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JAW 29 1 TO: Board of C unt Commissioners FROM: Doug Wright, Director Department of Emergency Services DATE: January 22, 1991 SUBJECT: Approval of Renewal of UPS Contract with EPE Technologies, Inc., for E911 Center It is respectfully requested that the information contained herein be given formal consideration by the Board of County Commissioners at the next scheduled meeting. DESCRIPTION AND CONDITIONS: The service agreement with EPE Technologies for scheduled and remedial maintenance for the uninterrupted power supply (UPS) equipment at the E911 Communications Center is due for renewal at this time. The company has fulfilled contract commitments over the past year and service has been very satisfactory. No failure of the equipment has been experienced over the past year and staff feels this is largely due to the preventative maintenance program provided in -the contract. _ Funding for renewal of the contract" was budgeted in this fiscal year in the amount of $6,500. The contract forwarded to the county this fiscal year reflects a price'of $4,950 or a reduction of $1,050. The company is currently offering a spare parts kit for our OPS system that can be purchased over a three year period. The spare parts kit is available for $4,500 which can be paid in three annual installments of $1,500 per year. Staff recommends purchase of the spare parts kit to reduce down time of the E911 system due to UPS failure. ALTERNATIVES AND ANALYSIS: Purchase of the spare parts kit would be beneficial to the county in that needed repairs on the UPS system could be completed on site quickly without have to wait for parts to be flown in from one of the company parts depots.. If the Board deems it appropriate to purchase the spare parts kit, EPE Technologies, Inc., agrees to guarantee the cost of the annual service contract at the $4,950 level for the three year period. '- The recommendation to purchase the spare parts kit is also predicated on the fact that our system is aging and as it gets older, the spare=parts being immediately available will preclude any extended delay in getting this very necessary system back on line. RECOMMENDATION: Staff recommends'the Board of County Commissioners approve renewal Of the EPE Maintenance Agreement in the amount of $4,950 and authorize the purchase of the spare parts kit for $4,500 payable in three annual installments of $1,500. Total funds required for the maintenance contract and first annual payment for the spare parts kit this fiscal year would be $6,450, which is less than the $6?500 budgeted. Staff also recommends that the Board authorize the Chairman to execute the necessary documents to formalize the agreement. 22