Title
Resolution to Approve General Services Agreement with Access, Inc. for the Implementation of a Second Uninterruptable Power Supply (UPS) for the Shared City of Ann Arbor and Washtenaw County Data Center and Appropriate Associated Funds ($188,550.00) (8 Votes Required)
Memorandum
The City of Ann Arbor and Washtenaw County have shared the city data center since 2011 and are equally sharing the cost of the proposed upgrades in the amount of $94,275.00 each. The attached resolution seeks approval of City Council in the amount of $188,550.00 on behalf of the Information Technology Services Unit. This purchase will allow City of Ann Arbor to enter a General Services Agreement with Access, Inc. for the installation of a secondary uninterruptible power supply (UPS) into the primary data center.
The addition of the secondary UPS will help improve the availability of computing services that the Information Technology Services Unit can provide to City staff and residents. The data center currently has a single UPS, meaning that failure of this equipment can result in a loss of technology services. By adding the second UPS, in addition to the existing generator supplying power to the data center, the risk of power loss is further reduced, and now the two UPS can be serviced more safely.
Budget/Fiscal Impact: The City of Ann Arbor will pay for the full cost of the equipment and services ($188,550.00) and will be reimbursed by Washtenaw County for half of the cost ($94,275.00) as the data center is collaboratively used by both agencies. The City’s share was not budgeted in the FY2021 Information Technology Fund budget, therefore a use of fund balance in the amount of $94,275.00 is being requested.
Staff
Prepared by: Jennifer Grimes, Infrastructure and Cybersecurity Manager, ITSU
Reviewed by: Tom Shewchuk, IT Director, ITSU
Matthew V. Horning, Interim CFO & Financial Services Area Administrator
Approved by: Tom Crawford, Interim City Administrator
Body
Whereas, the UPS described in the attached GSA from Access, Inc. will help the City data center to run with few interruptions to power services that are critical to keep computing operations available to City staff and residents;
Whereas, City of Ann Arbor and Washtenaw County collaborate within the shared data center; and
Whereas, The City is eligible to participate in the cooperative purchasing pricing with Access, Inc. as the local Vertiv office in Southeast Michigan, which is provided through PEPPM Technology Cooperative Purchasing Program (a public agency);
RESOLVED, That City Council hereby determines that the cooperative purchasing through PEPPM for this service is cost-effective and in the City’s best interest as a competitive procurement method, in accordance with Chapter 14 of the City’s Code, Section 1:316(2);
RESOLVED, That City Council approve the attached agreement with Access, Inc. for a second UPS in an amount of $188,550.00, to be expended in FY2021;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute said agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney;
RESOLVED, That City Council appropriate $94,275 from the fund balance of the Information Technology Fund to the FY2021 Information Technology Fund expenditure budget for such purchase and appropriate an additional $94,275 to the FY2021 Information Technology Fund expenditure budget with the source of revenue as reimbursement from Washtenaw County in the amount of $94,275;
RESOLVED, That the amounts authorized herein may be used without regard to fiscal year; and
RESOLVED, That the City Administrator be authorized to take all necessary actions to implement this resolution regardless of fiscal year, including execution of any authorized renewals and any agreements or amendments that do not exceed the amounts authorized herein, subject to City Attorney review and approval.