Item 4C - Tubbesing Solutions, LLCM E M O R A N D U M
September 06, 2022
To: Shana Yelverton, City Manager
From: Sharen Jackson, Chief Financial Officer
Subject: Item 4C: Approve the purchase from Tubbesing Solutions, LLC for
an uninterruptable power supply (UPS) replacement at Town Hall, in
an amount not to exceed $80,000.
Action
Requested:
Background
Information:
Approve the purchase from Tubbesing Solutions, LLC for an
uninterruptable power supply (UPS) replacement at Town
Hall, in an amount not to exceed $80,000.
The uninterruptable power supply (UPS) that is in use
today was purchased and installed in 2000. As such,
staff is experiencing technical issues with this backup
power system, that has now reached end of life. The
issues being experienced are common with the age of the
equipment. The UPS has been regularly serviced over the
years, and items have been fixed as needed. Though this
has extended the useful life of the current unit, it is now at
the point of needing a full replacement to ensure reliability,
and not lead to larger problems such as critical failure.
Uninterruptable power supplies (UPS) are systems that
protect equipment from temporary power outages and power
surges. This particular system protects critical servers and
other IT infrastructure from inconsistent voltage that can
damage equipment or cause it to malfunction. A typical
lifespan for UPS systems ranges from 10 to 15 years, with
regular service.
Tubbesing Solutions, LLC is a trusted partner in providing
data center equipment. They have provided the following
recommendations based on issues presented by staff,
equipment age, and evaluation of the infrastructure relying on
this unit.
•Circuit trace of three (3) panels downstream of the
current UPS. The three panels support roughly 126
circuit positions.
•40kVA/40kW Galaxy VS UPS.
•Overnight installation of the unit, minimizing the
impact to staff and citizens. This will be completed
in conjunction with city staff.
Honorable Mayor and City Council
Page 2 of 2
The completion of these items will eliminate the possibility of
critical failure, while ensuring a system that is built for growth,
flexibility, and future needs.
Financial
Considerations: Staff is recommending funding this replacement using
residual dollars from 2022 Technology Infrastructure and
Security Fund.
Strategic Link: This agenda item is linked to the Southlake Strategy Map
through the following objectives:
•B4 Provide high quality services through sustainable
business practices
•B6 Optimize the use of technology
Citizen Input/
Board Review: No requirement exists.
Legal Review: No requirement exists to review the purchase with the City
Attorney.
Alternatives: The alternative to approving the proposal would be:
1.Do not approve the proposal and continue
operating as normal, understanding the impact it
has to current infrastructure.
2.Direct staff to explore revisions to scope of work
and amend the agreement to reflect those
revisions.
Supporting
Documents: Proposal from Tubbesing Solutions, LLC.
Staff
Recommendation: Staff recommends approving item as proposed.
Circuit Trace
Qty Part Number Description Ext Price
1 Electrical Installation Electrical contractor to perform circuit trace of estimated 3
Panels downstream of UPS. Approximate 126 circuit positions.
To provide updated panel schedules / labels.
To minimize disruption work to be performed after hours.
$9,200.00
Equipment & Services Subtotal $9,200.00
Hardware
Qty Part Number Description Ext Price
1 Galaxy VS UPS Capacity: 40 kVA / 40 kW
Input Voltage: 208V
Output Voltage: 208 V
Bypass: 3CB MBC
Runtime: 7 mins @ 40kW
Required OCP: 200A
Communications: SNMP, Modbus TCP/IP, or Modbus RTU
Color: White
Services: 7x24 Start Up Services w/ 1 Year Factory Warranty
$41,388.75
Hardware Subtotal $41,388.75
Installation
Qty Part Number Description Ext Price
1 Electrical Installation Lockout UPS input breaker in EHV
Demo existing 480 V feeder to BIB breaker
Demo existing 208 V feeder to MBP Breaker
Disconnect existing UPS and remove
Receive and place new APC UPS
Re-use existing 208 V to feed Bypass Panel
Install New 30kVA UPS system
Install connections from UPS to Bypass Panel
Feed panel ELV from bypass output panel
$27,608.00
Installation Subtotal $27,608.00
Quote
Project Number T202110-23725
Quote Number 00032876
Project Name City of Southlake - Redesign of
City Hall
Date Tuesday, June 21, 2022 10:49
AM
Prepared By Curt Herge
Phone 972-234-3855
Tubbesing Solutions LLC Tel: 972-234-3855
2020 Diplomat Dr. Ste 100
Dallas, TX 75234
Fax: 972-234-8865
Quote To:
,
Ship To:
,
Notes:
Shipment time: In Stock.
FOB: Origin. Freight Terms: Freight Pre-paid and Invoiced.
Payment terms: 30 Days.
See attached for terms and conditions and further information.
Use our TIPS #200105 Please contact me if I can be of further assistance. Thank you for your consideration!
SubTotal $78,196.75
Sales Tax Not Included
Shipping $1,800.00
Total $79,996.75
Quotation Notes
1. Unless noted on quote, Tubbesing Solutions LLC will bill the actual freight amount upon issuance of invoice. If actual freight cost
was provided, please note on your purchase order.
2. Sales tax is not included in pricing. Any deliveries made outside the State of Texas will not be charged sales tax. It is the
responsibility of the buyer and end user to report and pay any applicable out of state taxes.
3. Pricing does not include inside delivery unless noted in quotation.
4. Please allow 2 weeks for quoted startup on all products.
5. Submittals have a 1 to 2 week lead time depending on manufacturer.
6. A hard copy purchase order must be provided. A purchase order number is not sufficient.
7. TSC General Terms and Conditions apply (See Attachment).
8. Prices good for 30 days.
9. Terms are: Net 30 days with prior approved credit. See attached document.
10. The above pricing does not include any rigging or installation unless noted.
Should you find this proposal acceptable and wish to place an order, please issue your purchase order to Tubbesing Solutions LLC.
Please also include:
Ship to address with site contact name and phone number
Tax exemption status with applicable paperwork
Special delivery requirements (preferred carrier, lift-gate, etc.)
Purchase order number
Terms & Conditions
Payment is due in net 30 days. Overdue accounts are subject to 1½% monthly charge; annual rate 18%, terms 30, and attorney’s fees
if collection proceedings are required. Performance of this proposal is contingent on submission of credit application and subsequent
approval. Proposal does not include sales tax, start-up or freight unless otherwise indicated. All materials are subject to
applicable sales taxes unless a tax exempt certificate is supplied by the customer. Freight terms are FOB Factory unless otherwise
indicated on proposal.
The contents of this proposal and any other cost or pricing data are proprietary information generated by Tubbesing Solutions LLC for
the exclusive use by the client. Contents may not be copied or used for any purpose other than for evaluation by the client. Any other
use than that described above is prohibited unless authorized in writing by Tubbesing Solutions LLC.
Customer shall be responsible for all charges and amounts in connection with all transactions requested by Customer and its
authorized agents, whether or not Customer (or such agent) is acting on Customer’s own behalf, or as an agent, disclosed or
undisclosed, for any third party. In the event Customer is acting as an agent on behalf of any third party, in addition to all other
requirements of this agreement, Customer shall provide Vendor, in writing prior to the delivery of any product or service hereunder, with
the name, address, correct legal name, type of legal entity, and identify, as applicable, of all officers, owners, shareholders and/or
partners of such entity. Provision of the aforementioned information shall not limit, in any manner, Customer’s liability pursuant to this
agreement.
All material is guaranteed to be as specified. Any alteration or deviation from above specifications involving extra costs will be executed
only upon written orders, and will become an extra charge over and above the estimate.
Any controversy or claim arising out of or relating to this contract, or the breach thereof, shall be settled by arbitration in accordance
with the Commercial Arbitration Rules of the American Arbitration Association and judgment upon the award rendered by the
administrator(s) may be entered in any court having jurisdiction thereof, provided however, that this shall be in addition to any rights and
remedies available under applicable mechanic’s lien laws or bond rights.
Products Order Cancellation Policy:
Order Status Cancellation Charge as a Percent of the Order
Hold for release order entry 0%
Submittals completed 10%
Material ordered* 40 to 60% *(dependent upon if manufacturer allows for cancellations)
Production/fabrication started* 90% *(dependent upon if manufacturer allows for cancellations/restocking)
Product shipped to customer* 100% *(dependent upon materials that may be returned to vendor(s))
NOTE: This proposal may be withdrawn by TSC if not accepted within 30 days.