HomeMy WebLinkAbout21- Information Technology ORIGINAL
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
From: DEBRA KURITA, Subject: RESOLUTION OF THE
ACTING INFORMATION MAYOR AND COMMON COUNCIL OF
TECHNOLOGY DIRECTOR THE CITY OF SAN BERNARDINO
AUTHORIZING THE PURCHASE OF A
Dept: INFORMATION VIRTUAL SERVER ENVIRONMENT
TECHNOLOGY DIVISION FOR THE CITY'S BUSINESS SYSTEM
INFRASTRUCTURE WITH DELL
Date: March 15, 2010 COMPUTERS, INC., PURSUANT TO
MUNICIPAL CODE CHAPTER
3.04.010 (13)(3).
MICC Meeting Date: April 5, 2010
Synopsis of Previous Council Action:
Recommended Motion:
Adopt resolution.
Signature
Contact person: Debra Kurita Phone: x3692
Supporting data attached: Staff Report, Selected Source Memo Ward: All
FUNDING REQUIREMENTS: Amount $ 71,047.94 in FY 2009/2010
Source: (Acct. No.) 679-251-5702
Finance:
Council Notes: O
Agenda Item No. �
N-5-Zolo
City of San Bernardino
Information Technology Division
Interoffice Memorandum
To: Charles McNeely, City Manager
From: Debra Kurita, Acting Information Technology Director
Subject: Resolution of the Mayor and Common Council of the City of San
Bernardino authorizing the purchase of a virtual server
environment for the City's business system infrastructure with
Dell Computers, Inc. , pursuant to Municipal Code Chapter 3.04.010
(B) (3) .
Date: March 15th, 2010
Copies:
The City of San Bernardino Information Technology (IT) Datacenter manages and
maintains over forty separate business applications hosted on more than
twenty servers. This growth was accomplished in a series of small steps over
time, purchasing the minimal hardware required for each application.
As a result of this, several of our servers have operated far beyond their
anticipated lifecycle. As these servers age, more time is devoted to their
maintenance during normal business hours. This can have the effect of
reduced productivity city-wide for different applications. In addition to
this is the cost of replacing these servers individually over time,
continuing the cycle of having one or more servers per application.
To address these issues, and to reduce operational costs, IT has researched
Virtual Server environments over the last twelve months.
In 2009, staff accepted an invitation from Steve Renecker, CIO of the City of
Riverside to review their Virtual Server implementation. This visit
demonstrated how Riverside met the challenge of replacing their aging and
inefficient datacenter using Virtual Server technology.
Building upon this knowledge, and the additional investment made by the City
of San Bernardino Water Department in training, IT Staff implemented a Dell
Virtual Server environment for the Water Department. This solution was
designed to be the backbone of a business continuity / disaster recovery
program.
On February 1st, 2010, the IT Public Safety group obtained approval from the
Mayor and Common Council for a new Police Facility Digital Surveillance
system. This new system conformed to the design that was utilized for the
Water Department's Virtual Server environment.
In accordance with Department Director Letter (DDL) 82, the following
information is presented as justification for permission to proceed with the
purchase of a Dell Computers, Inc. Virtual Server solution for this project
pursuant to SBMC Section 3.04 .010(B) (3) :
1. Vendor
With the investments made by both the Police and Water Departments in
the Dell Virtual Server solution, it is requested that the IT Business
Systems group continue forward with the standardization of this mission
critical infrastructure through Dell Computers, Inc.
This standardization takes advantage of the previous investment in
knowledge and training to manage these environments, and provides the
framework for a future business continuity and disaster recovery plan.
2. Bid Process
The formal bid process was not used because the City wishes to
establish its first Virtual Server environment using the mission
critical server platform already in place for the Water Department.
This decision to standardize on the existing product focuses on the
success of the Water Department's initial deployment of this
technology. In addition, the recent purchase by the Police Department
for this technology should be taken into consideration. Dell Computers
products can only be purchased from Dell Computers, Inc.
3. Cost Reductions
Analysts in the Business Systems Group have already received training
using the Dell Computers solution. No further training is required for
implementation of this project.
Having standardized on a single platform, the IT Department will be
able to move forward with Virtual Server solution expansions that over
time will greatly reduce the cost of server hardware needed for new
automation projects.
Maintenance contract cost reductions due to the retirement of some
existing servers will result in $36, 550.09, or 51.4%, of the cost of
the new system to be recovered over the next three years.
The standardization and virtualization of our server assets falls in
line with suggestions for future planning that the CIO of the City of
Reno, Nevada (Mr. Rick Vandenberg) shared with us during his recent
site visit.
It is requested that this package be purchased pursuant to San
Bernardino Municipal Code Section 3.04.010 (B) (3) .
Approv d by:
a4 �"
Charles McNeely, Cit n er
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Staff Report
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino authorizing the
purchase of a virtual server environment for the City's business system infrastructure with Dell
Computers, Inc.,pursuant to Municipal Code Chapter 3.04.010 (13)(3).
Background:
Over the course of the last fifteen years, the City's business systems computer server
environment has grown through the addition of a number of specialized software applications for
the operating departments. While this has improved the City's ability to provide services, it has
involved the purchase of a number of servers, typically one or more per software application.
Many of these business systems servers have exceeded their 5-year life expectancy; while these
servers are currently functional, the equipment is costly to maintain and difficult to repair due to
problems locating replacement parts. To address these issues and to meet the challenges of
reducing costs and implementing effective computing infrastructure, the IT Division staff
researched a variety of options and is recommending the purchase and implementation of a
centralized virtual server environment. This type of server environment is proven, industry-
standard, and commonly implemented by municipalities.
A centralized virtual server environment is a core component of the business continuity and
disaster recovery plan for the City's computerized business systems; virtual server environments
allow easy transfers of applications and data to other physical server hardware during an
emergency. In order to provide an integrated system, to standardize the City's technology
infrastructure and to complement the investments previously made by the Police Department and
Municipal Water Department, the IT staff recommends the purchase of a Dell server solution.
The City will experience a number of benefits by migrating to the recommended virtual server
environment. The new infrastructure will be cost effective, as it will reduce the number of
physical servers necessary to support the City's business systems. This will result in a reduction
of hardware maintenance costs and in the number of backup and recovery software licenses the
City is required to purchase and maintain. Additionally, the reduction in the number of physical
servers will diminish both power consumption and server room cooling requirements. Staff
estimates that the implementation of this project will result in a 15% decrease in heat produced
by business systems servers. Often referred to as a `reduction in carbon footprint,' this is a step
forward towards a more environmentally friendly datacenter.
Additionally, a virtual server environment will increase the reliability of the computer
infrastructure as redundancy is a built-in feature of this type of system. Hardware failures, which
currently can keep users offline for a period of hours or days, can be largely avoided. Further,
test virtual servers can be created to evaluate and assess new versions of applications, database
upgrades, security patches, and other system administrative needs without directly affecting
departmental users.
Dell Computers, Inc. is offering a discounted price that is below the standard GSA pricing in
accordance with the Western States Computer Alliance (WSCA) government pricing schedule.
This is a substantial cost savings to the City. IT staff has calculated that $36,550.09, or 51.4% of
the cost for the new system, will be recovered in the first three years through the elimination of
maintenance costs for 12 existing servers and 6 backup software licenses (see attachment).
Given these circumstances, it is recommended that the Mayor and Common Council approve a
purchase of a virtual server environment for the City's business system infrastructure from Dell
Computers, Inc., pursuant to San Bernardino Municipal Code 3.04.010(B)(3). As the items
purchased under this agreement will be configured and installed by the IT Department staff, a
vendor services agreement is not necessary with this action.
Financial Impact:
The total amount of this purchase is $71,047.94 from the Information Technology Computer
Equipment Account (679-251-5702). This amount includes $5,000.00 in contingency funds for
miscellaneous items that may be needed to install and integrate this system with existing
computer racks, networking equipment, and backup power supplies.
Account Budgeted Amount: $97,716.23 Balance as of. March 15`". 2010
Balance after approval of this item: $26,668.29
Please note this balance does not indicate available funding. It does not include non-
encumbered reoccurring expenses or expenses incurred but not yet processed.
Recommendation:
Adopt Resolution
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1 COPY
RESOLUTION NO.
2
3 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
OF SAN BERNARDINO AUTHORIZING THE PURCHASE OF A VIRTUAL SERVER
4 ENVIRONMENT FOR THE CITY'S BUSINESS SYSTEM INFRASTRUCTURE WITH
DELL COMPUTERS, INC., PURSUANT TO MUNICIPAL CODE CHAPTER 3.04.010
5 (B)(3).
6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE
7 CITY OF SAN BERNARDINO AS FOLLOWS:
8
SECTION 1. After a review of products, pricing, and existing infrastructure, Dell
9
10 Computers Inc, of Round Rock, Texas, is the recommended provider for the purchase of a
11 virtual server environment for the City's business system infrastructure as set forth on Dell
12 Quotation# 533500486, attached hereto and incorporated herein as Exhibit"A".
13 SECTION 2. This purchase is exempt from the formal contract procedures of Section
14 3.04.010 of the Municipal Code, pursuant to Section 3.04.010(B)(3) of said Code, "Purchases
15 approved by the Mayor and Common Council".
16
SECTION 3. That the Mayor and Common Council authorize the purchasing manager
17
18 to issue a Purchase Order to Dell Computers, Inc. of Round Rock, Texas, for the purchase of a
19 virtual server environment for the City's business system infrastructure as outlined in Dell
20 Computers, Inc. Quotation # 533500486, dated March 16, 2010, in an amount not to exceed
21 $71,047.94. The Purchase Order shall reference the number of this resolution and shall read,
22 "Virtual Server Environment for the City's Business System Infrastructure. Not to exceed
23 $71,047.94" and shall incorporate the terms and conditions of this Resolution.
24
SECTION 4. The authorization to issue the purchase order referenced in Section 3 of
25
26 this resolution is rescinded if the purchase order is not issued within thirty (45) days of the
27 passage of this resolution.
�, 28
1
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY
2 OF SAN BERNARDINO AUTHORIZING THE PURCHASE OF A VIRTUAL SERVER
ENVIRONMENT FOR THE CITY'S BUSINESS SYSTEM INFRASTRUCTURE WITH
3 DELL COMPUTERS, INC., PURSUANT TO MUNICIPAL CODE CHAPTER 3.04.010
4 (B)(3)
5 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
6 and Common Council of the City of San Bernardino at a meeting thereof, held
7 on the day of 2010,by the following vote,to wit:
8 Council Members: AYES NAYS ABSTAIN ABSENT
9
MARQUEZ
10
11 DESJARDINS
12 BRINKER
13 SHORETT
14 KELLEY
C 15 JOHNSON
16 MCCAMMACK
17
18 Rachel G. Clark, City Clerk
19 The foregoing resolution is hereby approved this day of , 2010.
20
21
Patrick J. Morris, Mayor
22 City of San Bernardino
23 Approved as to
Form:
24
25
AMES F. PENMAN,
26 City Attorney
27
28
DELL QUOTATION Exhibit "A"
QUOTE #: 533500486
Customer#: 7793861
Contract#: WN99ABZ
CustomerAgreement#: WSCA- B27160
Quote Date: 3/16/10
Date: 3116/10 2:02:07 PM Customer Name: CITY OF SAN BERNARDINO
TOTAL QUOTE AMOUNT: $66,047.94
Product Subtotal: $62,990.67
Tax: $3,057.27
Shipping &Handling: $0.00
Shipping Method: Ground Total Number of System Groups: 3
GROUP: 1 QUANTITY: 3 SYSTEM PRICE: $2,740.95 GROUP TOTAL: $8,222.85
Base Unit: 8805 2.Quad Core AMD Opteron 2387,2.815Hz,4x512K Cache HT3(224-5474)
Memory: 32GB Memory,8x4GB,667Mhz Dual Ranked DIMMs(31 16432)
Video Card: TOE and(SCSI Offload features included with onboardNIC ports(3114713)
Hard Drive: HD Multi-Select(3414158)
Operating System: No Operating System(420-6320)
NIC: Intel Gigabit ET NIC,Quad Port,Copper,PCIe4(430.0657)
'D-ROM or DVD-ROM Drive: DVD ROM,SATA,INTERNAL(313-9126)
)-ROM or DVD-ROM Drive: SATA Cable,Optical Drive,R8051330-0211)
Sound Card: PowerEdge R805 Active Bezel(313-5887)
Documentation Diskette: PowerEdge R805 Printed Documentation(3104976)
Documentation Diskette: Dell Management Console(330-5280)
Controller Option: Dell Single Channel ultra 320 SCSI PCIe Host Adapter(341-4584)
Feature Internal PERC RAID Controller,2 Hard Drives in RAID 1 config(341-5840)
Feature Universal Sliding RapitllVersa Rails,includes Cable Management Arm(310-7412)
Service: Pro Support for IT:Next Business Day Onsite Service After Problem Diagnosis,2Year Extended
(984.8932)
Service: ProSupport for IT:7x24 HW I SW Tech Support and Assistance for Certified IT Staff,3 Year(904-
8972)
Service: Pro Support for IT:Next Business Day Onslte Service After Problem Diagnosis,Initial Year(985.
4650)
Service: Dell Limited Hardware Warranty Plus On Site Service Extended Year(989.0858)
Service: Dell Limited Hardware Warranty Plus On Site Service Initial Year(989-0877)
Service: Thank you choosing Dell ProSupport.Fortech support,visit hltp:llsupport.dell.com/ProSupport
or call 1400-945-33(989-3439)
Installation: On-Site Installation Declined(900-9997)
Misc: Power Cord,C13 to C14,PDU Style,12 Amps,2 meter,Qty 1 (330-3151)
Misc: Power Cord,C13 to C14,PDU Style,12 Amps,2 meter,Qty 1 (330.3151)
Misc: 4x Broadcom NetXtreme 115708 1GbE Onboard NICs with TOE(430-2713)
146GB 15K RPM SA SCSI 6Gbps 2.5in Hotplug Hard Drive(342-2032).Quantity 2
GROUP: 2 QUANTITY: 1 SYSTEM PRICE: $29,999.40 GROUP TOTAL: $29,999.40
Base Unit: Dell EqualLogic PS4000XV,HighPertormance,15K SAS Drives(224-6038)
Processor: 9.6 Terabyte capacity,16x600G6,15K SAS,Dual Controller,PS4000XV(3424200)
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Thank you choosing Dell ProSupport.For tech support,visit hflp:ilsupport.dell.com/ProSupport Exhibit "A"
Service: or call 1-800-945-33(989-3439)
Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,2 Year
Service: Extended(993-9222)
ProSupport for IT:7x24 HW/SW Tech Support and Assistance for Certified IT Staff,3 Year(993-
vice:
9342)
Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,Initial Year
Service:
(994-0340)
Service: Dell Hardware Limited Warranty Extended Year(994-7578)
Service: Dell Hardware Limited Warranty Initial Year(994-7617)
Service: MISSION CRITICAL PACKAGE:Enhanced Services,3 Year)994-7668)
Service: EqualLOgic Advanced Software Warranty and Service,7x24 Access,3 Year)994-]]99)
Remote Implementation of a Dell EqualLogic Array Ito schedule,email
Installation:
US Remote Services @dell.com)(990-0708)
GROUP: 3 QUANTITY: 2 SYSTEM PRICE: $1,887.90 GROUP TOTAL: $3,775.80
Base Unit: PowerConnect 6224,24 GbE Ports,Managed Switch,10GbE and Stacking Capable(222-6710)
Service: Dell Hardware Warranty InitialYR(985.5977)
Service: Dell Hardware Warranty,Extended Years)(985.5988)
Service: Thank you choosing Dell ProSupport.For tech support,visit http:l/support.dell.com/ProSUpport
or call 1-800-94533(989-3439)
Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,2 Year
Service:
Extended(990-2582)
ProSupport for IT:7x24 HW I SW Tech Support and Assistance for Certified IT Staff,3 Year(990.
Service:
2]52)
Mission Critical Package:4-Hour 7x24 On-Site Service with Emergency Dispatch,Initial Year
Service:
(890-0720)
"ervice: MISSION CRITICAL PACKAGE:Enhanced Services,3 Year(991-8348)
;tallation: On-Site Installation Declined(950-8997)
SOFTWARE &ACCESSORIES
Product Quantity Unit Price I Total
Stacking Module,4BGbps Includes In Stacking Cable Customer Kit(320-5171) 2 $270.00 $540.00
vSphere 4 Advanced-1 socket license-Consolidation and Availability features(A2977769) 8 $1,825.00 $10,950.00
vSphere 4 Advanced.3yr Gold SINS-12x5 support and subscription(A2977766) 6 $1,128.95 $6,773.70
GOVT BE 2010 VMWARE VIRTUAL INFRA AGT WIN BS PER HOST ESSEN 12M(A3469571) 3 $909.641 $2,728.92
Number of S &A Items: 4 S&A Total Amount: $20,992.62
SALES REP: Tim Karger PHONE: 1800-274-7799
Email Address: tim-karger@dell.com Phone Ext:
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