Staff recommends that the Council approve and award a contract to CDW Government LLC for the replacement of the Uninterruptible Power Supplies (UPS) at the 911 Call Center, in the amount of $234,598.48.
 

The UPS battery banks are critical to the operations of the 911 Call Center. These battery banks ensure that operational systems remain powered between the loss of utility power and the point at which generators assume the electrical load. Without functioning battery banks, dispatchers would lose all communication capabilities. The current batteries are valve‑regulated lead-acid units with a life expectancy of 4 to 6 years. The proposed replacement units are lithium‑ion, offering an expected service life of approximately 20 years.

 

CDW Government participates in a cooperative purchasing contract through Sourcewell. Cooperative purchasing, as defined by the American Bar Association’s Model Procurement Code for State and Local Governments, is procurement conducted by or on behalf of multiple public procurement units. Sourcewell streamlines this process by developing national, competitive solicitations through rigorously prepared Request for Proposals (RFPs) and Invitation for Bids (IFBs). This approach reduces administrative effort for participating agencies and provides access to high‑quality products and services from reputable, nationally recognized suppliers.

The existing UPS units were manufactured in 2017 and placed into service in 2019. The units have now been in service for approximately seven years and are beyond the typical 4-to-6-year life expectancy of the current valve-regulated lead-acid battery banks. The UPS units recently went into alarm. While staff is currently able to silence the alarms, the units are actively failing. The 911 Call Center has begun preparing contingency plans in the event the UPS units fail during a power outage. Replacement is necessary to maintain reliable emergency communications and reduce the risk of a complete system shutdown during a utility power interruption.

The project will be funded jointly by the City and Yellowstone County using resources specifically designated for equipment within the 911 Call Center. There is no impact on the General Fund.
 

Stakeholders include City and County residents; law enforcement agencies; fire departments; emergency medical services; all public safety and emergency response agencies that rely on the 911 Call Center; and the City and County departments responsible for maintaining critical communications infrastructure.
 

City Council may: • Approve the contract; or
• Not Approve the contract.
If not approved, the 911 Call Center will remain at risk of a complete system shutdown during a power outage. Without reliable uninterruptible power, the center would be forced to fully reboot all systems and servers once generators assume the electrical load, resulting in significant disruptions to 911 call-taking and radio communications services.