City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: FEBRUARY 8, 2022 FROM: INNOVATION AND TECHNOLOGY DEPARTMENT WARDS: ALL SUBJECT: MEASURE Z – AWARD BID NO. 7859 FOR THE PURCHASE AND INSTALLATION OF UNINTERRUPTIBLE POWER SUPPLIES TO EMR CPR, LLC, IN THE AMOUNT OF $134,461.40 ISSUE:
Award Bid No. 7859 for the purchase and installation of uninterruptible power supplies to EMR CPR, LLC, in the amount of $134,461.40.
RECOMMENDATIONS:
That the City Council:
Award Bid No. 7859 for the purchase and installation of uninterruptible power supplies to EMR CPR, LLC in an amount of $134,461.40; and Authorize the City Manager, or designee, to execute the Professional Consulting Services Agreement, and any supplementary documentation to effectuate and enforce this agreement, including making minor and non-substantive changes.
BACKGROUND:
Uninterruptible power supplies (UPS) are essentially back-up battery banks which ensure that the City’s network continues to function, during a short power outage. They also protect the network equipment from failure during power spikes and surges. These are installed in multiple locations through the City of Riverside. The City has approximately 40 existing network UPS devices citywide. The City’s network is a foundational technology infrastructure component and almost all other software applications and technology services rely upon it. The network is made up of approximately 150 network rooms at 70 City facilities.
DISCUSSION:
On July 13, 2021, Invitation for Bid (RFB) No. 7859 was issued for the purchase and installation of uninterruptible power supplies and associated product warranties for support and services. The bid includes the purchase of 75 new back-up batteries, each with a three-year extended warranty, the installation and racking of the new equipment as well as the removal of the old UPS devices. The bid also included optional bid additives but based on the budget, the bid additives have been deemed cost prohibitive. This bid will improve the reliability of the City network and the applications and services that utilize and rely on the network.
The City received four responses, two being considered responsive and EMR CPR, LLC being deemed the lowest responsive bidder. The bids are summarized in the table below:
Vendors
City Location
Base Bid Amount
Rank
EMR CPR, LLC
Union City, California
$134,461.40
1 Vector Resources, Inc.
Rancho Cucamonga, California
$135,878.70
2 Battery Backup Systems
Macungie, Pennsylvania
$175,600.00
Non-responsive
Total Online Protection
Temecula, California
$188,445.00
Non-responsive
The Purchasing Manager concurs that the recommendation is in compliance with Purchasing Resolution 23812.
STRATEGIC PLAN ALIGNMENT:
The purchase and installation of uninterruptible power supplies contributes to Strategic Priority No. 6 Infrastructure, Mobility & Connectivity and Goal 6.2. - Maintain, protect and improve assets and infrastructure within the City’s built environment to ensure and enhance reliability, resiliency, sustainability, and facilitate connectivity.
The item aligns with each of the five cross-cutting threads as follows:
Community Trust – The City gained public trust by following a transparent and fair procurement process for this purchase and agreement.
Equity – This agreement implements UPS equipment at City Hall, Police, Fire, Library, Parks facilities, and Riverside Public Utilities locations. The Police, Fire Station, Library and Parks facilities are throughout the community and equitable to all services at these locations. The UPS equipment will result in a more reliable operation at these facilities, benefitting both the staff providing services as well as any public access at these locations.
Fiscal Responsibility – Through the Request for Bid process, the City determined the most responsive lowest bidder. Additionally, the purchase of the uninterruptible power supplies has potential to save the City thousands of dollars by maintaining the City’s network during a short power failure and damage to equipment due to power surges and spikes.
Innovation – This agreement is generally neutral to the Innovation cross-cutting thread, although this UPS equipment supports technology infrastructure at these locations. The infrastructure allows for the future deployment of additional innovative services and applications at these locations.
Sustainability & Resiliency – This purchase is imperative to maintain infrastructure and ensure the City can operate in the most effective way possible without any disruptions in services.
FISCAL IMPACT:
The total fiscal impact of this action is $134,461.40. Sufficient funds are budgeted and available in the accounts listed in the table below:
Account
Amount
Measure Z, Account No. 8003301-462310
$89,326.40
Electric Fund, Account No. 6003000-424400
$24,446.00
Water Fund, Account No. 6213000-424400
$8,584.00
Sewer Fund, Account No. 4125000-425806
$6,105.00
Refuse Fund, Account No. 4130100-450343
$3,235.00
Airport Fund, Account No. 2245000-425700
$365.00
Central Garage Fund, Account No. 2215000-426800
$1,983.00
Central Stores Fund, Account No. 2315200-424400
$417.00
Total
$134,461.40
Prepared by: George Khalil, Chief Innovation Officer
Certified as to
Availability of funds: Edward Enriquez, Chief Financial Officer/City Treasurer Approved by: Lea Deesing, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment:
Professional Consultant Services Agreement
Bid Award Recommendation
RFB 7859 – UPS Purchase and Installation ● Page 2