HomeMy WebLinkAboutRes2020-060 Sponsored
OF SEWARD,ALASKA by: Meszaros
RESOLUTION 2020-060
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD,
ALASKA, AUTHORIZING THE CITY MANAGER TO ENTER INTO A
PURCHASE AGREEMENT WITH SHI FOR THE PURCHASE OF DELL
SERVERS AND STORAGE SYSTEMS IN THE AMOUNT OF $74,388.36,
AND APPROPRIATING FUNDS
WHEREAS, the City's current datacenter consists of 21 servers which houses the City's
data and software vital to the day to day operations of City staff; and
WHEREAS, of these 21 servers, 17 will be out of warranty and past the industry
standard useful life of five years by November, 2020; and
WHEREAS, as these systems continue to age, the likelihood of failure increases, as does
the potential for loss of productivity for City staff that rely upon these systems; and
WHEREAS, many of these same servers are running operating systems that are no
longer being supported by Microsoft; this poses an elevated security risk to the City network,
data, and computer systems due to a lack of updated security patches from Microsoft; and
WHEREAS, Seward City Code §6.10.120 (9) exempts from competitive procurement
procedures,the purchase of electronic data processing software and hardware systems; and
WHEREAS, the MIS department staff has spent time working with multiple vendors
over the past year to evaluate systems that will help meet a number of goals that are not limited
to the following: 1) Provide redundancy and increase recoverability of the City's data systems
(reduce potential down time in the event of a failure); 2) Run the current workload in the
datacenter while allowing for future expansion as workloads increase; 3) Utilize modern
virtualization technology to fully utilize the hardware purchased; 4) Round-the-clock, continuous
hardware support with high availability of replacement parts with fast shipping to Alaska; and
WHEREAS, the MIS department has selected Dell as the hardware vendor for this
project, and will work with SHI to purchase this hardware, and the appropriate hardware support,
from Dell; and
WHEREAS, this system will utilize the built-in functionality of the Microsoft Server
operating system to allow MIS staff to virtualize the current workloads, and thus meet the goals
of this project without the need for additional third-party software or support; and
WHEREAS, this purchase will include five new servers and one new storage area
network(SAN) device; and
CITY OF SEWARD, ALASKA
RESOLUTION 2020-060
WHEREAS, this will allow the MIS department to upgrade the datacenter, make all MIS
systems up-to-date and fully supported, and confidently receive security patches to reduce
security risks for the City's network and data systems.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF SEWARD, ALASKA that:
Section 1. The City Manager is hereby authorized to enter into a purchase agreement
with SHI for the purchase of Dell servers and storage devices, as attached herein.
Section 2. The City Council finds that the public interest is served by authorizing a sole
source purchase agreement with SHI for the purchase of servers and storage systems, and that
this purchase meets the exemption from competitive procurement requirements in accordance
with Seward City Code §6.10.120(9).
Section 3. Funding in the amount of$74,388.36 is hereby appropriated from the Capital
Acquisition Fund reserves account no. 80010-0000-3400 to capital equipment account no.
80010-1121-8103.
Section 4. This resolution shall take effect immediately upon adoption.
PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this
27th day of July, 2020.
IT WARD, KA
Christy Terry, ayor
AYES: Osenga, Seese, Baclaan, Butts, Crites, McClure, Terry
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:
renda J. Ball .M-•••••..
0
City Clerk ; V •1?GO ���►•.�
(City Seal) .
_ • I SEAL = • �
i
ti•. F OF .P.••.
Agenda Statement
Meeting Date: July 27, 2020
To: City Council
From: Scott Meszaros, City Manager F`, 1 . . 0
Agenda Item: A Resolution of the City Council of the City of
Seward, Alaska, authorizing the City Manager to
enter into a purchase agreement with SHI for the purchase of servers and
storage systems in the amount of$74,388.36
BACKGROUND & JUSTIFICATION:
The City's data center consists of twenty-one servers:four servers in the Police department,
two in the Harbor, one in Public Works, one in the Electric department, one in the Library, and
twelve in City Hall. Of those servers, seventeen will be out of warranty and past the industry
standard useful life of five years by November of 2020. As these systems continue to age, the
likelihood of their failure increases, as does the potential for loss of productivity for City staff that
rely on these systems; and
Many of these systems are also running operating systems that are no longer supported
by Microsoft, and thus are no longer receiving vital security patches and software updates. This
lack of support poses an increased security risk to the City network and data systems.
The current datacenter configuration wherein each individual server is storing
departmental data, and/or running a specific software package, lacks redundancy. If a server
fails, the data and software on that server would potentially be unavailable until it can be
restored from backups or replaced. Either option can take days or weeks depending on parts
availability and shipping times.
Over the past year, MIS department staff worked with multiple vendors to evaluate
systems that will meet a number of goals, not limited to the following: 1) Provide redundancy
and increase recoverability of the City's data systems(reduce potential down time in the event
of a failure); 2) Run the current workload in the datacenter while allowing for future expansion
as workloads increase; 3) Leverage modem virtualization technology to fully utilize the
hardware purchased; 4) Round-the-clock, continuous hardware support with high availability
of replacement parts and fast shipping to Alaska. 5) Increase the security of the City's data and
systems.
After reviewing systems from multiple vendors, the MIS department has selected Dell
as the hardware vendor to replace the current systems in the City's datacenter. Dell has a great
reputation for customer service in Alaska and is the hardware vendor of choice for many
Alaskan entities in the public and private sector. We have worked with SHI to utilize the
existing Sourcewell purchasing contract to ensure this purchase is under the $85,000 that was
budgeted in the 2020 MIS budget.
This purchase will include five new servers and one Storage Area Network (SAN)
62
device. Of these servers, three will be used to replace the current servers in City Hall, one will
replace the servers in the Harbor office, and one will replace the server in the Electric
department. The Community Library&Museum server is currently under warranty and can be
replaced utilizing purchasing avenues available to them as a non-profit entity. The servers in
the Police department will be replaced with the remaining existing servers from City Hall that
are still under warranty and running operating systems supported by Microsoft.
INTENT: To authorize the City Manager to enter into a purchase agreement with SHI for the
purchase of five Dell servers and one Dell Unity Storage device in the amount of$74,388.34.
Funds for this purchase will come from the Capital Acquisition Fund 80010-1121-8103.
CONSISTENCY CHECKLIST: Yes No NA
1 Comprehensive Plan: X
2 Strategic PIan: X
3 Other: X
FISCAL NOTE:
Funding for this purchase will come from the Capital Acquisition Fund undesignated reserves
account no. 80010-0000-3400 and expensed to the capital equipment account no. 80010-1121-
8103.
Approved by Finance Department:
ATTORNEY REVIEW: Yes No X
RECOMMENDATION:
060
Recommend approval of Resolution 2020-_ , authorizing the City Manager to enter in
purchase agreement with SHI for the purchase of five Dell servers and one Dell Unity Storage
device in the amount of$74,388.34
63
Pricing Proposal
Quotation#: 19043931
Created On: 6/19/2020
Valid Until: 7/19/2020
City of Seward Inside Account
Executive
Dustin Phillips Adam Ferrara
AK 290 Davidson Avenue
United States Somerset, NJ 08873
Phone:(907)224-4039 Phone:732-652-3097
Fax: Fax: 732-564-3099
Email: dphillips@cityofseward.net Email: Adam—Ferrara@shi.com
All Prices are in US Dollar(USD)
Product Qty Your Price Total
1 Dell PowerEdge R640 Server-3 Years Pro Support 3 $7,226.34 $21,679.02
EMC-Part#: 3000063520868.1
Contract Name: Sourcewell-Technology Catalog Solutions
Contract#: 081419-SHI
Coverage Term:6/19/2020—6/19/2023
2 EMC Support on Servers+Unity box-3 Years Pro Support 1 $41,678.00 $41,678.00
EMC-Part#:3000063540948.1
Contract Name: Sourcewell-Technology Catalog Solutions
Contract#: 081419-SHI
Coverage Term:6/19/2020—6/19/2023
3 Dell PowerEdge T440 Server-3 Years Pro Support 2 $5,515.67 $11,031.34
Dell-Part#: 3000063520867.1
Contract Name: Sourcewell-Technology Catalog Solutions
Contract#: 081419-SHI
Coverage Term:6/19/2020—6/19/2023
Subtotal $74,388.36
Shipping $0.00
*Tax $0.00
Total $74,388.36
*Tax is estimated. Invoice will include the full and final tax due.
Additional Comments
Hardware items on this quote may be updated to reflect changes due to industry wide constraints and fluctuations.
Quotes may be updated to reflect changes due to industry wide constraints and fluctuations
We are constantly striving to provide you with World Class Support!
We'd love to hear about your quoting experience with this brief survey!
The products offered under this proposal are resold in accordance with the terms and conditions of the Contract referenced under
that applicable line item. 64