UPS and In Row Cooling Replacement and Citywide UPS Maintenance Services

The City of Santa Monica is requesting proposals for UPS and in-row cooling equipment replacement and citywide maintenance services, with proposals due November 2, 2026 by 3:00 p.m. and a mandatory job walk on October 12, 2026 at 10:00 a.m. at City Hall. All work is subject to prevailing wage requirements under California Labor Code.

The scope includes replacement of one APC SY20K80H UPS system and seven ACRC100 in-row cooling units at City Hall, plus ongoing maintenance, repair, and support services for one APC SYCF40K UPS at the Main Library, one at Big Blue Bus, and approximately twenty APC NetBotz environmental monitoring units citywide over a five-year contract term. Proposers must provide separate cost proposals identifying costs for City Hall UPS replacement, City Hall in-row cooling replacement, and annual citywide maintenance and support services, including hourly labor rates by classification and parts pricing methodology.

Minimum qualifications include five years of UPS installation and maintenance experience, completion of at least three comparable projects within five years, current California contractor licenses, manufacturer certification or authorized service provider status for proposed equipment, and Department of Industrial Relations registration with completed Prevailing Wage Job Acknowledgement. The selected vendor must maintain 24/7 availability with service level response times of four hours initial and four hours on-site for critical/emergency issues, four hours initial and eight hours on-site for non-critical issues, and eight hours initial and twenty-four hours on-site for routine issues.

Additional compliance requirements include Living Wage Ordinance certification for contracts exceeding $54,200, Oaks Initiative disclosures, Business License compliance, and certified payroll reporting. Vendors must procure comprehensive insurance with the City named as additional insured and certificate holder.

Evaluation criteria are cost (20 points), technical approach (30 points), experience and qualifications (20 points), submittal quality (5 points), project management and schedule (15 points), and references (10 points). Questions are due October 19, 2026, with responses due October 26, 2026. The City reserves the right to reject any or all proposals and award to the best qualified proposer rather than the lowest cost bidder.