City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: OCTOBER 11, 2022 FROM: INNOVATION AND TECHNOLOGY DEPARTMENT WARDS: ALL SUBJECT: AWARD BID NO. 7926 FOR PURCHASE OF AN AMERICAN POWER CONVERSION BATTERY MODULE, REMOVAL, AND INSTALLATION TO DONOVON DISTRIBUTION, INC., DOING BUSINESS AS UPS PROTECTION, IN THE AMOUNT OF $55,314.60 ISSUE:
Award Bid No. 7926 for the purchase, removal, and installation of an American Power Conversion battery modules to Donovon Distribution, Inc., doing business as UPS Protection, in the amount of $55,314.60.
RECOMMENDATIONS:
That the City Council:
Award Bid No. 7926 for the purchase, removal, and installation of an American Power Conversion battery modules to Donovon Distribution, Inc., doing business as UPS Protection, in the amount of $55,314.60; 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:
The City has three data centers managed by the Innovation and Technology Department, which are located at City Hall, the Emergency Operations Center (EOC), and the Riverside Police Department’s Magnolia facility. The City has deployed American Power Conversion (APC) Uninterruptable Power Supply (UPS) systems in all three locations, utilizing an APC management system to control and maintain those systems. In general, a UPS is designed to keep key systems up and running temporarily during a power outage until the power can be restored or a back-up generator can be brought online.
DISCUSSION:
On June 30, 2022, Request for Bid (RFB) No. 7926 was issued for the purchase and installation of new APC battery modules, including the removal of existing aging batteries, at the City Hall and the Riverside Police Department Magnolia (Magnolia) Data Centers. The EOC Data Center APC batteries are not yet due for replacement.
The City received three responses, all three considered responsive with Donovon Distribution, Inc., doing business as UPS Protection, being deemed the lowest responsive bidder. The bids are summarized in the table below:
Vendors
City Location
Base Bid Amount
Rank
Donovon Distribution, Inc. dba UPS Protection
Anaheim, California
$55,314.60
1 Questivity, Inc.
Santa Clara, California
$102,826.24
2 EMR CPR, LLC
Union City, California
$108,560.00
3 The Purchasing Manager concurs that the recommendation to award is in compliance with Purchasing Resolution No. 23812.
STRATEGIC PLAN ALIGNMENT:
RFB No. 7926 for the purchase, removal, and installation of APC battery modules contributes to Strategic Priority No. 6 Infrastructure, Mobility & Connectivity and Goal No. 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 followed a transparent and fair procurement process for this purchase and agreement.
Equity – This purchase provides a critical power source in case of power failures. The equipment purchase will result in more reliable operations at all city facilities, benefitting both the staff providing services as well as any public access at these locations.
Fiscal Responsibility – This RFB determined the most responsive lowest bidder. The purchase of the batteries 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 APC battery 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 $55,314.60. Sufficient funds are budgeted and available in the following accounts:
Account
Amount
General Fund, IT Operations, Account No. 2410000-462320 $27,204.05
General Fund, IT Cybersecurity, Account No. 2425000-425700 $19,320.00
General Fund, IT Operations, Account No. 2410000-425700 $8,790.55
Total
$55,314.60
Prepared by: George Khalil, Chief Innovation Officer
Certified as to
Availability of funds: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer Approved by: Edward Enriquez, Interim Assistant City Manager/Chief Financial Officer/City Treasurer Approved as to form: Phaedra A. Norton, City Attorney
Attachment:
Professional Consultant Services Agreement
Bid Award Recommendation
RFB 7926 – APC Battery Purchase ● Page 2