Title
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, 2022 through November 20, 2025 in an amount not to exceed $13,410;
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% ($1,341) of the original agreement amount and do not significantly change the scope of work and do not alter the non-standard terms.
Report
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, 2022 through November 20, 2025 in an amount not to exceed $13,410;
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% ($1,341) of the original agreement amount, 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 backup 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 Office of Emergency Services.
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 three 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.
OTHER AGENCY INVOLVEMENT:
County Counsel and the Auditor-Controller have reviewed and approved this agreement as to legal form and fiscal provisions, respectively.
FINANCING:
The first-year cost for the agreement is included in the Emergency Communications Department FY2022-23 Adopted Budget in 028-1520-EME004. Future years’ costs will be included in the respective annual budgets.
BOARD OF SUPERVISORS STRATEGIC INITIATIVES:
This contract meets the Board of Supervisors’ strategic initiative for Public Safety by ensuring the consolidated Emergency Services Center continues to operate during a power outage so answering of emergency and non-emergency calls is not interrupted.
__Economic Development
__Administration
__Health & Human Services
__Infrastructure
X_Public Safety
Prepared by: John Vaught, Finance Manager, x8883
Approved by: Lee Ann Magoski, Director of Emergency Communications, x8880
Attachments:
Board Report
Mitsubishi Electric Maintenance Agreement