CC 2015-09-22_08f Repair Battery Back Up System for Police StationTO:
FROM:
MEMORANDUM
CITY COUNCIL
GEOFF ENGLISH, DIRECTOR OF PUBLIC WORKS
KELLY WETMORE, DIRECTOR OF LEGISLATIVE AND INFORMATION
SERVICES
SUBJECT: AUTHORIZATION TO REPAIR BATTERY BACK-UP SYSTEM FOR THE
POLICE STATION
DATE: SEPTEMBER 22, 2015
RECOMMENDATION:
It is recommended the City Council approve the repair of an Uninterruptible Power
Supply (UPS) battery for the Police Station from RAMTEK in the amount of $15,862.22.
IMPACT ON FINANCIAL AND PERSONNEL RESOURCES:
Two recently completed Information Technology capital projects were achieved with
minor balances remaining. Staff recommends reallocating $7, 146.65 in savings from the
Police Department server virtualization project and $8,715.57 in savings from the Voice
over Internet Protocol (VoIP) telephone project to fund the UPS repair project. This
project is not identified in the Critical Needs Action Plan.
BACKGROUND:
The Arroyo Grande Police Department utilizes an Eaton 9155 UPS unit to provide
battery backup power during electrical power events, including outages. The unit
provides "clean" power to sensitive equipment during the automatic switch to generator
power to avoid potential damage related to power fluctuations. Protected areas include
both network data rooms and designated power outlets throughout the building. It has
been determined that the batteries have not been replaced since 2008, which is well
over the recommended replacement period of 3-5 years. Damage to the logic portion of
the unit is also apparent due to exposure to moisture and debris occurring during the
Police Department remodel project.
ANALYSIS OF ISSUES:
It was discovered that the UPS unit was inoperable following the recent building
remodel project. Following an onsite visit on September 8, 2015, an Eaton technician
determined that all batteries and the logic portion of the UPS require replacement due to
the age of the batteries and exposure to moisture and debris.
Item 8.f. - Page 1
CITY COUNCIL
AUTHORIZATION TO REPAIR BATTERY BACK-UP SYSTEM FOR THE POLICE STATION
SEPTEMBER 22, 2015
PAGE2
ALTERNATIVES:
The following alternatives are provided for Council consideration:
Approve the recommended repair in the amount of $15,862.22;
Do not approve the repair;
Modify as appropriate and approve staff's recommendation; or
Provide direction to staff.
ADVANTAGES:
Repairing the UPS will help ensure that mission critical equipment remains operable in
the event of a power outage to the Police Department building.
DISADVANTAGES:
The only disadvantage identified is the cost of the project.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted in front of City Hall on Thursday, September 17, 2015. The
Agenda and staff report were posted on the City's website on Friday, September 18,
2015.
Attachments:
1. Price Quote
Item 8.f. - Page 2
ATTACHMENT 1
&' !'T •N Corporation
NOTICE OF BATTERY REPLACEMENT PROPOSAL
QUOTE#: B0090815BU
INVOICE TO: (CUSTOMER)
Company
Name City of Arroyo Grande
Street
City, State, Zip
Contact" Walt Cuzick
PH
Fax I E-Mail · wcuzick@arroyogrande.org
Payment Term: Net 30
LIST OF COVERED EQUIPMENT:
Item Product Line Serial Number Battery Type
1 9155 IBD PHWR1234W2FR
D
1 9155 IBD Top Cabinet for
D 9155 UPS
TODAY'S DATE: September 8, 2015
INSTALL SITE: (CUSTOMER)
Company
Name City of Arroyo Grande
Street
City, State, Zip
Contact· Walt Cuzick
PH
Fax I E-Mail wcuzick@arroyogrande.org
Service Choice
Battery Replacement: PWHR1234W2FR
-New Batteries -16 strings of 8 batteries
-7x24 installation (before or after normal business hours or
weekends)
-Removal of old batteries with EPA approved disposal
-Freight chargers (dock to dock only -does not include any
inside delivery)
-2 Year Battery Warranty-1 Year Labor
Part Number 1024064
Labor to install part
Batteries to be delivered at time of installation and not shipped to site.
Quan tit}
128
1
1
Total Amount:
PRICING VALID FOR 30 DAYS-SUBJECT TO CHANGE THEREAFTER
Price
$7,355.00
$5,749.22
$2,760.00
$15,864.22
Eaton Corporation terms and conditions govern this proposal and anv purchase order submitted to Eaton pursuant thereto. Additional
or different terms proposed bv Buyer, whether in its purchase order or otherwise, shall not be binding upon Eaton Comoration and are
hereby reiected unless expressly agreed to in writing by Eaton Corporation.
*Freight Notice: All prices are FOB Origin, Pre-paid and Add. If freight rate is provided, it is for dock to dock ground freight unless
otherwise indicated. Any special delivery requirements such as inside delivery, pallet jack, lift gate, or other, may incur additional
costs. Please advise immediately if you have any special delivery requirements. Upon arrival of batteries, it is important to note any
damage or missing batteries on the carrier's delivery receipt in order to avoid additional costs to your company.*
*Tax Notice: In order to comply with tax regulations, we will be including sales/use tax when you are invoiced. If you feel that you
are not liable for this tax, fax an executed tax exemption or resale certificate for the appropriate state to 919-431-6350 and refer to
Eaton Corporation's proposal number. Also include your contact name and telephone number in case there are any questions.*
RAMTEK -M1ssio11 Critical Sol11tto11s
1382 Valenoa Ave, Umt M • Tustin, CA 92780
Phone. (949) 266-1400 •Fax: (949) 266-1450
www ram-tek com
Item 8.f. - Page 3
ORDERING INSTRUCTIONS
*PLEASE SIGN AND RETURN THIS PROPOSAL TO ORDER SERVICES*.
Fill in the information on the space provided below under Customer/Purchaser
and Fax back to 949-334-0960. Attention: Beth Ord
CUSTOMER I PURCHASER
CompanyName: -----------------
Signature: -----------------
Date: -----------------Printed Name: -----------------Tit 1 e: -----------------E-Ma ii: -----------------
PROPOSAL ORIGINATION REMIT-TO ADDRESS
Eaton Corporation
c/o RAMTEK, LLC
1382 Valencia Avenue, Unit M
Tustin, CA 92780
Phone: (949) 266-1418
Fax: (949) 334-0960
Eaton Corporation
P.O. Box 100193
Pasadena, CA 91189
Tax ID: 34-0196300
For New Product Sales Please Contact:
Los Angeles County Kurt Richard (949) 266-1412
LAN entura County Shirley Gordon (805) 497-8788
Orange County Dean Miles (949) 266-1411
Orange County Michael Ohmer (949) 266-1417
San Diego County Dan Wettstein (858) 842-7040
Southern Nevada Roger Ramsey (702) 978-1925
Arizona Randy Vincelette ( 480) 435-0365
krichard@ram-tek.com
sgordon@ram-tek.com
dmiles@ram-tek.com
mohmer@ram-tek.com
dwettstein@ram-tek.com
rramsey@ram-tek.com
rvincelette@ram-tek.com
For All Service Sales Including Contracts & Battery Replacements Please Contact:
LA, Ventura, Kern, Santa Barbara,
Clark & San Bernardino Counties
Orange, San Diego, Riverside,
LA & Imperial Counties
Beth Ord
Erica Carrillo
(949) 266-1418
(949) 266-1410
bord@ram-tek.com
ecarrillo@ram-tek.com
*RAMTEK is the exclusive Eaton Corporation representative for all of Southern California, Southern Nevada and Arizona.
For more information on the products and services we offer, please contact us at any one of the above numbers or visit us on
the Web at www.ram-tek.com.
RAMTEK -M1ss1011 Critical Sol1tt1ons
1382 Valencta Ave, Urut M • Tustin, CA 92780
Phone: (949) 266-1400 • Fax: (949) 266-1450
www ram-tek com
Item 8.f. - Page 4
Powering Business Worldwide
EATON CORPORATION
SERVICE AGREEMENT -TERMS AND CONDITIONS (T-Ol
TERMS AND CONDITIONS: The terms and conditions set forth herein, and any supplements which may be
attached hereto, constitute the full and final expression of the contract for the sale of UPS services by Eaton
Corporation, and supersede all prior quotations, purchase orders, correspondence or communications whether
written or oral between Eaton Corporation and the customer. Notwithstanding any contrary language in the
customer's purchase order, correspondence or other form of acknowledgment, customer shall be bound by these
terms and conditions when it sends a purchase order or otherwise indicates acceptance of this contract, or when it
accepts delivery from Eaton Corporation of the products or services. THE CONTRACT FOR SALE OF SERVICES
IS EXPRESSLY LIMITED TO THE TERMS AND CONDITIONS STATED HEREIN. ANY ADDITIONAL OR
DIFFERENT TERMS PROPOSED BY CUSTOMER ARE REJECTED UNLESS EXPRESSLY AGREED TO IN
WRITING BY CONTRACTOR. No contract shall exist except as herein provided.
1. DEFINITIONS: As used in this Service Agreement, the terms listed below shall have the following meanings:
"Agreement" shall mean Eaton Corporation's Service Agreement Terms and Conditions, the quote, and the
applicable Scope(s) of Work."
"Battery" shall mean the electric storage portion of a UPS.
"Contractor" shall mean Eaton Corporation.
"Covered Equipment'' shall mean the equipment as listed on the quote.
"CPM" shall mean the Contracted Period of Maintenance or Hours of Service.
"Customer'' shall mean the purchaser of this Agreement.
"Drop Ship Items" shall mean batteries, battery monitoring systems, battery containment, battery materials, racks
and cabinets.
"Emergency Service" shall mean all services provided on an as needed basis that is not scheduled in advance
"PCS" shall mean Pre-Contract Survey.
"On-Site" shall mean Service performed at Customer's physical location as listed on the quote
"Power Module" shall mean the electronic portion of a UPS or other power quality device.
"Scope of Work" shall mean the services, procedures, methods, exclusions and coverage as purchased by the
Customer
"Service" shall mean installation, maintenance (including Preventive Maintenance as defined in Scope of Work
Attachment R-2), repairs, inspection, adjusting, etc. of the UPS equipment provided by Contractor to Customer.
"UPS" shall mean Uninterruptible Power Supply which is comprised of the Power Module and Batteries.
2. ELIGIBILITY: All Covered Equipment that has experienced a lapse in Service coverage with the Contractor (or
factory warranty coverage) or has had no service history with Contractor within the previous ninety (90) days, is
subject to a PCS inspection by Contractor prior to eligibility for any Service under this Agreement Customer is
subject to charges for a PCS inspection at Contractor's then current Time and Material Service Rate Schedule (refer
to Exh1b1t 1-PCS and Attachment X-1 ). If a PCS inspection is required for eligibility, a list of the equipment requiring
a PCS inspection will be provided to Customer and will be incorporated into this Agreement.
3. HOURS OF SERVICE: Contractor will provide scheduled and emergency services portal-to-portal 8:00AM to
5:00 PM Monday-Friday (alternatively described as "5X8 Service") excluding all holidays observed by Contractor.
The Customer may optionally purchase extended hours of scheduled and Emergency Service coverage (alternately
described as "7x24 Service") which will include Emergency Service being provided on all holidays observed by
Contractor. Notwithstanding anything herein or otherwise to the contrary, scheduled services are not available on
Contractor's observed holidays Contractor's observed holidays shall be the same as public holidays for Federal
employees as established by U.S. Federal law (5 U S.C. 6103).
4. ON-SITE RESPONSE TIME: Following Customer's request for Service, Contractor will arrive at the location of
the Covered Equipment the next business day or 1f optionally purchased by Customer, Contractor will arrive at the
location of the Covered Equipment within eight (8), four (4) or two (2) CPM hours, provided the Covered Equipment
is located within one hundred (100) miles of a Contractor service location. Response time does not include battery
replacement service.
Terms and Conditions (T-0)
Rev.12114
Page 1of4
Item 8.f. - Page 5
Powering Business Worldwide
5. LABOR AND MATERIAL RATES: For any additional Service outside the Scope(s) of Work purchased for
Covered Equipment under this Agreement, Customer shall be billed at Contractor's then current Time and Material
Rate Schedule (refer to Attachment X-1 ). This excludes any flat-rate quoted by Contractor representative.
6. ENGINEERING CHANGES: All engineering changes deemed necessary by Contractor will be installed during
scheduled Service visits during the CPM. Any engineering changes deemed optional by Contractor will be offered
to Customer on an as-available, per charge basis.
7. CUSTOMER'S RESPONSIBILITY:
A. Communication and Scheduling -Customer shall contact Contractor's Customer Reliability Center (1-800-843-
9433) regarding all Service and Preventive Maintenance requests and all other matters arising out of or relating to
this Agreement. With respect to Preventive Maintenance purchased by Customer, it shall be Customer's
responsibility to contact Contractor to schedule the Preventive Maintenance. In the event that Customer fails to
schedule and/or does not permit, for any reason, Preventive Maintenance to be completed within ninety (90) days of
the scheduled service date, Contractor's obligation for that Preventive Maintenance shall be considered fulfilled.
B. Movement -If Covered Equipment is moved to another location within the United States, Service coverage will
continue only upon the following conditions: (i) Customer shall notify Contractor in writing at least thirty (30) days in
advance of power-down of Covered Equipment; (ii) Contractor reserves the right to supervise the power-down,
disconnection, rigging, packing, movement, unpacking, reinstallation and re-start of the Covered Equipment for
which Customer will be charged according to Contractor's then current Time and Material Service Rate Schedule;
and (iii) resumption of Service coverage under this Agreement 1s subject to acceptance by Contractor of Covered
Equipment at the new location.
C. Safety -Customer shall, at all times during the provision of Service hereunder, have a representative present at
the Service site at no cost to, and solely for, the safety of Contractor.
D. Access -Customer shall grant ready access to the Covered Equipment, subject to reasonable security
requirements, so that Contractor may perform Service under this Agreement.
8. TERM AND TERMINATION: This Agreement and all that is stated herein shall automatically be renewed for
successive twelve (12) month penods at the prices in effect at the time of each renewal. Customer will be provided
written notice of renewal of the Agreement sixty (60) days prior to its expiration, stating the prices for the applicable
renewal term. In the event Customer elects not to renew this Agreement, Customer shall provide thirty (30) days
written notice prior to the expiration of this Agreement. Notwithstanding the foregoing, Customer or Contractor may
terminate this Agreement at any time upon thirty (30) days written notice to the other, subject to Section 16 herein.
BATTERY REPLACEMENT SERVICES AND TERMINATION: Prices stated in a quote do not include installation,
freight, and handling charges unless these items are specifically listed and priced in the quote. Prices stated in a
quote are F.0.8. factory (unless otherwise stated) and title and risk of loss to each article sold by Contractor to
Customer shall pass to Customer upon delivery at the F.0.8. point.
Shipment estimates are after receipt of Customer's purchase order at the factory. If drawings are required for
approval before Contractor 1s authorized to proceed with manufacture, then shipment estimates are after receipt of
written approval to proceed. If the Customer cannot accept delivery of equipment, Customer will arrange for
storage. Contractor shall not be liable or responsible for any damages or loss for delay or default in delivery due to
any cause beyond Contractor's reasonable control, nor shall Customer cancel or have the right to cancel its
purchase order because of delays or default in delivery due to such causes.
Customer may not cancel or terminate its purchase order without prior written notice to the Contractor and upon
payment of cancellation charges which shall take into account, among other things, expenses already incurred and
commitments made by the Contractor. Cancellation charges are as. follows: for batteries and Drop Ship Items,
cancellation 31 days or more prior to shipment, 50% of the total invoice; between 0-30 days prior to shipment, 100%
of the total invoice. Changes made to an order may be subject to increase or decrease in purchase order amount,
change order charges, and changes in schedule date. Customer is responsible for return freight charges related to
cancellation.
Terms and Conditions (T-0)
Rev.12/14
Page2 of4
Item 8.f. - Page 6
Powering Business Worldwide
9. END OF SERVICE LIFE ("EOSL"l/BEST EFFORTS: Contractor may designate a Power Module as "End of
Service Life/Best Efforts" which shall mean that limited parts are available or Service will be provided on a best
efforts basis. This designation will be indicated on the quote provided to Customer for Service renewal. In the
event that Contractor cannot perform or complete a covered repair, Contractor may terminate coverage subject to
Section 8 herein. Customer may request a pro-rated refund for the terminated portion of this Agreement, subject to
Section 16 herein. Customer acknowledges EOSUBest Efforts designation on the quote will serve as Contractor's
notice of limited service support and its recommendation to replace or decommission the Power Module.
10. INSURANCE: During the term of this Agreement, Contractor, at its own cost and expense, shall maintain in full
force and effect the following insurance with sound and reputable insurers: (1) worker's compensation insurance in
accordance with the statutory requirements of the state where the Service is to be performed; (2) automobile liability
insurance on all motor vehicles licensed for highway use, both owned and non-owned; and (3) commercial general
liability insurance for bodily injury and property damage.
11. WARRANTY· Contractor shall perform all Service in a professional and workmanlike manner. Contractor
warrants repamng or replacing defective parts or materials and correcting defective workmanship reported to
Contractor and/or diagnosed by Contractor's personnel during the term of this Agreement. Contractor warrants its
corrective maintenance and replacement parts to be free from defects in material and workmanship for the term of
this Agreement or for a period of ninety (90) days from the completion date of the repair or replacement of parts or
materials, whichever is longer. In the event the parts or materials fail to meet published specifications due to a
defect in parts or materials or workmanship covered by this Warranty, Contractor, at its discretion, will repair or
replace the warranted parts or materials at no cost to Customer. This Warranty shall not apply to any Power
Module and/or Battery that has been: (i) subject to damage caused by accident, fire, flood, lightning, vandalism,
acts of God, Customer's neglect, misuse, misapplication, incorrect connection or external damage; (ii) subject to
repair or alteration by Customer (or a third party) not authorized by Contractor in writing; or (iii) moved without thirty
(30) days' notice to Contractor. Contractor reserves the right to supervise the move. THIS WARRANTY IS
EXCLUSIVE EXCEPT FOR WARRANTY OF TITLE. CONTRACTOR DISCLAIMS ALL OTHER WARRANTIES,
INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE.
CORRECTION OF NON-CONFORMITIES IN THE MANNER AND FOR THE PERIOD OF TIME PROVIDED
ABOVE SHALL CONSTITUTE CONTRACTOR'S SOLE LIABILITY AND CUSTOMER'S EXCLUSIVE REMEDY
FOR FAILURE OF CONTRACTOR TO MEET ITS WARRANTY OBLIGATIONS, WHETHER CLAIMS OF
CUSTOMER ARE BASED IN CONTRACT, IN TORT (INCLUDING NEGLIGENCE AND STRICT LIABILITY) OR
OTHERWISE. Parts or materials supplied, but not manufactured by Contractor, are warranted solely by the
manufacturer. Contractor's obligation under this Warranty is conditioned upon receipt of all payments due from
Customer.
12. ASSIGNMENT: Neither party shall assign this Agreement or any of its rights and interests herein without the
prior written consent of the other party. Notwithstanding anything m this Agreement or otherwise to the contrary,
upon written notice to the other party, either party may assign this Agreement or any of its rights and interests
herein to: (i) any parent, subsidiary, affiliated or successor corporation; or the purchaser of any of these entities; (ii)
any corporation to which the party has sold all or substantially all of its assets (including the purchaser of any of the
party's subsidiaries); or (1i1) any corporation or legal entity with which the party may merge or consolidate.
13. SUBCONTRACTING· Contractor reserves the right to subcontract any portion of Service provided for under
this Agreement without the prior consent of Customer.
14. INDEMNITY: Subject to Section 15 herein, Contractor shall defend, indemnify and hold harmless Customer,
its officers, employees and agents (Indemnified Parties), from and against any and all claims, liabilities, damages,
demands, losses, causes of action and suits brought against the Indemnified Parties, to the extent they result
directly from or out of (1) bodily injury to or death of any person or damage to or destruction of any property caused
by the negligent acts, errors, omissions or willful misconduct of Contractor, its agents or employees, and (2) any
violation of fed~ral or state law, regulation, order, rule or of any other governmental authority having jurisdiction by
Contractor, its employees or agents, while Contractor is performing work on site.
15. LIABILITY: The remedies of the Customer set forth in this Agreement are exclusive and are its sole remedies
for any failure of Contractor to comply with its obligations hereunder. Notwithstanding anything in this Agreement
or otherwise to the contrary, in no event shall Contractor or Customer, or their respective officers, directors,
employees or agents be liable to the other for damage to property or equipment, other than to equipment sold or
Terms and Conditions (T-0)
Rev. 12114
Page 3 of4
Item 8.f. - Page 7
Powering Business Worldwide
serviced hereunder, or any incidental, indirect, special or consequential damages, such as, but not limited to, delay
damages, lost profits or revenue, lost data, loss of use or lost opportunity damages, resulting from or in connection
with any claim or cause of action, whether brought m contract or in tort, even 1f Contractor or Customer knew or
should have known of the possibility of such damages. The total cumulative liability of Contractor arising from or
related to this Agreement whether the claims are based m contract, in tort (including negligence or strict liability) or
otherwise, shall not exceed the price of the product or services on which such liability is based
16. PAYMENT: All payments are due net thirty (30) days in full from date of invoice. Customer shall be invoiced
for, and shall pay for, all Service not expressly provided for by the terms hereof, such as, but not limited to, site calls
involving no-fault found inspections where no corrective maintenance was required. If any payment is not made
when due, Contractor reserves the right to refuse to provide any further Service until such payment has been
received. Customer shall be liable for expenses, including reasonable attorneys' fees, associated with collection
proceedings for non-payment. In the event of early termination· i) Customer will be liable for any Service rendered to
the reasonable satisfaction of Customer prior to the effective date of termination; and ii) Contractor, at its discretion,
will provide a credit against any advance payments received as follows: a) a pro-rated amount based on the
terminated portion of the fixed-price fee due Contractor, or b) an amount based on the difference between the
amount paid by Customer prior to the effective date of early termination and the actual cost of Service completed
(including emergency repair calls) by Contractor prior to the effective date of early term1nat1on.
17. TAX: Contractor's pnce 1s exclusive of any applicable tax. All orders will be subject to all applicable sales tax
unless a current tax exemption certificate is on file with Contractor covering the state where Covered Equipment
under this Agreement is located.
18. PARTS: Unless otherwise agreed to by the parties m writing, all parts removed for replacement shall be
Contractor's property. Parts used from Customer-owned spare parts kit shall be replaced by Contractor at no cost
Replacement parts shall be new or of the same quality as new
19. FORCE MAJEURE: Contractor shall not be liable for any failure to perform, or delay m performing Service for
Customer to the extent that such failure or delay results from causes beyond its reasonable control including,
without any limitation, any act of God, war, revolution, riot, civil commotion, labor stnke or any applicable
governmental or judicial law or regulation, order or decree.
20. INFORMATION· All information of Customer shall be deemed non-confidential and Contractor will be under no
duty of non-disclosure unless both parties execute a mutual non-disclosure agreement
21. GENERAL: The terms and conditions of this Agreement cannot be modified or waived except by a wntmg
signed by the parties hereto and waiver by Contractor or Customer of any provision hereof in any one instance shall
not constitute a waiver as to any other instance. If a provision of this Agreement is invalidated for any reason, this
Agreement remains binding except for such invalid provision. This Agreement shall be construed in accordance
with and governed by the laws of the State of North Carolina. Customer and Contractor hereby agree that all
disputes arising out of this Agreement shall be submitted solely to the jurisd1ct1on of the state and federal courts
located in Wake County, North Carolina.
Eaton is a trademark of Eaton Corporation.
Terms and Cond1t1ons (T-0)
Rev. 12/14
Page4 of4
Item 8.f. - Page 8