5/18/1999 - Laserfiche WebLink

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BOOK i0o system due to its age and potential for failure. The batteries have a normal service life of about three years. The ones in our system are now five and one half years old and some have failed in the past two months. Since the UPS system supports the CAD system and other components when a power failure occurs until the generator comes on line, a UPS system failure could create major hardware and software problems during this critical time period that would take days to restore. Replacement of the existing 1987 vintage UPS system has been included in the E9-1-1 budget for fiscal 1999-2000, however staff is recommending replacement of the system now based on the following reasons: • The current system is very expensive to maintain with an annual maintenance cost Of $8,240, which increases annually at a rate of 5% or more. • The vendor has informed staff that maintenance contracts will not be available within two to three years due to unavailability of parts. • A new system with improved technology is quoted at $27,877 under SNAPS state contract pricing, which includes a two-year extended warranty. Preventive maintenance would be an additional $1,012 for the first year. • If the new system is purchased at this time rather than waiting until the new fiscal year, the vendor has advised that the current maintenance contract would be pro rated and the amount remaining (approximately $5,500) applied to the purchase of the new equipment, for a net cost of $23,389. • It would not be necessary to purchase the 30 batteries at an expense of $6,285.30 because batteries would be included with the new system. • Additional savings would result during fiscal 1999-2000 and thereafter due to lower maintenance costs for the new system. • A new system would be much more reliable, operate more efficiently, and take up much less space at the 9-1-1 Center than the existing 1987 vintage equipment • Staff is advised that if new batteries are purchased, the batteries and battery cabinet cannot be utilized with the new technology when a new UPS system is purchased. The new UPS would normally be an expense from the 911 Surcharge revenue which is obtained from a fifty cent surcharge on each phone line up to a maximum of twenty-five lines at a single location. However, this account does not have sufficient funds available for the purchase of this important and necessary public safety equipment that is essential to the operation of the 911' Communications Center. The alternative is to just purchase the 30 batteries at an expense of $6,285.30 and replace the other components of the UPS system at a later date. However, the expense for the batteries and the partial credit from the annual maintenance agreement of $8,240 would not be realized and the new batteries and battery cabinet can not be utilized with the new technology in current UPS systems. Paying the increasing annual maintenance agreement over a period of the next three years would be more than the cost of a new UPS system. Stafffeels the funds would be better utilized for a new system in lieu of paying maintenance expense and purchasing batteries that are included in the price of a new system. RECOMMENDATION: Staff recommends approval of the purchase of a new UPS system from MGE Systems, Inc., at a price of $27,877 (less funds from the annual maintenance agreement prorated) from the SNAPS State Contract Agreement with funding from the General Fund Contingency since the 911 Surcharge account does not have sufficient fiords available for this expense. It is estimated the net cost of the UPS system will be approximately $23,389. MAY 189 1999 -50-