HomeMy WebLinkAboutItem 18 - Air Conditioning EquipmentITEM # mum /9 mul"Mmoft
MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: ROGER NELSON, CITY MANAGER#
MEETING DATE: FEBRUARY 18, 2003
SUBJECT: PURCHASE OF AIR CONDITIONING EQUIPMENT TO
INCREASE COOLING CAPACITY AT THE COMPUTER
NETWORK SERVER ROOM
RECOMMENDATION:
City Council to consider the purchase and installation of additional air conditioning
equipment from Brandt Service Company in the total amount of $21,038.00. This
equipment will be installed at the Computer Network Server Room of the Police /
Municipal Court building. The bid tabulation is attached for review.
FUNDING SOURCE:
The funds for this project will originate from several departmental budgets. The cost
center funds allocation is as follows:
Department/Division Acct. No. Amount
Facility Services 174-74004-001 $ 9,038.00
Police Department 100-48860-209-4 8,000.00
Information Technology 100-48860-101-2 $ 4.000.00
Total Project Cost $ 21,038.00
BACKGROUND:
House Bill 197 raised the formal bid limit requirement from $15,000 to $25,000. Because
the purchase is under $25,000 sealed bids and advertisements were not required. In
accordance with City Purchasing Policy three written bids were solicited from qualified
vendors. A copy of the bid tabulation is attached for review.
This request for Council action is in response to a need for additional cooling capacity
improvements in the Computer Network Server room, which is located in the
Police/Municipal Courts Building. The room also serves as the Emergency Operations
Center during critical situations. It should be noted that this room also houses the
computer hardware for the emergency 9-1-1 center.
February 12, 2003 (4:40PM)
Information Technology has expressed concerns with the higher than "manufacturer
recommended" temperatures which have been experienced in this room during certain
times of the year.
The computer equipment itself generates a large amount of heat, and due to space
constraints is located in close proximity to other computer equipment. Last year, the
mechanical, electrical and plumbing engineering firm of Schmidt and Stacy, Inc.
performed a study for the City which examined the current cooling capacity to determine
if it was capable of maintaining the "manufacturer recommended" temperatures and to
provide alternative solutions for obtaining these temperatures. The results of the study
indicated that the most cost effective solution to maintaining the manufacturer's
recommended temperature was to install additional cooling capacity specifically
dedicated for this room.
Based on the recommended system improvements, the Facilities Division of the Public
Works Department acquired three bids for the project. This purchase was not included
in the 2003 Fiscal Year budget. However, due to the critical nature of the equipment
and the importance of maintaining the manufacturer's recommended temperature, Staff
recommends the project as a priority. The potential damage to the equipment from heat
build-up could possibly result in failure of the computer network and the 911 system.
The Public Works Director, Police Chief and the Information Technology Manager
recommend approval of the purchase from Brandt Services Company in the total
amount of $21,038.00.
am -
February 12, 2003 (4:40PM)