Preventative Maintenance and Repair for Mitsubishi UPS Systems

Scope of Project: The City of Calgary’s Uninterruptible Power Supply (UPS) systems are a critical component of data centre backup power. Their purpose is to maintain the infrastructure until emergency power generator backup systems kick in. These data centres support network and server equipment that is critical in supporting many of The City’s business units including Calgary 911. Given the above, notice is hereby given by The City of Calgary (“The City”) of its intent to enter into contract with Computer Environment Solution (CES) for the provision of preventive maintenance and repair to four (4) existing Mitsubishi Uninterruptible Power Supply (UPS) systems. This procurement is intended to solely address preventive maintenance and repair including batteries for three (3) years for the following: • 150 kVA and 300 kVA UPS systems; • 300 kVA UPS system; and • one (1) UPS system. Legal Name of firm: Computer Environment Solutions (CES) Description of service and goods: Four (4) preventative maintenance inspections will be performed for each of The City’s UPS systems over the course of a year. This includes three (3) minor inspections and one (1) major inspection for each UPS system. Preventative maintenance is to include a full physical inspection of the UPS system, including all applicable testing to ensure the system is in good working condition. Testing is to be as per recommendation from Mitsubishi for preventative maintenance. Each preventative maintenance will include, but not be limited to: • Physical environment inspection for any elements that could impact operation; • Verification of proper software versions and adjustable parameters; • Verifications of proper cooling fan operation and display of system values; • Review of event or fault history; • Verification UPS is supporting the critical load and no alerts/ alarms are present; and • Generation of test report documenting any necessary UPS repairs. Pricing is inclusive of all material, equipment, transportation, and manpower (regular scheduled hours). Budget and Contract Term: The total estimated budget for the three (3) year term is $135,600 CAD (Excluding GST). The contract will start immediately upon award until 2025 December 31. It is the intent of The City to award this contract for the following reason(s): • Under New West Partnership Trade Agreement (NWTPA) exemption (g) “where it can be demonstrated that only one supplier is able to meet the requirements of a procurement”. • Computer Environment Solutions (CES) is the sole provider authorized by the manufacturer “Mitsubishi Electric Power Products, Inc.” to perform preventive maintenance services and repairs in Alberta. The service provider must be authorized by Mitsubishi Electric Power Products Inc. to maintain product warranty and to ensure the supply of replacement parts from Mitsubishi as they are required. • Computer Environment Solutions (CES) can provide service 24 hours a day, 7 days a week, with a maximum response time of 4 hours. This level of service is required to ensure The City of Calgary’s Uninterrupted Power Supply (UPS) systems receive prompt repair when parts fail. UPS systems are a critical component of data centre backup power, and extended downtime can be costly for The City. For consideration any party that wishes to address this procurement action must submit in writing the following information: 1. Firm name and contact information; 2. Relevant specific information regarding the firm’s ability to address the specified procurement; 3. Ability to offer competitive products and services that will be advantageous to The City; and 4. Brochures, marketing information and other non-essential materials should NOT be included. Information package must be submitted in English and should not be more than two (2) pages in length. 1. Responses to this NOI must be submitted electronically on the Ariba Discovery portal located online at: https://supplier.ariba.com 2. All responses to this NOI must be submitted on or before the Submission Deadline. Respondent Questions must be submitted by using the Event Messages in the Ariba online system. No communications with respect to the NOI are to be directed to anyone other than the City Contact, or by any other method outside of the Ariba Discovery system. The City is under no obligation to provide additional information and The City will not be responsible for any information provided or obtained from any source other than the City Contact. The City reserves the right to determine the relevance of any communication and accept or reject the communication as deemed in the best interest of The City.