Report Prepared by: Amber Minami, Engineering Project Manager, Engineering Department
Title
SUBJECT: Second Amendment to the Professional Services Agreement with Total Online Protection, LLC for the Replacement of Data Center HVAC and Uninterruptable Power Supply Systems, Project No. 120066 to Extend the Term of the Agreement to December 31, 2023
REPORT IN BRIEF
Considers extending the term of the agreement for professional services with Total Online Protection, LLC from December 31, 2022, to December 31, 2023. This extension is due to supply chain issues with the HVAC system for the project.
RECOMMENDATION
City Council - Adopt a motion:
A. Approving the Second Amendment to Agreement for Professional Services with Total Online Protection, LLC to extend the term of the agreement to December 31, 2023; and,
B. Authorizing the City Manager or Deputy City Manager to execute the necessary documents.
Body
ALTERNATIVES
1. Approve as recommended by staff; or,
2. Approve, subject to conditions other than recommended by Staff (identify specific findings and/or conditions amended to be addressed in the motion); or,
3. Deny; or,
4. Continue to a future meeting (date and time to be specified in the motion).
AUTHORITY
Charter of the City of Merced, Article II Section 200 - Powers.
CITY COUNCIL PRIORITIES
As provided for in the 2022-23 Adopted Budget.
DISCUSSION
The City has an on-premises data center located at City Hall. This data center houses most of the City servers and data infrastructure. Server data centers require dedicated specialty HVAC and Uninterruptable Power Supply (UPS) backup systems to maintain constant operations required for the services provided to the community, including public safety services. The current HVAC and UPS systems are failing and need to be replaced.
The current HVAC system was installed approximately 14 years ago. When installed, the system was designed with two identical units to provide continual operations. If one of the two units failed, the data center could continue to operate on one unit until the repairs were complete. As more technology was put into the data center over the years the HVAC system could not keep up with heat demand of the new technology. Now, if either HVAC unit fails the data center will overheat and the shutdown of critical services will be required unless immediate action is taken. There have been several failures of the HVAC system over the last 2 years. These failures required several portable HVAC units to be temporarily installed in the data center to prevent overheating. The new proposed replacement HVAC system are re-sized to allow for continued operation if a single unit fails. It will also allow for a 30% expansion of HVAC services in the data center to account for new technology services the City may wish to offer in the future.
The current UPS systems are also failing. The data center UPS systems are also designed like the HVAC system and installed in a pair to provide redundancy if one should fail. One of the two current UPS units has completely failed and will no longer provide battery backup or power surge protection. The data center currently relies upon one active UPS, street power, and the backup generator. The new proposed UPS will replace the aging and failing UPS systems. This will again put the UPS system back to normal operations to allow for two redundant UPS systems.
On February 22, 2022, City Council approved the Agreement for Professional Services with Total Online Protection, LLC to replace the City Data Center Uninterruptible Power Supply and HVAC System. The First Amendment to the Professional Services Agreement was approved by City Council on October 3, 2022, to extend the term of the agreement for professional services from July 1, 2022, to December 31, 2022. The Second Amendment to the Professional Services Agreement is to further extend the term of the agreement for professional services from December 31, 2022, to December 31, 2023, due to continued supply chain issues with the HVAC system for the project.
IMPACT ON CITY RESOURCES
At this time, there is no change in the total contracted amount; therefore, no further impact on City resources is expected.
ATTACHMENTS
1. Second Amendment to Agreement for Professional Services
2. First Amendment to Agreement for Professional Services
3. Agreement for Professional Services