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File #: 24-0563    Version: 1 Name: 5/6/23 Resolution to Approve Professional Services Work Statement with Access Michigan, LLC for Wheeler Data Center Roof Top Cooling Units Replacement for the shared City of Ann Arbor and Washtenaw County Data Center ($220,000.00)
Type: Resolution Status: Passed
File created: 5/6/2024 In control: City Council
On agenda: 5/6/2024 Final action: 5/6/2024
Enactment date: 5/6/2024 Enactment #: R-24-141
Title: Resolution to Approve a Professional Services Work Statement Agreement with Access Michigan, LLC for the Wheeler Data Center Roof Top Cooling Units Replacement ($220,000.00) (8 Votes Required)
Attachments: 1. Wheeler Rooftop Units 2024 ACCESS MICHIGAN LLC - WORK STATEMENT AGREEMENT (WSA) (JAR 4.3.24) (002).docx

Title

Resolution to Approve a Professional Services Work Statement Agreement with Access Michigan, LLC for the Wheeler Data Center Roof Top Cooling Units Replacement ($220,000.00) (8 Votes Required)

Memorandum

The City of Ann Arbor and Washtenaw County, a tenant in the City of Ann Arbor Data Center since 2011, are equally sharing the cost of the proposed upgrades in the amount of $100,000.00 each. The attached resolution seeks approval of City Council in the amount of $200,000.00 on behalf of the Information Technology Services Unit along with a $20,000.00 contingency for the project. This purchase will allow City of Ann Arbor to enter a Professional Services Work Statement with Access Michigan, LLC for the installation of replacement rooftop cooling units for the secondary data center.

 

The current rooftop units are aging and unreliable. This equipment is critical to protecting network and server equipment that is essential to both the City of Ann Arbor and Washtenaw County.  

 

Budget/Fiscal Impact: The City of Ann Arbor will pay for the full cost of the equipment and services ($200,000.00) and will be reimbursed by Washtenaw County for half of the cost ($100,000.00) as the data center is collaboratively used by both agencies.  A 10% contingency ($20,000.00) is requested to cover any additional costs which may occur. It is requested that the funds be approved without regard to fiscal year. The City’s share was budgeted in the FY2024 Information Technology Fund budget.

Staff

Prepared by: Jen Grimes, Infrastructure and Cybersecurity Manager

Reviewed by: Tom Shewchuk, IT Director

Approved by: Milton Dohoney Jr., City Administrator

Body

Whereas, The rooftop cooling units described in the attached Professional Services Work Statement Agreement from Access Michigan, LLC will help the City data center to run with few interruptions to climate services that are critical to keep computing operations available to City and County staff and residents;

 

Whereas, City of Ann Arbor and Washtenaw County collaborate within the shared data center;

 

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); and

 

Whereas, Sufficient funding for the City’s portion of the cost of the rooftop units is available in the FY2024 Information Technology Services Unit budget;

 

RESOLVED, That City Council approve a Professional Services Work Statement Agreement with Access Michigan, LLC for replacement rooftop cooling units in the amount of $200,000.00;

 

RESOLVED, That City Council appropriate $100,000.00 to the FY2024 Information Technology Fund expenditure budget with the source of revenue as reimbursement from Washtenaw County in the amount of $100,000.00;

 

RESOLVED, That City Council approve a ten percent (10%) contingency for this project in the amount of $20,000.00, subject to City Administrator approval;

 

RESOLVED, That the amounts authorized herein may be used without regard to fiscal year; and

 

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; 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.