CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Accept the Record of Emergency Award of Procurement 17-213, Uninterruptable Power Supply, to Volt Electric for an amount not to exceed $36,397.
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DEPARTMENT: Department of Public Works
SUBMITTED BY: Richard Dublinski, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
The Department of Public Works - Public Building Operations (DPW-PBO) was notified on September 22, 2017 that the uninterruptable power supply (UPS) at the Municipal Center went into “trouble” mode. PBO staff requested the City’s contracted vendor, United Power, to work through the issue. During a diagnostic exercise, the unit failed and brought down the data center (including all programs supported through IT) and communications (computers and phones) at the Municipal Center.
During an attempt at a repair, the United Power technician replaced a board in the unit. When the unit was brought back online, the IGBT’s (specialized transistors) blew, the new board fried and the unit started to smoke. The unit is 18 years old and has been kept in service with used parts. Replacement parts are no longer manufactured. A typical unit has a life expectancy of twelve years. United Power strongly recommended the UPS be replaced.
DISCUSSION:
The emergency procurement was approved by the Chief Procurement Officer on September 27, 2018, per Section 1-9B-4:6 Emergency Procurements, of the Naperville Procurement Code.
Since a UPS failure causes a significate impact to all IT programs, it was critical that the system be replaced in a short period of time. PBO provided the scope of work to five contractors and requested a quote for the work.
The following quotes were received:
|
Vendor |
Quote |
Delivery |
Installation/Disposal Included |
|
Volt Electric* |
$36,397 |
1 Week |
Yes |
|
CDW-G |
$45,516.22 |
4-6 Weeks |
Yes |
|
Nationwide Power |
$22,188 |
4 Weeks |
No |
|
United Power & Battery |
$30,450 |
3 Weeks |
No |
|
Vertiv |
$21,203.35 |
4-6 Weeks |
No |
*Note that Volt’s unit price was price matched to the lowest bid for an Eaton Model UPS at $21,000.00. The total not to exceed price includes the unit, installation, a required external by-pass, and certified disposal.
Volt Electric, the City’s electrical contractor, was selected to perform the work because it provided the lowest quote to furnish and install an Eaton 9355 30 KVA UPS unit and the shortest delivery timeframe. The work to replace the UPS has been completed.
FISCAL IMPACT:
CIP: N/A
Emergency repairs are funded through the Building improvements account listed below. Funds are available in this account.
|
Account Number |
Fund Description |
Total Budge Amount |
|
010-4240-418.70-83 |
General Fund |
$237,000 |