or the City Manager’s designee to exercise options to extend the contract for up to four additional one-year terms, with a total amount not-to-exceed $820,090 for the entire potential five-year term of the contract, provided there is sufficient funding available in the adopted budgets for the applicable fiscal years.
Contact: Joseph Gluvers, Senior Engineer, (916) 808-8427; James Christensen, Facilities Manager, (916) 808-5863, Department of Public Works.
Body
Presenter: None
Attachments:
1-Description/Analysis
2-Contract
Description/Analysis
Issue Detail: The City has Uninterruptible Power Systems (UPS) at various City locations which provide near-instantaneous emergency power when the main power fails. Each UPS provides backup power for critical City systems, such as the 911 Communication Center, the City’s main and backup data centers, as well as other life safety systems, including fire alarm, emergency lighting, and security.
Each UPS requires bi-annual battery maintenance and annual system maintenance. In addition, component replacements, battery replacements and repair are required when the regularly scheduled maintenance identifies deficiencies. The City’s existing maintenance contract (Contract No. 2014-1230) with Deco Tech Systems, Inc. will expire on December 18, 2019. A new maintenance contract is required to ensure there is no interruption of maintenance services.
The City has a UPS at the following facilities:
§ Police 9-1-1 Communication Center:
- 7397 San Joaquin Street, Sacramento, CA 95820
§ Police Central Station:
- 300 Richards Blvd., Sacramento, CA 95811
§ Police Headquarters:
- 5770 Freeport Blvd., Sacramento, CA 95822
§ Fire Headquarters:
- 5770 Freeport Blvd., Sacramento, CA 95822
§ City Hall:
- 915 I Street, Sacramento, CA 95814
§ Crocker Art Museum:
- 216 O Street, Sacramento, CA 95814
§ Sacramento Valley Station:
- 401 I Street, Sacramento, CA 95814
§ Oak Park Community Center:
- 3425 Martin Luther King Jr. Blvd., Sacramento, CA 95817
Policy Considerations: The recommendations in this report are in accordance with City Code section 3.60.170(D), which authorizes the City Council to suspend competitive bidding, upon a two-thirds vote, when the City Council determines it is in the best interests of the City to do so.
Due to the critical nature of the scope of work and the buildings being serviced under this contract, City staff recommends suspending competitive bidding for the UPS maintenance contract and authorizing use of a Request for Qualifications (RFQ) process to select a qualified contractor for the UPS maintenance work to ensure the safety and security of the buildings at which the work is being performed.
Economic Impacts: None
Environmental Considerations:
California Environmental Quality Act (CEQA): The action is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines section 15301. The project consists of the repair or maintenance of an existing public facility electrical equipment involving negligible or no expansion of use.
Sustainability: None
Commission/Committee Action: None
Rationale for Recommendation: On August 27, 2019, the Facilities and Real Property Management Division issued RFQ Q19014541007 for maintenance services of the City’s UPS systems. Three statements of qualifications were submitted. A selection committee evaluated the statements of qualifications and selected M.C. Dean, Inc. as the most qualified firm to perform the required maintenance.
Batteries and other components identified as deficient during regularly scheduled maintenance will require replacement or repair. Staff recommends including a contingency budget in the contract with M.C. Dean, Inc. for purchasing of replacement systems, parts, supplies, and materials. Based on M.C. Dean, Inc.’s proposed pricing, and including a contingency for parts and repairs, the annual estimated expenditures under the UPS maintenance contract are as follows:
|
City Facility |
Year 1 |
Year 2 |
Year 3 |
Year 4 |
Year 5 |
Total |
|
Police 911 Center |
$44,886 |
$46,233 |
$47,620 |
$49,048 |
$50,520 |
$238,306 |
|
Police Central Station |
$7,396 |
$7,618 |
$7,846 |
$8,082 |
$8,324 |
$39,266 |
|
Police Headquarters |
$8,378 |
$8,629 |
$8,888 |
$9,155 |
$9,430 |
$44,480 |
|
Fire Headquarters |
$6,403 |
$6,595 |
$6,793 |
$6,997 |
$7,207 |
$33,994 |
|
City Hall |
$14,570 |
$15,007 |
$15,457 |
$15,921 |
$16,399 |
$77,354 |
|
Crocker Art |
$16,470 |
$16,964 |
$17,473 |
$17,997 |
$18,537 |
$87,441 |
|
Sacramento Valley Station |
$4,638 |
$4,777 |
$4,920 |
$5,068 |
$5,220 |
$24,624 |
|
Oak Park CC |
$4,638 |
$4,777 |
$4,920 |
$5,068 |
$5,220 |
$24,624 |
|
|
|
|
|
|
|
|
|
Subtotal |
$107,379 |
$110,600 |
$113,919 |
$117,336 |
$120,856 |
$570,090 |
|
|
|
|
|
|
|
|
|
IT Materials & Supplies Subtotal |
$50,000 |
$50,000 |
$50,000 |
$50,000 |
$50,000 |
$250,000 |
|
Grand Total |
$157,379 |
$160,600 |
$163,919 |
$167,336 |
$170,856 |
$820,090 |
Financial Considerations: The amount of the initial one-year contract will not exceed $157,379. The City will then have four one-year renewal options for potential extension of the contract up to five years total. The total not-to-exceed amount of the maintenance contract, if all renewal options are exercised and the contract extends for five years, is $820,090.
There is sufficient funding available in the Fiscal Year (FY) 2019/20 Police, Fire, Information Technology, and Public Works Departments operating budgets (Fund 1001) to provide these services through the end of FY2019/20. Extension of the contract in succeeding fiscal years shall be subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): M.C. Dean, Inc. is not an LBE. The minimum LBE participation requirement is waived by the Interim Director of Public Works.