HomeMy WebLinkAboutItem 4.14 - 1267 Authorization to Purchase Servers and Netwo
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STAFF REPORT
CITY COUNCIL
DATE: December 20, 2016
TO: Honorable Mayor and City Councilmembers
FROM:
Christopher L. Foss, City Manager
SUBJECT:
Authorization to Purchase Servers and Network Equipment for the IT
Infrastructure Improvements Project (CIP No. GI0117)
Prepared by: Tim Eisler, Information Systems Manager
EXECUTIVE SUMMARY:
The City Council will consider authorizing the City Manager to purchase replacement
data center components and corresponding network and battery backup ha rdware
under the Information Technology (IT) Infrastructure Improvements Project (GI0117).
STAFF RECOMMENDATION:
Adopt the Resolution Authorizing the City Manager to Purchase Equipment for the IT
Infrastructure Improvements Project (CIP No. GI0117) from CDW.
FINANCIAL IMPACT:
The total cost of implementation of the new infrastructure and relat ed upgrades is
estimated at $512,519.37, which can be covered by the IT Infrastructure Improvements
Project budget (CIP No. GI0117).
DESCRIPTION:
On November 15, 2016 the City Council approved the creation of the IT Infrastructure
Improvements Project (CIP No. GI0117) to allow for the replacement and upgrade of
aging network hardware, and for the implementation of centralized IT management tools
that will increase efficiencies in City operations.
.
The City currently uses a mix of physical and virtual servers to operate its variety of
information system software, including the financial system, phones, and email services.
A physical server typically performs only one function leaving much of its capacity is
underutilized. A virtual server allows IT providers to consolidate multiple servers into
one machine, thus improving efficiency and reducing the need for hardware and
maintenance.
The City began migrating to virtual servers several years ago, but many physical
servers remain. In addition, the hardware running both the virtual servers and physical
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servers has reached its service life window. In considering server replacements and
moving to more virtual machines, Staff determined that a hyper-converged server would
best meet the needs of the City’s existing, and near-future, server capacity. A hyper-
converged system provides a robust set of server management tools in a single
physical unit.
Staff researched vendors providing hyper-converged server solutions and narrowed the
search down to three major hardware providers. Although this project is exempt from
the City’s competitive bidding requirements because of its technical nature (Dublin
Municipal Code Section 2.36.100(B)(4)), Staff worked with the three vendors to evaluate
the appropriate sizing and configuration of their offering to best fit the City’s current and
future server needs. Staff solicited quotes from each vendor that would cover the cost of
the servers, related licenses, delivery and setup, and three years of support. The
following table summarizes the results of the quotes:
Data Center Components CDW /
DELL EMC VXRail
Sysorex /
Hewlett Packard
Enterprise HC
Dyntek /
Simplivity Omnistack
Data Center:
Consolidation and replacement of aged physical
servers onto a single hyper-converged server with
3 year support
VDI:
Single hyper-converged server to run virtual
desktop computers in a centralized secure
environment with 3 year support
Subtotal - Server Costs $375,988.83 $431,695.02 $460,647.04
Related Equipment and Licensing
24 Port 10GbE High Speed Network Switches $27,957.74 $12,040.62***
Battery Backup (UPS)$5,786.47 $6,414.51 $7,255.65
Rack and Cables $1,379.06 $785.12 $1,186.47
VMWare's Enterprise HorizonView licenses
100 desktops server license
3 Year's of annual support
Subtotal - Related Equipment & Licensing $124,118.67 $49,570.25 $94,848.57
TOTAL QUOTE $500,107.50 $481,265.27 $555,495.61
Proposed 10% Contingency on Equipment $12,411.87
TOTAL COST $512,519.37
$88,995.40 $30,330.00***$86,406.46
$160,196.86 $191,229.02 $324,273.23
$215,791.97 $240,466.00 $136,373.81
* The HP switch only supports 4 of the 24 ports
** Dyntek did not provide a price for network switches
*** CDW and Dyntek provided pricing for a license that has more robust functionality
Based on the proposals, and the interactions with the potential vendors, Staff
recommends the solution offered by CDW / DELL EMC for the project. CDW is a multi-
brand technology solutions provider to business, government, education and healthcare
organizations. The CDW solution includes equipment manufactured by DELL EMC,
offered at a competitive price through the National Joint Powers Alliance cooperative
purchasing contract.
For the Data Center Components, CDW / DELL EMC provided the lowest cost quote
($375,988.83), with the most computing cores and a modern storage solution that uses
all solid-state flash drives. The City has been implementing DELL servers and desktops
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for many years, and Staff values the quality of their hardware and the level of their
support.
Staff also proposes to purchase the related network switches, battery backups, racks
and cables, and virtual desktop licenses to run the new servers, also through CDW via
the same cooperative purchasing contract. The total cost of these items is $124,118.67.
Staff recommends including a 10% contingency for a total cost of $136,530.54. While
the CDW quote was not the lowest for the related equipment and licensing, the proposal
contains more robust elements that Staff believes are a better fit for the City’s data
infrastructure needs.
ATTACHMENTS:
1. Resolution Authorizing the City Manager to Purchase Equipment for the IT
Infrastructure Improvements Project
RESOLUTION NO. XX-16
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
* * * * * * * * *
AUTHORIZING THE CITY MANAGER TO PURCHASE EQUIPMENT FOR THE IT
INFRASTRUCTURE IMPROVEMENTS PROJECT (CIP NO. GI0117) FROM CDW
WHEREAS, the City of Dublin’s Information Technology (IT) Infrastructure
Improvements Project (CIP No. GI0117) provides for the replacement of and upgrade to
network equipment, including data center components and related equipment and
licensing; and
WHEREAS, City Staff conducted a thorough review of known products and
solicited quotes from three known vendors; and
WHEREAS, DELL EMC proposed a solution using that best fits the City’s current
and future network infrastructure needs, with a cost that fell approximately in the middle
of the three quotes received; and
WHEREAS, The DELL EMC equipment is provided through CDW, under a
National Joint Powers Alliance cooperative purchasing agreement; and
WHEREAS, the estimated cost of the data center components and related
equipment and licensing is $512,519.37, which will be covered by available budget in
the IT Infrastructure Improvements Project.
.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Dublin
that the City Manager is authorized to procure the data center components and related
equipment and licensing for the IT Infrastructure Improvements Project through CDW at
a purchase cost of $512,519.37.
PASSED, APPROVED AND ADOPTED this 20th day of December, 2016, by the
following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST
City Clerk
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