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a. Approve and authorize the Director of the Emergency Communications Department to sign a maintenance agreement for the Universal Power Supply at the Emergency Services Center with Mitsubishi Electric Power Products, Inc. for a term of November 21, 2025 through November 20, 2027 for an amount not to exceed $9,292;
b. Approve the non-standard terms and conditions contained in the vendor’s contract pursuant to the recommendation of the Director of Emergency Communications Department;
c. Authorize the Director of Emergency Communications Department to sign quotations for replacements parts and services with Mitsubishi Electric Power Products, Inc. generated under the terms and conditions of this Agreement; and
d. Authorize the Director of the Emergency Communications Department to sign up to three (3) amendments to this agreement where amendments do not exceed 10% ($929) of the original agreement amount for an aggregate agreement total $10,221 and do not significantly change the scope of work and do not alter the non-standard terms.
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RECOMMENDATION:
It is recommended that the Board of Supervisors:
a. Approve and authorize the Director of the Emergency Communications Department to sign a maintenance agreement for the Universal Power Supply at the Emergency Services Center with Mitsubishi Electric Power Products, Inc. for a term of November 21, 2025 through November 20, 2027 for an amount not to exceed $9,292;
b. Approve the non-standard terms and conditions contained in the vendor’s contract pursuant to the recommendation of the Director of Emergency Communications Department;
c. Authorize the Director of Emergency Communications Department to sign quotations for replacements parts and services with Mitsubishi Electric Power Products, Inc. generated under the terms and conditions of this Agreement; and
d. Authorize the Director of the Emergency Communications Department to sign up to three (3) amendments to this agreement where amendments do not exceed 10% ($929) of the original agreement amount for an aggregate agreement total $10,221 and do not significantly change the scope of work and do not alter the non-standard terms.
SUMMARY/DISCUSSION:
Mitsubishi Electric Power Products, Inc. provides maintenance for the back up universal power supply (UPS) equipment that is designed to allow the Emergency Services Center to remain operational in the event of a commercial power outage; the UPS provides interim power until the backup generator comes online. The Emergency Services Center building is occupied by the Emergency Communications Department and the Department of Emergency Management.
Mitsubishi Electric Power Products, Inc has been providing maintenance services for the UPS since November 2017 through similar nonstandard agreements and the Emergency Communications Department is requesting approval of a new nonstandard contract to continue preventative maintenance services for a term of two years. The maintenance contract provides parts and maintenance on the UPS Model 9700. The contract also covers annual preventive maintenance visits from Mitsubishi Electric Power Products, Inc. to ensure the UPS is functioning properly.
This equipment will become end of life and no longer be supported at the end of this agreement and the department will be replacing the equipment with a new UPS.
OTHER AGENCY INVOLVEMENT:
County Counsel has reviewed and approved this agreement as to legal form. The Auditor-Controller’s Office reviewed the contract but does not agree to the non-standard payment provisions. Contracts/Purchasing has reviewed and approved this agreement.
FINANCING:
No payments will be due until Fiscal Year 2025-26 and the costs for this agreement will be included in the annual budget requests in 028-1520-8507-EME004.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This contract meets the Board’s strategic initiative for Public Safety, by ensuring the consolidated Emergency Services Center continues to operate smoothly in an event of power outage so as to not impact answering service of emergency and non-emergency calls.
Check the related Board of Supervisors Strategic Initiatives:
__Economic Development
__ Administration
__Health & Human Services
__Infrastructure
X Public Safety
Prepared by: John Vaught, Finance Manager, x8883
Approved by: Lee Ann Magoski, Emergency Communications Director, x8880
Attachments:
Agreement
Board Report