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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.