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TO: Mayor Richard C. Irvin
FROM: Shanita Thompson, Director IT Operations
DATE: March 4th, 2020
SUBJECT:
Approve a resolution to contract with MDI Access Data Center Solutions ("MDI"), 123000 S Keeler Ave, Alsip, IL 60803 for the UPS Battery and Maintenance vendor for the UPS units at the Aurora Police Department, 1200 E Indian Trail, Aurora, IL 60505 in the annual yearly amount of $62,300.00 from 2020 to 2024 totaling $311,500.00 over the five years.
PURPOSE:
The UPS systems at the Aurora Police Department support several critical public safety functions including 911 Dispatch and the Harris Radio System. These systems are a complicated array of batteries that provide a conditioned electrical current as well as serve as backups in case of electrical failure. The battery array requires preventative maintenance and MDI has been doing this for the last several years.
This contract is considered a sole source as MDI is the only vendor that is local and can guarantee onsite service within an hour if there is a failure on these UPS units. The IT Division is standardizing all UPS units within all City properties. The previous contract expired on 12/27/2019, so the City is without support at this time.
BACKGROUND:
Central Services completed a NON-CIP Decision Package for a five year period 2020 through 2024 for the UPS Batteries and Maintenance. This UPS maintenance is being transferred to the IT Department, so there will need to perform a budget transfer to the IT Department for this resolution.
There is a 2020 decision package that has been approved and budgeted until 2024 in the amount of $62,300.00 annually for a 5-year total of $311,500.00. Monies are budgeted in account number 101-4010-417.38-05.
DISCUSSION:
By approving this resolution, the City will continue to have maintenance on the critical UPS system at the Police Department. MDI has been the previous sole source vendor for the UPS units at the Police Department.
As part of the continued consolidation of City IT services, IT staff will work with MDI to add the contract the UPS battery arrays at Fire Station 8, Water Plant and City Hall. These UPS arrays are under contract through April 2020. IT will present a resolution at that time to include these three City locations.
Per the City of Aurora Code of Ordinances, Exceptions to Competitive Bidding Requirement, Article 5, Sec 2-335 (a) (6), "any municipal work or public improvement, when the expense thereof will exceed twenty-five thousand dollars ($25,000.00), may be undertaken or constructed by contract or agreement without advertising for bids if authorized by a vote of three-fifths (3/5) of the members of the City Council then holding office.
IMPACT STATEMENT:
By approving this resolution, it will ensure that we will have maintenance on the critical UPS system at the Police Department. We would also like to use this sole source UPS Battery and Maintenance vendor for the UPS Battery and Maintenance for the UPS system at Fire Station 8, Water Plant and City Hall, as that contract is ending in April 2020.
RECOMMENDATIONS:
Approve a resolution to use MDI Access Data Center Solutions, 123000 S Keeler Ave, Alsip, IL 60803 for the UPS Battery and Maintenance vendor for the UPS units at the Aurora Police Department, 1200 E Indian Trail, Aurora, IL 60505 in the annual yearly amount of $62,300.00 from 2020 to 2024 totaling $311,500.00 over the five years.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to use MDI Access Data Center Solutions, 123000 S Keeler Ave, Alsip, IL 60803 for the UPS Battery and Maintenance vendor for the UPS units at the Aurora Police Department, 1200 E Indian Trail, Aurora, IL 60505 in the annual yearly amount of $62,300.00 from 2020 to 2024 totaling $311,500.00 over the five years.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, MDI Access Data Center Solutions, 123000 S Keeler Ave, Alsip, IL 60803 has been the vendor for UPS Battery and Maintenance for the UPS systems at the Aurora Police Department; and
WHEREAS, Per the City of Aurora Code of Ordinances, Exceptions to Competitive Bidding Requirement, Article 5, Sec 2-335 (a) (6), "any municipal work or public improvement, when the expense thereof will exceed twenty-five thousand dollars ($25,000.00), may be undertaken or constructed by contract or agreement without advertising for bids if authorized by a vote of three-fifths (3/5) of the members of the City Council then holding office; and
WHEREAS, a 2020 decision package has been approved and budgeted until 2024 in the amount of $62,300.00 annually for a 5-year total of $311,500.00. Monies are budgeted in account number 101-4010-417.38-05; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: a resolution to use MDI Access Data Center Solutions, 123000 S Keeler Ave, Alsip, IL 60803 for the UPS Battery and Maintenance vendor for the UPS units at the Aurora Police Department, 1200 E Indian Trail, Aurora, IL 60505 in the annual yearly amount of $62,300.00 from 2020 to 2024 totaling $311,500.00 over the five years.