Req_One_Time_Exemption-oct-23 Cooling Unit signed.pdf
PDF 147 KB Posted
- Attached to
- EFC - Data Center Cooling Unit
- Solicitation number
- 658
- Issued by
- Ada County, Idaho
About this file
This document is a Request for One Time Exemption from Competition submitted by the Idaho Division of Information Technology Services (ITS) to the Idaho Division of Purchasing (DOP). ITS is requesting an exemption to directly procure a portable industrial cooling unit to provide redundancy for the data center at the Chinden campus, which houses critical infrastructure for over 60 Idaho state agencies. The current cooling units installed in 1991 are beyond repair, and the failure of the remaining unit would result in the shutdown of the data center for an extended period, severely impacting state operations. ITS is proposing to rent a portable cooling unit from the sole local vendor, 1 Source Portable Cooling, at a cost of $12,000 for installation and $3,000 per month until a permanent replacement can be installed through an ongoing DPW project, expected to be completed by March or April 2025.
The request highlights the urgency and criticality of maintaining cooling for the Chinden data center, which hosts over $30 million in equipment. ITS has exhausted other options and is seeking an exemption due to the specialized nature of the required equipment and the time-sensitive nature of the need, as the remaining cooling unit is expected to fail at any time, potentially causing a statewide operational crisis.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP Event 656 Administrative Document.docx | DOCX document |
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Text version
07-01-16
Request for One Time Exemption from Competition from
Idaho Division of Purchasing (DOP)
E-mail Completed Request Form to: purchasing@adm.idaho.gov
Agency Purchasing Representative (Name):
E-mail/Phone:
Name of Agency:
Request for the Purchase of:
Cost (attach quote):
IDAPA 38.05.01.042.10 provides that the administrator may exempt an acquisition from competitive procurement if the administrator determines that bidding is impractical, disadvantageous or unreasonable under the circumstances. Examples include, but are not limited to: special market conditions; property requiring special contracting procedures due to uniqueness; and services for which competitive solicitation procedures are impractical.
Background and Justification (attach additional sheets as needed):
Agency Certification: The information provided above is true and accurate to the best of my knowledge, and supports the need for a direct procurement of the described goods or services, in the best interest of the State:
Agency Representative (signature): Date:
Approved Additional conditions apply to this approval.
Rejected
DOP Administrator Signature:
DOP Administrator Printed Name:
Date:
mailto:purchasing@adm.idaho.gov
| Agency Purchasing Representative Name: Kevin Heesch |
| EmailPhone: kevin.heesch@its.idaho.gov/208-605-4166 |
| Name of Agency: Information Technology Services |
| Request for the Purchase of: Data Center Cooling Unit |
| Cost attach quote: $33,200.00 |
| Background and Justification attach additional sheets as needed: Chinden Datacenter-The Chinden data center runs critical portions of the nearly all the Idaho executive branch agencies. It contains over $30 million dollars worth of equipment and would be devastating to the State of Idaho if were required to shut it down or were to loose equipment due to excessive heat. In that event over 60 state agencies would be unable to operate for many days, possibly going into weeks do to the time it would take to perform repairs and get replacement equipment. |
Situation-The data center has 3 cooling units for redundancy, CRAC 1, 2, and 3. CRAC 1 and 2 were built in 1991, we can no longer get parts or repair the units. Near the beginning of 2024 CRAC 1 had a catastrophic failure and it beyond repair. In the spring of 2024 CRAC 2 has begun to show issues and is only operating at about 80% of capacity, failure of this unit is expected at any time. Leaving us with just CRAC 1 to cool the entire data center. We have a DPW project moving forward to replace CRAC 1 and 2, but it is not expected to be complete until March 2025. We would like bring in some industrial portable cooling units to provide redundancy until the DPW project and be completed.
Reason for exemption- There is only one vendor (1 Source portable cooling) locally that has these very large cooling units. All other HVAC contractors we have contracted have told us that they would just sub it out to this company. Since this company is local the cost is lower as the units are local and the work can be completed in a very short time frame.
Cost is $12,000 for initial install and $3,000 per month for as long as needed. DPW is currently installing permanent replacement and is expected to be done by March Or April at which time, the rental is no longer needed.
| 2024-09-27T09:08:01-0600 | |
| Kevin Heesch |
| Date: 9/24/2024 |
| Approved: |
| Additional conditions apply to this approval: |
| undefined: |
| Rejected: |
| DOP Administrator Printed Name: |
| Date_2: |
File details come from the government source that posted it. Updated .