Title
Parts, Installation, and Service for Direct Current Battery Plant - IFB 19-020A - Requirements Contract (Ordinance S-47339)
Description
Request to authorize the City Manager, or his designee, to allow additional expenditures under Contract 149250 with Power Products Services, Inc. for the purchase of heavy-duty batteries, preventative maintenance, and repairs to direct current (DC) battery back-up systems for the Information Technology Services Department in support of public safety radio sites. The additional amount of $1,250,000 is needed to purchase additional battery replacements. Further request authorization for the City Controller to disburse all funds related to this item. The additional expenditures will not exceed $1,250,000.
Report
Summary
This contract currently provides heavy-duty batteries, preventative maintenance, and repairs to direct current (DC) battery backup systems for the Regional Wireless Cooperative (RWC) and the Information Technology Services Department. These batteries power all the RWC communication sites and are instrumental in keeping the Fire and Police departments' public safety radio systems operational in the event of a power outage.
Additional funding is needed to address the replacement cycle of the batteries based on actual experience of battery capacity degradation and failure, with many of the batteries being installed prior to 2019. The original replacement cycle was based on the manufacturer’s estimate of a 10-year lifespan. The manufacturer has since reduced that to seven years, which aligns to what radio systems staff are experiencing in the field. The lifecycle replacement plan has been modified with the more accurate lifespan information. The result is that more batteries than expected will require simultaneous replacement during this contract period.
The cost of the battery replacement is charged to the RWC, and the RWC has already budgeted for this increase.
Contract Term
The contract term is Jan. 23, 2019 through Jan. 22, 2024.
Financial Impact
Upon approval of $1,250,000 in additional funds, the revised aggregate value of the contract will not exceed $2,500,000. Funds are available in the Information Technology Services Department's budget and are reimbursed by the RWC.
Concurrence/Previous Council Action
The contract was originally approved by City Council on Jan. 23, 2019.
Department
Responsible Department
This item is submitted by Deputy City Manager Toni Maccarone and the Information Technology Services Department.