PREPARED BY: RAYMOND MAR DATE OF MEETING: 01/21/20
SUBJECT:
TITLE
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN PABLO RATIFYING THE PURCHASE OF UPS SYSTEMS FOR THE DATA CENTER AT THE NEW CITY HALL FROM GRAYBAR ELECTRIC COMPANY INC. AT A TOTAL PRE-TAX AND PRE-FREIGHT COST OF $63,744 THROUGH A COOPERATIVE PURCHASING ARRANGEMENT WITH THE US COMMUNITIES GOVERNMENT PURCHASING ALLIANCE
Label
CITY MANAGER RECOMMENDATION
Recommendation
Adopt Resolution
Body
Compliance statements
FY 2019-21 Council Priority Workplan
Enhance Community Resilience and Strengthen Technological Infrastructure are adopted policy items under the FY 2019-21 Council Priority Workplan, effective March 1, 2019.
CEQA Compliance Statement
This agreement does not constitute a project under CEQA.
BACKGROUND
A key component of any computer data center is backup “uninterruptible power supply” (UPS) systems to provide power to critical computer systems in the event of a power loss. In the event of a power loss, the UPS system provides a temporary source of power to allow for the safe shutdown of systems to prevent damage to computer and network hardware. This UPS system will be situated in the data center at the new City Hall.
Due to tight timelines and the holidays at the end of December 2019, the purchase order was processed and sent to the vendor in December 2019 prior to the City’s holiday winter break period. This allowed the vendor to process the order in a timely manner and get the data center room ready for City IT staff to begin preparation and installation of equipment at new City Hall, thus helping avoid any potential delay in City Hall construction and completion.
PURCHASING
This purchase is in accordance with City of San Pablo Municipal Code chapter 3.16, pursuant to the cooperative purchasing exemption in section 3.16.110(E) which allows the City to join with other governmental agencies for the joint purchase of equipment, materials, supplies and services or to buy from another public agency’s competitive contract without the City undertaking its own competitive bidding process.
The City of Kansas City (the lead public agency awarding contract EV2370) signed a master agreement allowing itself, all states, local governments, school districts, and higher education institutions in the United States access to a comprehensive, competitively solicited offering of products and services. The current negotiated contract with Graybar Electric Company Inc. has terms from February 1, 2018 to January 31, 2023. Staff utilized this contract (EV2370) registered through the US Communities Government Purchasing Alliance to execute the purchase. Staff, therefore, requests City Council authority to ratify the purchase pursuant to the terms of the attached contract.
FISCAL IMPACT
The onetime cost of the UPS system is $63,743.69 before freight and tax. This expenditure is already funded and will be paid from new City Hall project funding (320-3200-46300-CIH-CON).
Attachments:
1. EV2370 Executed Master Contract
2. Purchase Order for Graybar