AUTHORIZE CITY MANAGER TO PURCHASE TECHNOLOGY NETWORK UPGRADES

Transcription

1 STAFF REPORT MEETING DATE: June 4, 2013 TO: City Council 75 Rowland Way #200 Novato, CA (415) FAX (415) FROM: SUBJECT: Cathy Capriola, Assistant City Manager Jeff Carroll, Interim IT Manager AUTHORIZE CITY MANAGER TO PURCHASE TECHNOLOGY NETWORK UPGRADES REQUEST Authorize the City Manager to purchase network equipment from the FY 12/13 budget to refresh technology infrastructure. RECOMMENDATION Staff recommends the Council authorize the City Manager to purchase and/or lease network equipment to refresh portions of the technology infrastructure for an amount up to $140,000 for the SAN and switch, plus annual support contracts, based on final configuration and network design. DISCUSSION To ensure a reliable, robust, and secure technology infrastructure, best practice encourages timely replacement (refreshment) of technology infrastructure hardware. As technology infrastructure hardware ages, it becomes less reliable which results in higher support costs and increased staff disruption. Technology infrastructure replacement cycles typically run three five years depending upon the hardware. This request for purchase is for two major components of the City s technology infrastructure, the Storage Area Network (SAN) and network communications switch (Switch). In 2008, the City purchased the Dell SAN and a series of Cisco network communication Switches as part of a major technology upgrade plan on a 5 year lease. The lease is complete at this time. Storage Area Network (SAN) -- The storage area network (SAN) is designed to provide large amounts of data storage with fast access for data retrieval, and is configured with redundancy to allow the SAN to continue to perform in the event of hardware failure. A series of hardware failures began a few months ago. Fortunately, the failures have not resulted in downtime, but CC13_082.docx 5/30/ Novato City Council Agenda Staff Report Date: File No.

2 significant maintenance time has been expended to deal with these issues. Nevertheless the failures are an indication that the hardware is approaching the end of useful life and replacement is recommended. The SAN is being configured to support the City s planned technology investments and provide flexibility and options for virtualization in the future. Network Communication Switch -- The City s communication network is configured with Cisco equipment. Currently, the network employs a number of switches to channel traffic. The proposal is for one new central switch, which will provide greater redundancy and enhanced data communications. In consideration of the City Administrative Offices relocation and the increases in network traffic that will occur as the City moves forward with projects identified in the IT Strategic Plan, the purchase of a central Cisco communication switch is recommended at this time. The lead-time for the arrival of the Switch is estimated at 90 days. It is important that this Switch be ordered as soon as possible in order to arrive in time for installation prior to or with the move to the new offices. Network Infrastructure -- Novato s network infrastructure is built on Dell and Cisco products based on performance, support and streamlined maintenance and support.. IT staff and an IT consultant have reviewed the City s network to ascertain status and need for any other updates. At this time, the SAN and the switch are the only major upgrades needed. The servers, though aging, have been reliable and should be solid for at least another year. The City s IT staff believe that the Dell SAN and Cisco switch continue to meet the City s criteria for quality, cost, configuration, integration, support and end-of-life return. The purchases will be made via Marin IT, the City s network services provider, whom are certified resellers. Marin IT is a certified CMAS vendor and reseller via the State of California, which allows Novato to utilize this competitive procurement pricing. Marin IT will install the equipment as part of the on-going services provided to the City as our contract network administrator. As the Council is aware, staff is preparing to move to the new City administrative office building in September. IT staff is coordinating efforts with the contractor and architect team and finalizing IT needs for the new building. Based on timeline for the equipment to arrive, staff is asking the Council to authorize the City Manager to execute the following purchases including any leasing decisions and associated contracts. Network Component Dell Storage Area Network -includes 3 years of maintenance support Cisco Central Switch -includes 3 years of maintenance support Planned Purchase Type Purchase via IT Operating Funds Budget FY 12/13 Lease - exact terms to be determined Amount $61,591 bid estimate Authorize to $65,000 $71,742 bid estimate Authorize to $75,000 Based on all of the above, City staff recommends moving forward with these purchases as part of the City s continued investment in its technology program. FISCAL IMPACT City staff has obtained a competitive quote for the Dell Compellent Storage Area Network with automated and tiered storage for $61,591. There is funding available from the IT FY 12/13 operating budget that can be put towards this procurement. 2

3 Staff has also obtained a competitive quote for the new centralized Cisco network Switch for $71,742. Staff plans on leasing this switch for 3-5 years, the exact terms of the lease are still being compiled. There is funding available for leasing in the IT base operating budget. As is standard, there will be annual support costs for each of these capital components. There is three years of maintenance support included within the costs above. The costs can be absorbed into the current base budget of the IT Division budget. ALTERNATIVES Continue to pay increasing maintenance costs to support a data storage system that is at its replacement cycle time and risk of downtime due to major hardware failure. Delay the purchase of the Cisco switch, which is needed to prepare the network for increased data communications traffic. ATTACHMENTS 1. Resolution 2. SAN Quote 3. Switch Quote 3

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5 CITY COUNCIL OF THE CITY OF NOVATO RESOLUTION NO. RESOLUTION AUTHORIZING THE CITY MANAGER TO FINALIZE AND EXECUTE PURCHASES AND/OR LEASES FOR NETWORK EQUIPMENT FOR PORTIONS OF THE CITY S TECHNOLOGY INFRASTRUCTURE FOR AN AMOUNT UP TO $140,000 FOR THE SAN (STORAGE AREA NETWORK) AND SWITCH (CENTRAL NETWORK COMMUNICATIONS SWITCH), TO INCLUDE THREE YEAR SUPPORT CONTRACTS, BASED ON FINAL CONFIGURATION AND NETWORK DESIGN WHEREAS, to ensure a reliable, robust, and secure technology infrastructure, best practice encourages timely replacement (refreshment) of technology infrastructure hardware; and WHEREAS, as technology infrastructure hardware ages, it becomes less reliable which results in higher support costs and increased staff disruption. Technology infrastructure replacement cycles typically run three five years depending upon the hardware; and WHEREAS, in 2008, the City purchased the Compellent SAN (Storage Area Network) and Cisco Network Switch as part of a major technology upgrade plan on a 5 year lease that is complete at this time; and WHEREAS, the storage area network (SAN) is designed to provide large amounts of data storage with fast access for data retrieval, and is configured with redundancy to allow the SAN to continue to perform in the event of hardware failure. A series of hardware failures began a few months ago. Fortunately, the failures have not resulted in downtime, but nevertheless the failures are an indication that the hardware is approaching the end of useful life and replacement is recommended. The SAN is being configured to support the City s planned technology investments and provide flexibility and options for virtualization in the future; and WHEREAS, the City s communication network is configured with Cisco equipment and the network employs a number of switches to channel traffic. The proposal is for one new central switch, which will provide greater redundancy and enhanced data communications. In consideration of the City Hall relocation and the increases in network traffic that will occur as the City moves forward with projects identified in the IT Strategic Plan, the purchase of a central Cisco communication switch is recommended at this time. The lead-time for the arrival of the Switch is estimated at 90 days. It is important that this Switch be ordered as soon as possible in order to arrive in time for installation prior or with the move to the new offices; and res4648.docx; 5/30/2013 1

6 WHEREAS, City staff recommends the purchase of two major components of the City s technology infrastructure, the Storage Area Network (SAN) and a central network communications switch (Switch). NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Novato hereby authorizes the City Manager to finalize and execute the following purchases and/or leases for network equipment (as shown in the table below) to refresh portions of the City s technology infrastructure for an amount up to $140,000 for the SAN and switch, which includes three year support contracts, based on final configuration and network design. Network Component Dell Storage Area Network -includes 3 years of maintenance support Cisco Central Switch -includes 3 years of maintenance support Planned Purchase Type Purchase via IT Operating Funds Budget FY 12/13 Lease - exact terms to be determined Amount $61,591 bid estimate Authorize to $65,000 $71,742 bid estimate Authorize to $75,000 * * * * * * I HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted by the City Council of the City of Novato, Marin County, California, at a meeting thereof, held on the day of, by the following vote, to wit: AYES: NOES: ABSTAIN: ABSENT: Councilmembers Councilmembers Councilmembers Councilmembers Sheri Hartz, City Clerk Approved as to form: City Attorney of the City of Novato res4648.docx; 5/30/2013 2

7 Marin IT, Inc - Quotation 366 Bel Marin Keys Blvd., Suite D - Novato, CA Date: 5/20/2013 From: Ashley Vallee Description: 3262 / Novato, CA Phone Quote Number: Fax To: Jeff Carroll City of Novato 75 Rowland Way #200 Novato, CA jcarroll@novato.org Hardware / Software Description Qty Amt. Extended SC8000, 16GB Memory 2 $ $1, Compellent SC8000 Controller (Upgrade from existing SC20, SC30 or SC40) 2 $6, $13, TB, SAS, 6Gb, 7.2K HDD 12 $ $9, GB, SAS, 6Gb, 15K7 HDD 12 $ $8, Compellent SC200 Enclosure, 3.5" 12-Bay 2 $2, $5, IO, 1Gb iscsi, 2Port, PCI-E, low-profile 2 $1, $2, IO, 6Gb SAS, 4Port, PCI-E, full-height (2x2M & 2x5M SAS Cable) 2 $1, $2, Gb SAS Cable, 0.6M, Qty 2 1 $ $ Gb SAS Cable, 2M, Qty 2 1 $ $ LC-LC Optical Cable, 1M 2 $33.00 $66.00 C13-C14, PDU, 12AMP, 2 FT (.6m), Power Cord, Qty2 3 $13.20 $39.60 C13-C14, PDU, 12AMP, 6.5 FT (2m), Power Cord, Qty2 1 $13.20 $13.20 RackRails, RapidRails for Dell Rack 2 $66.00 $ Gb SAS Cable, 2M, Qty 2 2 $ $ LC-LC Optical Cable, 1M, CUS 2 $33.00 $66.00 Labor / Non Taxable Description Qty Rate Total SW, Data Progression Base License 1 $4, $4, SW, Data Progression Expansion License 1 $1, $1, Copilot Support 3 years 1 $12, $12, VA Software Support 3 years 1 $3, $3, Freight 1 $ $ Discount 1 ($9,000.00) ($9,000.00) Material Total $44, Labor / Non Taxable Total $13, Sub Total $57, Sales Tax % $3, Grand Total $61, Marin IT Bel Marin Keys Blvd., Suite D - Novato, CA /20/2013

8 Terms Pricing is valid for (60) days assuming product availability, and includes state sales tax. Cabling, and provisioning of phone lines is not included. Shipping is not included. Warranty on new computers is manufactures standard warranty. Equipment other than computers is manufactures standard warranty. Existing equipment used equipment or equipment provided by others is not warranted. Installation labor is warranted for ninety (90) days. Accepted By: Date: Marin IT Bel Marin Keys Blvd., Suite D - Novato, CA /20/2013

9 Marin IT, Inc - Quotation 366 Bel Marin Keys Blvd., Suite D - Novato, CA Date: 5/29/2013 From: David Cooper Description: Cisco 4500 Phone Quote Number: Fax To: Jeff Carroll City of Novato 75 Rowland Way #200 Novato, CA jcarroll@novato.org Hardware / Software Description Qty Amt. Extended Labor / Non Taxable Description Qty Rate Total Terms Cisco equipment and associated modules per attached 1 $65, $65, Material only quote 0 $0.00 $0.00 Material Total $65, Labor / Non Taxable Total $0.00 Sub Total $65, Sales Tax % $5, Grand Total $71, Pricing is valid for (60) days assuming product availability, and includes state sales tax. Cabling, and provisioning of phone lines is not included. Shipping is not included. Warranty on new computers is manufactures standard warranty. Equipment other than computers is manufactures standard warranty. Existing equipment used equipment or equipment provided by others is not warranted. Installation labor is warranted for ninety (90) days. Accepted By: Date: Marin IT Bel Marin Keys Blvd., Suite D - Novato, CA /29/2013

10 Quote No: Project Name: CON (01) Created On: 29 May 2013 Expiration Date: 12 Jun 2013 Created with Library: Library Creation Date: 24 May 2013 Main Currency: USD Price List Used: Cisco - Global Price List US Availability(Online) Name Catalog Num Vendor Description Unit Price Discount % Final Price Qty Total Price WS-C4507RE+96V+ WS- Cisco WS-C4507R+E Chassis, two WS-X4648-RJ45V+E, Sup7L- 22, , , C4507RE+96V+ E, LAN Base C4500E-IPB C4500E-IPB Cisco Paper IP Base License Included Included 1 Included WS-X4748-RJ45V+E WS-X4748- Cisco Catalyst 4500E 48-Port PoE 802.3at 10/100/1000(RJ45) Included Included 2 Included RJ45V+E C4500E-S7L-S7 C4500E-S7L-S7 Cisco Sup7-E and WS-X4748-RJ45V+E Upgrade for Bundle 11, , , WS-X45-SUP7-E WS-X45-SUP7-E Cisco Catalyst 4500 E-Series Supervisor, 848Gbps Included Included 1 Included CAB-L620P-C19-US CAB-L620P-C19- Cisco NEMA L6-20 to IEC-C19 14ft US US CON-SNTP-C4507REV CON-SNTP- Cisco SMARTNET 24X7X4 WS-C4507R+E Chassis,2 WS-X4648-2, , , C4507REV RJ45V+E PWR-C ACV PWR-C45- Cisco Catalyst W AC dual input Power Supply (Data + 2, , , ACV PoE) PWR-C ACV/2 PWR-C45- Cisco Catalyst W AC dual input Power Supply (Data + 2, , , ACV/2 PoE) S45UK SG S45UK SG Cisco CAT4500e SUP7e Universal Crypto Image WS-X45-SUP7-E/2 WS-X45-SUP7-E/2 Cisco Catalyst 4500 E-Series Supervisor, 848Gbps 19, , , WS-X4712-SFP+E WS-X4712-SFP+E Cisco Catalyst 4500 E-Series 12-Port 10GbE (SFP+) 26, , , WS-X4748-RJ45V+E WS-X4748- RJ45V+E Cisco Catalyst 4500E 48-Port PoE 802.3at 10/100/1000(RJ45) 8, , , WS-C4507RE+96V+ 1 65, bom(usd) 1 65, Total(USD) 1 65, The Expiration Date specified in this report will be subject to the provider s standard procedures, terms, and conditions for the acceptance of purchase orders. Any purchase may be subject to sales tax, VAT, duty and freight charges even if not noted on this quote. This report does not constitute an offer by its provider to sell products and services, but is instead an invitation to issue a purchase order to the provider