C
ontract Award for Uninterruptible Power Supply (UPS) Maintenance F
ile ID: 2024-01676
Locat
ion: Citywide
R
ecommendation: Pass a Motion: 1) approving the use of the General Services Administration (GSA) Contract No. 47QSWA-19-002W to award a maintenance agreement contract for Uninterruptible Power Supply (UPS) Maintenance to M.C. Dean for a five-year term, in an amount not-to-exceed $895,462; and 2) authorizing the City Manager or the City Manager’s designee to execute the contract specified above.
C
ontact: Zane Jackson, Associate Electrical Engineer, (916) 808-8423, [email protected]; James Christensen, Facilities Manager, (916) 808-5863, [email protected]; Department of Public Works P
resenter: None
A
ttachments:
1-Description/Analysis
2-Contract - M.C. Dean
D
escription/Analysis
Issue Detail: The City of Sacramento has Uninterruptible Power Supply (UPS) located at various City locations. The UPS’s provide uninterruptable backup power when there is a commercial power outage. The UPSs provide the backup power for critical City systems, including the 911 Comm Center, the City’s main and backup Data centers, as well as other life safety systems, including fire alarm, emergency lighting and security. These critical UPSs require 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 existing maintenance contract 2019-1825 with M.C. Dean, Inc. will expire on December 11, 2024. A new maintenance contract is required to ensure there is no interruption of maintenance services.
The C
ity UPSs are located at the following facilities:
City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2024-01676 10/8/2024 Consent Item 8.
• 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 the provisions of the City Code Chapter 3.56, which requires City Council approval for contracts over $250,000 or more. City Staff is requesting use of the GSA Contract No. 47QSWA-19- 002W as a cooperative purchase agreement.
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: Not applicable.
Rationale for Recommendation: In an ongoing effort to maximize cost savings and staff resources, many government agencies share contract efforts through cooperative purchasing.
This procurement method increases pricing competitiveness and lowers operating costs through volume buying. When comparing the administrative costs of procurement, staff considers product research, source section, specifications, advertising, staff reports, awards and administration of the contract.
The City has used both regional and national cooperative purchase agreements to purchase goods and services. Cooperative purchasing enables City departments to evaluate a broader range of contracting opportunities and share resources with other jurisdictions. Cooperative purchase also leverages internal and external resources to maximize cost savings opportunities for the City. In May 2024, the Department of Public Works requested a proposal from M.C. Dean, Inc. under the GSA Contract No. 47QSWA-19-002W and this is being utilized to establish Maintenance Services at our UPS asset locations. City Staff recommends proceeding with the approval of this contract.
Batteries and other components identified as deficient during regularly scheduled maintenance will require replacement or repair. Staff recommends including a contingency budget for purchasing of replacement systems, parts, supplies, and materials.
Based on M.C. Dean’s proposal and including a contingency for parts and repairs, the Annual Estimated Expenditures are as follows:
City Facility Year 1 Year 2 Year 3 Year 4 Year 5 Total Police 9-1-1
Center $49,048.00 $50,421.34 $51,833.14 $53,284.47 $54,776.43 $259,363.38 Police
Central
Station
$8,081.00 $8,307.27 $8,539.87 $8,778.99 $9,024.80 $42,731.93 Police
Headquarters $9,155.00 $9,411.34 $9,674.86 $9,945.75 $10,224.23 $48,411.18 Fire
Headquarters $6,997.00 $7,192.92 $7,394.32 $7,601.36 $7,814.20 $36,999.80 City Hall $15,921.00 $16,366.79 $16,825.06 $17,296.16 $17,780.45 $84,189.46 Crocker Art $17,997.00 $18,500.92 $19,018.94 $19,551.47 $20,098.91 $95,167.24 Sacramento
Valley Station $5,068.00 $5,209.90 $5,355.78 $5,505.74 $5,659.90 $26,799.32 Oak Park CC $5,067.57 $5,209.46 $5,335.33 $5,505.28 $5,659.42 $26,777.06
Subtotal $117,335 $120,620 $123,998 $127,470 $131,039 $620,462
City IT
Material &
Supplies
Subtotal
$275,000
Grand Total $895,462
Financial Considerations: The agreement will be for a five-year term, in an amount not-to- exceed $895,462 over the total of five years. Sufficient funding exists in Police, Fire, IT, Facilities FY25 operating budget (Fund 1001) to provide these services through June 30, 2025.
Services required after June 30, 2025, are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): M.C. Dean Vendor is not an LBE. The minimum LBE participation requirement is waived as the City has utilized an alternate procurement method to select a vendor(s).