cover
TO: Mayor Richard C. Irvin
FROM: Mike Baker, Network Engineer
Jeff Anderson, Deputy CIO
Shanita Thompson, Director IT Operations
DATE: November 20, 2020
SUBJECT:
Request approval of a resolution to contract with MDI Access Data Center Solutions ("MDI"), 123000 S Keeler Ave, Alsip, IL 60803 for UPS Battery Equipment and Maintenance at various City facilities in an amount totaling $103,635.00 for five years.
PURPOSE:
The UPS systems at City Hall, Water Plant and Fire Station 8 support several critical core functions including the City Hall south data room core location, Water Plant core location, and Fire Station 8 DR (Disaster Recovery) location (which includes backup for 911 and Harris Radio and many other critical systems). These UPS systems are a complicated array of batteries that provide a conditioned electrical current as well as serve as temporary backup power in case of electrical failure. The battery arrays require preventative maintenance to keep the systems functioning properly and able to provide uninterrupted power in the event of power interruption or outage.
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 maintenance within all City properties. The previous contract for these units expired on 4/30/2020, so the City is without support at this time.
The City is also receiving a significant discount for putting these systems on contract with MDI since we already have six UPS units on contract for the Aurora Police Department from resolution 20-085 enacted on 4/14/2020.
BACKGROUND:
The City of Aurora IT Department had previously used United Power and Battery to service these UPS units. This was approved in 2018 after resolution 18-030 was passed. The contract for United Power and Battery expired on 4/30/2020. After resolution 20-085 was enacted on 4/14/2020, the City of Aurora IT Department began working with MDI to complete the necessary overdue maintenance on the six UPS units at APD, and to evaluate the UPS systems at City Hall, Water Plant and Fire Station 8 to provide the pricing for adding the units at City Hall, Water Plant and Fire Station 8 to the UPS maintenance contract.
There is funding in the 2020 approved budget in the amount of $20,727.00 annually for a 5-year total of $103,635.00. Monies are budgeted in account number 101-1380-419.38-07.
DISCUSSION:
As was stated in resolution 20-085 enacted on 4/14/2020, the City of Aurora IT Department is presenting this resolution to have the UPS systems at City Hall, Water Plant and Fire Station 8 brought under a single contract with MDI.
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 systems using MDI for the UPS Battery and Maintenance for the systems at City Hall, Water Plant and Fire Station 8, as the previous contract ended in April 2020 and those systems are currently not on support.
RECOMMENDATIONS:
Approve a resolution to contract with MDI Access Data Center Solutions ("MDI"), 123000 S Keeler Ave, Alsip, IL 60803 for UPS Battery Equipment and Maintenance in various City facilities in an amount totaling $103,635.00 for five years.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
title
A Resolution to contract with MDI Access Data Center Solutions ("MDI"), 123000 S Keeler Ave, Alsip, IL 60803 for UPS Battery Equipment and Maintenance in various City facilities in an amount totaling $103,635.00 for five years.
body
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, approved by resolution 20-085 enacted 4/14/2020 to be the sole source UPS Battery and Maintenance vendor for the City of Aurora; 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, there is funding in the 2020 approved budget in the amount of $20,727.00 annually for a 5-year total of $103,635.00. Monies are budgeted in account number 101-1380-419.38-07; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: Approval of a resolution to award a contract with MDI Access Data Center Solutions ("MDI"), 123000 S Keeler Ave, Alsip, IL 60803 for the UPS Battery and Maintenance in an amount totaling $103,635.00 for five years.