Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Michael Wentworth, Chief Information Officer, Information Services Department
Subject: Amendment Number 2 to the Agreement with Mesa Energy Systems, Inc. to provide critical cooling, power systems support, and maintenance services
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to the agreement with Mesa Energy Systems, Inc. to provide critical cooling, power systems support, and maintenance services, extending the term through November 20, 2023, and increasing the agreement amount by $126,502, in an amount not to exceed $956,856.
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BACKGROUND:
The County of San Mateo, Information Services Department (ISD) provides support to the critical cooling and power systems infrastructure namely: Uninterruptible Power Supply (UPS), Heating, Ventilation, and Air Conditioning (HVAC), Direct Current (DC) inverters and batteries, and generator power systems at 49 locations throughout the County.
On November 21, 2017, the Board of Supervisors approved Resolution Number 075592 authorizing an Agreement with Mesa Energy Systems, Inc. to provide critical cooling, power systems support, and maintenance services, for the term of November 21, 2017 through November 20, 2020, in an amount not to exceed $536,922.
On October 20, 2020, the Board of Supervisors approved Resolution Number 077818 authorizing Amendment Number 1 with Mesa Energy Systems, Inc. for ongoing support and maintenance services, extending the term through November 20, 2022, and increasing the agreement amount by $293,432 in an amount not to exceed $830,354.
The Information Services Department (ISD) has conducted a thorough operational audit of services included in this agreement and has determined that the most appropriate course of action is to request that your Board authorize an amendment to the agreement with Mesa Energy Systems, Inc.
DISCUSSION:
Mesa Energy Systems, Inc.’s ongoing support and maintenance services maintain the County’s critical cooling and power systems infrastructure. In extending the agreement, ISD aims to reduce maintenance issues, avoid costly repairs, and prevent breakdown of essential equipment. This one-year extension allows ISD the opportunity to prepare and release an RFP for the requested services.
ISD hereby requests this Board to waive the Request for Proposal process, as it has been determined to be in the best interest of the County in light of the County’s need to utilize ongoing support and maintenance services provided by Mesa Energy Systems, Inc.
The County Attorney’s Office has reviewed and approved the amendment and resolution as to both form and content.
The resolution contains the County’s standard provisions allowing amendment of the County’s fiscal obligations by a maximum of $25,000 (in aggregate).
County Contract Compliance Committee has reviewed and approved the three (3) year waiver request allowing Mesa Energy Systems, Inc. to continue providing services beyond the County’s three (3) year contract term limit.
PERFORMANCE MEASURE:
|
Measure |
FY 2021-22 Actual |
FY 2022-23 Projected |
|
Availability of Core Services (Datacenter, Network, Radio, and PBX) |
99.90% |
100% |
FISCAL IMPACT:
The new term of this agreement is from November 17, 2017, through November 20, 2023 with a not to exceed amount of $956,856. Funding for this amendment is included in ISD’s Fiscal Year 2022-2023 Adopted Budget to be collected through Core-IT service charges to County Departments.