Exhibit 1 - Agenda Information Sheet
City of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: July 27, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager, or their designee, to execute a contract with On Computer Services, L.L.C.,
dba Unified Power, for uninterruptible power supply (UPS) maintenance and services for the Technology
Services Department; providing for the expenditure of funds therefor; and providing an effective date (RFP
7546 – awarded to On Computer Services, L.L.C., dba Unified Power, for three (3) years, with the option
for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of
$195,000.00).
INFORMATION/BACKGROUND
Currently, the City of Denton has five (5) uninterruptible power supply (UPS)/ power distribution units
(PDU) and two (2) static transfer switches (STS) distributed across four (4) locations. The UPS distribution
system supports mission-critical equipment used by the entire City including our primary data center,
backup data center, Police Dispatch Operations Center, and Denton Municipal Electric. An uninterruptible
power supply (UPS) is a device that allows equipment such as computers and servers to keep running for a
short time when the primary power source is lost. It also filters the power to provide a clean steady current
to our equipment. Two (2) additional UPS systems will be added next year as part of the Police department’s
renovation project.
To ensure that this equipment is ready in an emergency, the equipment goes through a preventative
maintenance program that inspects the equipment twice a year and replaces any needed components to
ensure that the equipment is always available when needed. As part of the preventative maintenance
program, the batteries used in the UPS systems are replaced every three (3) years, or sooner if they are not
capable of being fully charged. Over the next eighteen (18) months we expect to replace all our current
batteries, so during the life of this contract, we expect to replace the batteries twice.
Year 1 Year 2 Year 3 Year 4 Year 5
Annual Preventative Maintenance: $15,171.68 $20,171.68 $20,171.68 $20,171.68 $20,171.68
Projected Battery Replacement: $14,645.09 $14,645.09 $14,645.09 $14,645.09 $14,645.09
Projected Annual Cost: $29,816.77 $34,816.77 $34,816.77 $34,816.77 $34,816.77
Contingency: $25,916.15
Contract 5yr NTE Amount: $195,000
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Requests for Proposals was sent to 199 prospective suppliers, including seven (7) Denton firms, of this
item. In addition, specifications were placed on the Materials Management website for prospective suppliers
to download and advertised in the local newspaper. Seven (7) proposals were received and evaluated based
upon published criteria including compliance with specifications, probable performance, delivery/project
schedule, and price. Based upon this evaluation, On Computer Services, L.L.C., dba Unified Power was
ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 207 - Computer Accessories and
Supplies
Notifications sent for Solicitation sent in IonWave: 199
Number of Suppliers that viewed Solicitation in IonWave: 19
HUB-Historically Underutilized Business Invitations sent out: 20
SBE-Small Business Enterprise Invitations sent out: 77
Responses from Solicitation: 7
RECOMMENDATION
Award a contract with On Computer Services, L.L.C., dba Unified Power for uninterruptible power supply
(UPS) maintenance and services for the Technology Services Department, in a three (3) year, with the
option for two (2) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of
$195,000.
PRINCIPAL PLACE OF BUSINESS
On Computer Services, L.L.C., dba Unified Power
Terrell, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial three (3) year contract with options to extend the contract for two (2) additional one (1)
year periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These services will be funded from the Technology Services Department Operating Funds.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Evaluation
Exhibit 3: LLC Members
Exhibit 4: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Leisha Meine, 940-349-7823.
Legal point of contact: Marcella Lunn at 940-349-8333.