Title
a. Authorize the Chief Information Officer to execute a non-standard Agreement with Eaton Corporation for preventative maintenance and service on an as-needed basis on the Data Center’s Power Distribution Units in the amount of $31,767 for the term of March 1, 2024, through April 29, 2025; and
b. Accept non-standard contract provisions as recommended by the Chief Information Officer; and
c. Authorize the Chief Information Officer or his designee to execute related order forms and such documents as necessary with Eaton Corporation for purposes of this Agreement; and
d. Authorize the Chief Information Officer the option to execute up to three (3) additional amendments to this Agreement, each extending the term by one year, where the additional costs per year do not exceed ten percent (10%) of the cost of the prior year, with an aggregate Not to Exceed amount of $42,282, subject to County Counsel review, and provided that the terms and conditions of the agreement remain substantially the same.
Report
RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Authorize the Chief Information Officer to execute a non-standard Agreement with Eaton Corporation for preventative maintenance and service on an as-needed basis on the Data Center’s Power Distribution Units in the amount of $31,767 for the term of March 1, 2024, through April 29, 2025; and
b. Accept non-standard contract provisions as recommended by the Chief Information Officer; and
c. Authorize the Chief Information Officer or his designee to execute related order forms and such documents as necessary with Eaton Corporation for purposes of this Agreement; and
d. Authorize the Chief Information Officer the option to execute up to three (3) additional amendments to this Agreement, each extending the term by one year, where the additional costs per year do not exceed ten percent (10%) of the cost of the prior year, with an aggregate Not to Exceed amount of $42,282, subject to County Counsel review, and provided that the terms and conditions of the agreement remain substantially the same.
SUMMARY:
The Information Technology Department (ITD) is responsible for maintaining the County’s Data Center where the County houses the network storing shared applications and data for all County departments, including power distribution units (PDUs). The PDUs control the electrical power in the data center and provide electrical protection and distribute power to information technology equipment within the data center.
DISCUSSION:
ITD manages the data center which involves overseeing the infrastructure that supports critical information technology (IT) operations. PDUs play a crucial role in this environment by efficiently distributing electrical power to servers, networking equipment, and other devices within the data center. The PDUs are essential for the complexity of managing power requirements for various components in a data center environment, allowing IT administrators to optimize power usage and ensure reliability.
The proposed maintenance and technical support of the PDUs will enable ITD to effectively manage power distribution, prevent overloads, and respond swiftly to power-related issues, thereby enhancing the overall resilience and performance of the data center infrastructure.
The Chief Information Officer recommends the approval of this Agreement for the maintenance and services of the County’s Data Center’s Power Distribution Units with supporting Monterey County’s business operations.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed the non-standard Agreement with Eaton Corporation.
FINANCING:
Funds for the proposed agreement in the amount of $31,767 have been included in the FY23-24 Approved Budget for the Information Technology Department, ITD 1930, Appropriations Unit INF002. The Agreement allows for up to $25,000 to be used on an as-needed basis in the event the County requires immediate service in an emergency, with an aggregate Not to Exceed amount of $42,282. Funds relating to agreement costs in future fiscal years will be included in each respective Recommended Budget based upon anticipated utilization of Eaton Corporation’s services.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
The Board’s approval of the recommended agreement will provide maintenance to the County’s Data Center, which maintains several Power Distributions Units.
X Economic Development
X Administration
X Health & Human Services
X Infrastructure
X Public Safety
Prepared by: Sandra Shaffer, Management Analyst III, 759-6957
Approved by:
________________________ Date: ____________________
Eric A. Chatham, Chief Information Officer, 759-6920
Attachments:
Eaton Corporation Proposal
Terms and Services (TO)
Pre-contract Survey (PCS)
Time and Material (X-1)
On-Site Parts and Labor Coverage (R-30)
Parts and Labor Coverage (R-10)