PR Symmetra PX UPS hardware.docx

PRV #: Purchase Request for IT/Telecom Goods and Services

PBC #:

Title: Symmetra PX UPS hardware maintenance - FY20 Requestor Information

AIM Contact: Jenny Stine Procurement Approach Select the appropriate procurement approach and complete and attach the form or questionnaire identified in parenthesis. Forms and questionnaires can be found at https://bccs.portal.illinois.gov/exec/AIM/PrcrmntFrms/Forms/AllItems.aspx. Contact BCCS Acquisitions & Inventory Management for assistance in completing this or any supplemental forms and/or questionnaires.

|_| Amendment (Hearing Determination questionnaire) Original contract #:

|_| Emergency (Emergency justification form)

|_| Extension (Hearing Determination questionnaire) Original contract #:

|_| Inter-Governmental Agreement

|_| Invitation for Bid (IFB/RFP Supplemental Info form) |_| Brand Specific (Brand Name justification form)

|_| Order Against Statewide Master/Agency-Specific Contract Master Contract #:

|_| Renewal (Hearing Determination questionnaire) Original contract #:

|_| Request for Information

|_| Request for Proposal (IFB/RFP Supplemental Info form) |_| Brand Specific (Brand Name justification form)

|_| Sole Economically Feasible/Sole Source/Sole Source Amendment (Sole Source questionnaire) Vendor Name and Contact Information:

|_| Small Purchase

|_| Technical Services Program (Technical Services Program justification form)

|_| Terms & Conditions Contract

Contract Information Expected Start Date: 7/1/2019 Estimated Value/Cost of Initial Term: $5,750.00 Expected End Date/# of months of Initial Term: 6/30/2020 # of desired additional renewals and frequency: Estimated Value/Cost of Renewal Terms: $ each Procurement Description / Justification Description / Programmatic Objective Provide the quantity, brand/make/model, and/or description of the product/service being procured.

Purchase annual (12 months) hardware maintenance (next day response) for APC UPS Symmetra PX 60KVA unit, Model SYCF80KF Serial # PD0804160064, with Battery Frame Model SYCF8BF Serial # PD0815160157.

WO0000000075113 was submitted from DHS.

Ship To:

120 West Jefferson St., Rm 3018 Springfield, IL 62702 CMS.PSVM@Illinois.Gov

Identify the program or project the product/service will support and the functionality, capability or benefits the product/service provides or enhances. Include a Charter number, Enterprise Service Request (ESR) number or other related tracking number, if applicable.

The DHS Bureau of Disability Determination Services (BDDS) manages and controls the SSANet network, as mandated by the U.S. Social Security Adminstration (SSA). The network consists of telecommunication equipment (routers and switches), servers and the data hosted on those servers. The network is attached to an APC brand uninterruptible power source (UPS) to protect the power supply to the raised-floor, secured & monitored 24/7 computer server room. The UPS is currently rated at 60KVA but has the capacity to be raised to 75KVA capacity if necessary.

The purpose of this procurement is to purchase 12 months hardware maintenance to provide regular and, if needed, emergency maintenance (next day response) on this vital piece of equipment which provides conditioned, and backup power to the BDDS computer server room.

Economic Justification Describe the risk of not procuring the product/service requested, and/or the economic benefit of the product/service requested. Indicate additional related procurements/expenditures that will be processed separately in support of or in conjunction with this procurement, including but not limited to implementation, installation, maintenance, etc.

It is standard business practice at DoIT to purchase support and/or maintenance on products considered to be business critical by IT consolidated agencies. Not renewing maintenance on this UPS places DHS BDDS at risk of extended power interruptions or potential failure during severe weather or natural disaster Social Security Administration mandates, and provides 100% Federal funding for this maintenance procurement.

Fund: SSRF Service Center Code(s): DHS BDDS Only Cost: $5750.000 Explain how this cost was calculated: price is estimated from FY19 award plus 15%

History/Background Explain how the business need is currently being met if applicable. List previous procurements of similar and/or related goods or services (PBC # or contract #). Indicate if this is a new initiative, replacement or expansion of an existing product/service or contract, or a continued, ongoing need procured on a routine basis.

If a renewal or an amendment, indicate the PBC and IPB notice numbers of original and subsequent procurements, contract terms of the original contract and subsequent transactions. Specify what procurement approach was used to execute the original contract.

If replacing a contract, explain if the contract expired with no renewal options or if we are choosing not to execute remaining renewals and why. If bid in previous years, specify what procurement approach was used and any amendments made to the resulting contract.

Maintenance on IT hardware considered critical to ongoing business operations, and on behalf of consolidated agencies. This UPS supports the BDDS server room located at the Alzina Building, Springfield. While DHS BDDS was not included in the IT consolidation, DOIT has agreed to facilitate maintenance for the UPS to avoid future confusion.

FY19 was processed via BIdBuy R-9388 FY18 was processed via PBC 106848 FY17 was processed via PBC 99189 FY16 - was processed via PBC 93447 FY15 was processed via PBC 79560 FY14 / PB79560FY13 hardware maintenance was procured via PBC 71230 / CIC3712300 expires 6/30/2013.

FY13 hardware maintenance was procured via PBC 71230 / CIC3712300 expires 6/30/2013.

FY12 hardware maintenance was procured via PBC 62730.

FY11 hardware maintenance was procured via PBC 55943 .

FY10 hardware maintenance was procured via PBC 47456.

Governor’s Office Procurement Criteria:

Choose all that apply and provide justification to support each criteria in the space provided.

|_| 1. Critical to the life, health and/or safety of the citizens of the State of Illinois (i.e., food for prisoners, maintaining tornado sirens, etc.)

|_| 2. Will cause the loss of federal funds if not completed.

|_| 3. Fulfills a legal or contractual commitment of the State of Illinois to its unions or other third parties.

|_| 4. Is time sensitive and critical to the mission of the agency, and special consideration is required due to the best interests of the State.

The UPS hardware maintenance being procured will ensure the UPS that supports DHS/DRS DDS-ALZINA BDDS' server room remains reliable, and in good working order. Without a hardware maintenance contract in place to ensure this, BDDS is at risk of extended power outages resulting in significant service interruptions to their customers.

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