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Home My WebLink About4.8 Purchase Netwrk Equip STAFF REPORT CITY COUNCIL CITY CLERK File #350-20 DATE: May 1, 2012 TO: Honorable Mayor and City Councilmembers FROM: Joni Pattillo, City Managerd~ ~ SUBJECT: Purchase of Network Computer Equipment and Services under a Public Agency Cooperative Purchase Agreement with Dell, Inc. Prepared by Steve Pappa, Information Systems Manager EXECUTIVE SUMMARY: The main data storage server currently in place at the City is limited in capacity. The replacement of the network storage addresses current and future storage requirements as well as improvements for disaster recovery. The City plans to acquire Storage Area Network (SAN) technology to increase data storage. The purchase of equipment and services is proposed to be obtained using contract pricing from the Western State Contracting Alliance (WSCA). The Municipal Code requires the City Council to authorize purchases in excess of $20,000 which use this type of arrangement. FINANCIAL IMPACT: Capital Improvement Project 930002 Network System Upgrade includes total appropriations of $277,006 to address various elements of the City information systems network. The proposed purchase will expend a total of $117,052 under this Capital Project. Of this total, $66,000 will be funded by Internal Service Fund Equipment Replacement Funds and $41, 052 will be from the General Fund. Sufficient funds exist in the Fiscal Year 2011-2012 budget. The following is a. breakdown of the costs: Hardware $ 67,604 Software 35,788 Support and maintenance services 7,925 Sales Tax 5,735 TOTAL $117,052 Summary of Proposed Purchase RECOMMENDATION: Staff recommends that the City Council adopt the Resolution authorizing the purchase of network computer equipment and services under a Public Agency Cooperative Purchase Agreement with Dell, Inc. G:t~} ~~-\ (~J /J {!/~<~f- Reviewed By Assistant City Manager Submitted By Administrative Services Director Page 1 of 3 ITEM NO. 4.8 DESCRIPTION: Storage Area Network (SAN) technology allows for centralized data storage and provides a more efficient use of server computing capacity and recovery timelines in the event of a network equipment failure. Technology for network systems has changed in recent years. In the past it was common to purchase a computer server that provided both storage and processing. A SAN appliance is a means to centralize shared computer disk space required. . This approach is regarded as an industry best practice. Over the past two years the City has replaced several network servers using virtual server technology. The virtual server provides the computer processing separate from the data storage. The installation of a SAN will contribute to efficiencies in power consumption and physical space requirements in the current network equipment room. The proposed SAN solution is being selected to provide for current needs as well as estimated capacity for the City's data storage needs over the next several years. The equipment is also modular and can be expanded in the future as storage needs may increase. Staff engaged the professional services of LanLogic, Inc. to assess the City's data storage needs and to assist with the development and analysis of a Request for Quotation, based on. specific configuration requirements. The RFQ was distributed to firms representing SAN manufacturers identified as most closely meeting the City's requirements. Two proposed hardware/ software solutions were reviewed one using Dell Compellent and the other using NetApp. The selection of Dell Compellent as the recommended solution was based on a number of factors including: 1) The software makes a greater use of automated processes to manage the stored data; 2) Dell equipment is already in place on the City network and it has been a standard for desk-tops and servers; 3) The City experience with Dell equipment has found it to be reliable; 4) The Dell solution offered a superior warranty and lower cost of ownership over a five year period; and 5) future expansion options had a lower cost. As outlined in this report, the proposed purchase is at a cost of $117,052 which includes hardware, software and professional services for the configuration and installation. As a public agency, the City is eligible to purchase under a program operated by the Western State Contracting Alliance (WSCA). WSCA is an organization established by the state purchasing directors from fifteen western states. The primary purpose of creating WSCA was to establish the means by which participating states and local entities could join together in cooperative contracting, which achieves a savings. The proposed cost of $117,052 is based on pricing from Dell, Inc. under the WSCA agreement. Section 2.36.050(A)(10) of the Municipal Code allows for exceptions to the typical public bidding process when the City is able to procure items from a competitive bid process administered by another public agency. Purchases made in this manner that exceed $20,000 shall be approved by the City Council (Section 2.36.050(8)). Dell Inc. offers its products to local government agencies based on an agreement with the Western State Contracting Alliance (WSCA). The WSCA agreement was competitively bid and is a Master Contract that can be utilized by local government agencies. NOTICING REQUIREMENTS/PUBLIC OUTREACH: Copies of the Staff report were sent to the vendors who provided a quotation. Page 2 of 3 ATTACHMENTS: 1. Resolution authorizing the purchase of network computer equipment and seNices under a Public Agency Cooperative Purchase Agreement with Dell, Inc. Page 3 of 3 RESOLUTION NO. xx ~ 12 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * AUTHORIZING THE PURCHASE OF NETWORK COMPUTER EQUIPMENT AND SERVICES UNDER A PUBLIC AGENCY COOPERATIVE PURCHASE AGREEMENT WITH DELL, INC. WHEREAS, the City is purchasing centralized electronic data storage for City operations; and WHEREAS, the City has determined that the preferred solution for the current centralized storage computer is a Storage Area Network appliance from Dell, Inc, which is compatible with other components on the City Network.; and WHEREAS, the purchase will be a turn-key transaction with Dell providing hardware, software and professional services to integrate the new equipment; and WHEREAS, Sections 2.36.050(A) and (8) of the Dublin Municipal Code allow for exceptions to the typical public bidding process when the City is able to procure items from a competitive bid process administered by another public agency, provided that the City Council shall award purchases in excess of $20,000; and WHEREAS, Dell, Inc. has a valid pricing agreement publicly bid by Western State Contracting Alliance (WSCA) which meets this requirement for a publicly bid agreement; and WHEREAS, the cost of the Storage Area Network appliance and services, pursuant to the Dell cooperative purchasing agreement is $117,052. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby authorizes the City Manager as Purchasing Agent to procure a Storage Area Network appliance from Dell Inc., under a purchasing agreement publicly bid by the Western State Contracting Alliance at a cost of $117,052 as described to the City Council on May 1,2012. PASSED, APPROVED AND ADOPTED this 1st day of May, 2012, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk ATTACHMENT 1