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Home My WebLink About20 - Uninterruptible Power Supply ReplacementCITY OF NEWPORT BEACH POLICE DEPARTMENT June 25, 2002 June 25, 2002 Item Number zo TO: Honorable Mayor, Members of the City Council and City Manager FROM: Bob McDonell, Chief of Police Tim Riley, Captain SUBJECT: Uninterruptible Power Supply Replacement RECOMMENDATION: Award proposal submitted by Dell Computer Corporation for a replacement Uninterruptible Power Supply at the Police Facility manufactured by American Power Conversion from budget account number 7017- C1820631. BACKGROUND: The current Uninterruptible Power Supply (UPS) at the Police Facility was installed in the late 1980's. The UPS serves as an emergency backup power source in the event of an electricity outage affecting the Police Facility. When an outage occurs, the UPS instantly provides necessary critical power (as predefined) until the emergency generator at the Police Facility begins providing temporary power. The UPS also serves as a temporary source of electricity if a power outage occurs and the emergency generator fails to start or is inoperable at the time. That designated time period (based on the number of charged batteries in the system), allows employees to "gracefully" shut down critical computer systems, locate emergency lighting and quickly prepare for an outage. The UPS in that scenario would also allow for jail inmate relocation and employee safety considerations as deemed necessary. Generally, if the generator is working as designed, it only takes a matter of seconds for it to start and provide power when an electricity outage occurs. During those seconds between the power outage and the presence of the generator, critical computer systems, electronic equipment, crucial lighting, building alarm systems, and safety equipment could be damaged or rendered inoperative if continuous power is not provided. Also, employee safety and inmate welfare could be seriously jeopardized if electricity was abruptly and unexpectedly stopped for an extended period of time. Replacement UPS System Upgrade Request Page 2 The UPS provides essential emergency power to maintain critical operations at the Police Facility including the following items in the event of a power outage: • 9 -1 -1 Emergency Telephone System • Computer Aided Dispatch System • Records Management System • Wireless Radio Frequency Data Lifeline Network to Field Units • Facility Security Cameras and Monitors • Internal Telephone System • Emergency Operations Center • Critical Facility Lighting • Jail Operations • Electronic Doors • Lighting • Jail Management System • Fire Alarm • Building Alarm Systems • Property Room Evidence Refrigerator and Freezer • Critical Computer Servers The need for a robust UPS at the Police Facility has been established and validated by many instances of power outages since its installation over 12 years ago. Increasing demands and dependency on a UPS, antiquated engineering, minimal use of modern technology and concerns over the reliability of the current UPS because of its age, necessitates the purchase of a replacement system. DISCUSSION The Police Department received approval from the City Council to replace its existing UPS through a request in the current Fiscal Year 2002, Capital Improvement Program Budget. Based on that approval and the need to purchase a replacement UPS, Police Department personnel have assessed the current and foreseeable future UPS related needs for police operations in Newport Beach. The current UPS uses antiquated technology and by design, has a single point of failure with no redundant components built in. The UPS batteries require frequent and costly maintenance. There is also no warning when a component is about to fail or has failed, which is of equal concern. The UPS also does not have the ability to bypass the power distribution system during maintenance. All components supplied by the UPS must be shut down before any maintenance can be done. The specifications of our current UPS are described below. Replacement UPS System Upgrade Request Page 3 Existina UPS Soecifications Procurement Process As earlier stated, the funding for this project will be from the Capital Improvement Program in the current Fiscal Year 2002 budget. The Public Works Department was contacted regarding the project for assistance. Based on the dollar amount and lack of engineering requirements for the project, they recommended only obtaining three proposals for a solution. They further recommended submitting those proposals to the City Council with a recommended solution for final approval. I verified with the Administrative Services Department, that this recommended procurement process was adequate and acceptable. The Police Department researched various manufacturers and solutions for a replacement UPS. Three manufacturers were selected and invited to do a site visit where the requirements were reviewed in detail. All were asked to submit a formal proposal detailing their recommendation for a replacement system. Those detailed proposals will be maintained at the Police Department for review if necessary. The vendors and products that were considered are discussed below. Vendors/Products Reviewed None of the listed UPS manufacturers sell directly to their customers. All of them use a system integrator to sell, install and service their products. The three manufacturers chosen represent products capable of meeting the UPS needs of the Police Department. Each manufacturer worked with the below listed system integrators to provide a proposal represented to meet the UPS upgrade requirements. MN The system proposed by APC is based on the use of a reseller, Dell Computer Corporation (DELL), and an installation/servicing company, CORE Systems (CORE). Their proposal was compiled after a site visit to the Police Facility by a consulting engineer from CORE, a detailed review of requirements and a site KVA Rathig 30 KVA Redundancy None Battery Run Tillie 20 Minutes Warran None Physical Space Re uirements Requires inordinate amount of floor space Environmental Concerns Hazardous batteries Monthly Maintenance. Costs $518 Earthquake Prepared niots None Power Distribution .,.,ss None Component Falfure A(ert None Parts AVallabillty Difficult due to age of the system Procurement Process As earlier stated, the funding for this project will be from the Capital Improvement Program in the current Fiscal Year 2002 budget. The Public Works Department was contacted regarding the project for assistance. Based on the dollar amount and lack of engineering requirements for the project, they recommended only obtaining three proposals for a solution. They further recommended submitting those proposals to the City Council with a recommended solution for final approval. I verified with the Administrative Services Department, that this recommended procurement process was adequate and acceptable. The Police Department researched various manufacturers and solutions for a replacement UPS. Three manufacturers were selected and invited to do a site visit where the requirements were reviewed in detail. All were asked to submit a formal proposal detailing their recommendation for a replacement system. Those detailed proposals will be maintained at the Police Department for review if necessary. The vendors and products that were considered are discussed below. Vendors/Products Reviewed None of the listed UPS manufacturers sell directly to their customers. All of them use a system integrator to sell, install and service their products. The three manufacturers chosen represent products capable of meeting the UPS needs of the Police Department. Each manufacturer worked with the below listed system integrators to provide a proposal represented to meet the UPS upgrade requirements. MN The system proposed by APC is based on the use of a reseller, Dell Computer Corporation (DELL), and an installation/servicing company, CORE Systems (CORE). Their proposal was compiled after a site visit to the Police Facility by a consulting engineer from CORE, a detailed review of requirements and a site Replacement UPS System Upgrade Request Page 4 visit to CORE's demonstration facility in Irvine by NBPD personnel and sales staff from DELL. The relevant UPS specifications of that written proposed solution are contained in the below table. MGE The system proposed by MGE UPS Systems (MGE) is based on the use of a reseller for sales, installation and maintenance, Dennis Don Associates (DDA). DDA has provided maintenance and servicing of our current UPS for the last several years. Their proposal was prepared after a site visit to the Police Facility by a senior sales representative and a detailed review of requirements. DDA is familiar with the UPS needs of the Police Department based on their past servicing experience of the existing equipment. The relevant UPS specifications contained in their written proposal are detailed in the table below. POWERWARE The system proposed by Powerware is based on the use of a reseller, Datasphere, for sales, installation and maintenance. Their proposal was written after a site visit to the Police Facility by a consulting engineer and a detailed review of requirements. The relevant UPS specifications contained in their written proposed solution are contained in the below table. Pronnsad UPS Unnrada Svstams Snacifications AP�s.. ... :.fiAGE' - ' a�- � ]NER'V1►,(�R� '� PI9Cicd @F PowerStruxure Galaxy Series Not Specified Ii1lA Rating . '. 30 KVA (0 3 -10 KVA 30 KVA 30 KVA Modules :' @; 10 KVA Module 30 KVA 30 KVA n4gibilitV Up to 40 KVA Up to 50 KVA Up to 50 KVA air. .4�uq Titn�; 35 Minutes 21 Minutes 30 Minutes Starida�d 1 Year parts & labor - 1 Year parts & labor -4 1 Year Warranty> Next Business Day hour response time response. (3 years parts -Next Business Da `E1Ftended 4 Additional years 4 Additional years 4 Additional years parts & labor on UPS parts & labor @ (unknown coverage) & PDU -Next Business $7,440 $14,080 Day @ $8,215 hEahSpaCg n ° Modular units Similar space Similar space requiring less physical requirements as requirements as space current UPS current UPS k nty14�0(1lttentd� " s None noted None noted None noted igllli71t8F/Z_ '_4'_C;`' .) Included in pricing Not offered Not specified ,i�'ctztr��st�g UPSrE e„ a "' Included in war tY $1,800 per visit P Pe . . Not specified Replacement UPS System Upgrade Request Page 5 Mainteriionce- Corm' AMAte" Prig'; fe . Included in warranty $540 per visit Not specified Mamt<iYiar tc, Bette��s Earthgtilte Earthquake strapping Not specified Not specified Preparedness'_ of equipment to floor included in pricing Is0*60 ' Included in base Custom application Custom application Dij�illStltIdh Uhit . equipment required required tMltir� �3`iS COMO ronent.- Included in pricing Included in pricing Not specified Fail'ure.Aie.: Parts AVBi['dbift Next day delivery See warranty Not specified information "' Trailhili :.: Not specified p 2 Hours 1 Da v ReniOfe< 6 months included in Not specified Not specified MOnit6lrin ` : pricing --Shrpolh4 Included in pricing Not specified Not specified TOTAL PRICING t $53,827.59* $63,846.79* ] $93,744.00* *Includes sales tax but not extended warranty All three of the proposed solutions will meet the requirements of the Police Department. There are some specifications that are advantageous over others but only one solution, (contained in the proposal from APC), meets the needs of the Police Department and is within the budgeted amount for this project. CONCLUSION Award proposal submitted by Dell Computer Corporation for a replacement Uninterruptible Power Supply at the Police Facility manufactured by American Power Conversion from budget account number 7017- C1820631. Respectfully Submitted, Bob McDonell Tim Riley, Captain Chief of Police Support Services Division Commander