HomeMy WebLinkAbout2012-07-18 PACKET 04.R.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA
MEETING ITEM #
DATE 7/18/12 yo
PREPARED BY Finance Robin Roland
ORIGINATING DEPARTMENT DEPARTMENT HEAD
* W W W W W* * * * ** W* W W W W W * ** W * W W W W W * * ** W W W W W W W W W * * ** W W
COUNCIL ACTION REQUEST
Consider approval of agreement with Solbrekk Business Technology Solutions to convert to a
virtualized server environment.
STAFF RECOMMENDATION
Approve agreement with Solbrekk Business Technology Solutions.
BUDGET IMPLICATION $50,500 $74,323
BUDGETED AMOUNT ACTUAL AMOUNT
ADVISORY COMMISSION ACTION
❑ PLANNING
❑ PUBLIC SAFETY
❑ PUBLIC WORKS
❑ PARKS AND RECREATION
❑ HUMAN SERVICES /RIGHTS
❑ ECONOMIC DEV. AUTHORITY
El
DATE
REVIEWED APPROVED
DENIED
❑ ❑
❑
El El
El
❑ ❑
❑
❑ ❑
❑
❑ ❑
❑
❑ ❑
❑
❑ ❑
❑
SUPPORTING DOCUMENTS
® MEMO /LETTER: Jennings /Roland
❑ RESOLUTION:
❑ ORDINANCE:
❑ ENGINEERING RECOMMENDATION:
❑ LEGAL RECOMMENDATION:
® OTHER: Spreadsheet
ADMINISTRATORS COMMENTS o °
City Administrator Date
W k W W* * * ** W W W W * * * ** W W k W W W W * * * ** W W W W* W * * * * * ** W W W W
COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER
HACouncil items \City Council Action Form.doc
City of Cottage Grove
Finance Department
TO: Honorable Mayor and City Council
Ryan Schroeder, City Administrator
FROM: Robin Roland, Finance Director e
DATE: July 12, 2012
,J
SUBJECT: Consider approval of agreement with Solbrekk Business Technology to
convert to a virtualized server environment
Introduction
In conjunction with the new Public Safety /City Hall project, several technology upgrades have
been anticipated and planned for. One of these upgrades is the conversion to a virtualized
server environment.
Discussion
The attached memo from the MIS Coordinator gives a brief explanation of what we expect
conversion to a virtualized server environment will gain for the City. With the fiber optic
connection to the public works building, a division of the physical location for the City's
computer network provides for enhanced safety and security of the City's data.
The two proposals which were received are provided in a side by side comparison. Note that
the proposals include the servers themselves with software and labor charges separated from
the cost of annual maintenance, as well as other equipment and software which would be
purchased.
As Jenny notes in her memo, Solbrekk is proposing new, not refurbished, equipment. Their
solution also includes a new device /methodology for backing up the servers. The price
differential between the Solbrekk and Sage proposals is due to these two items. Although
higher in cost, we believe it to be the better proposal.
Other items which will be purchased with this proposal include a server rack for the new server
room in the PS /CH, wireless access points for the building, upgraded software for e -mail with
the number of licenses necessary for all the e-mail users on city staff. The wireless and e -mail
expansion items have recently been identified as desired improvements during the `Good to
Great' process.
The virtual servers and redundant storage were identified in the 2012 MIS budget for
acquisition at $50,500. The difference in cost from the budget will be covered by reductions in
other line items, including the savings experienced in professional services due to less than
l CITY OF COTTAGE GROVE
MINNESOTA
To:
Robin Roland
From:
MIS Coordinator Jenny Jennings
Date:
7/2/2012
Subject:
Virtualization Solution
Introduction
With the construction of the Public Safety /City Hall building, city staff would like to move
forward in virtualizing our server environment. Two vendors submitted quotes, and staff
recommends contracting with Solbrekk Business Technology Solutions to carry out this
conversion.
Background
City staff has delayed the purchase , of replacement file servers for several years, with the
intent that once the new Public Safety /City Hall building was finished it would house a true
server closet (with power, temperature, sound dampening and access control) that would allow
us to move to a virtualized server environment. In a virtualized environment, one or two highly
capable computers host multiple applications, with each application being held in a separate
'bubble' that can be individually configured, yet still share resources with other 'bubbles'. See
attached spreadsheet for a listing of current servers that will be converted to virtual servers
(bubbles), plus a few that cannot be converted. We are proposing a redundant environment
with half of the equipment located at the new building, and the other half at Public Works. The
system will be configured to contain two identical images, one at each site, with either side
being capable of automatically taking over in case of disaster.
Other enhancements planned with the VMWare conversion are an upgrade to MS Exchange
2010, wireless access in the new building, a redundant connection to the internet at Public
Works. and additional connection licenses for both workstations and email seats.
Recommendation
Two vendors submitted proposals for carrying out the conversion; Solbrekk Business
Tehnology Solutions and Sage Technology (see attached spreadsheet for equipment and cost
comparison). Solbrekk's proposal uses new technology (not refurbished equipment) for a
comparable cost, and the City has worked with Solbrekk successfully on several projects in the
past. The staff recommendation is to hire Solbrekk for this installation.
Action Requested
Authorize the agreement with Solbrekk for the upgrade to a VMWare virtualized server
environment.
W
N
•
0
0
0
0
0
0
0 0
0
0
0
0
o
O
O o
O
O
o
0
0
0
o
0
0
0
O
O
O O
O
O
O
O
O
o
0
O
o 0
0
0
0
0
0
0
00
v1
00
m
M
O
O O
M
O
O
a
M
m
o
l0
M of
Lf
06
ci
I
N
M
W
m
w
N
u
C
O m
m
O
m
m
w
t
�
d'
m
cp
M
N
W
d'
N
of W
ci
ui
M
N
M
Lf1
M al
to
N
l0
V
C*
dT
00
h
N
to
u1
00 N
00
cv
@
O
O
N
CD
u
N
F
i+
N
N
d
x
lOD
O
G
O
T
u
O
m
0o
N
O
C
>i
N
c
c
T
'6
L
(7
O
>
a)
O
x
O
O
°¢
cr
CD
O
1>
v
z
O M
O
`
p
w
M
c
O
Y
J
O
'O
>�
>
O
C
S
Y
Y
O
(O
c
VI
VI
J
a
o
z
3
v
w
p
o
O V1
O
w
J
J
u
a
c
VI
E
O.
o
N
=
x
c >
c
o
H
a
m°
E
Y
v
o
in
w
1
L
C
=p
O
Y
0
0
BOO
0
0
p
v
Qi
U
0
O
O
0
r
N
d
U
3
v
vi
v
N
N
LL
O
O
O
bA
in
O
Y
i
O
O
E
N
¢°
a
$
°
a
p
a
s
3
0
o
w
n
a
v Q
_a
3
3
a
w
m
N=
by
>
O
u
C
Q
O
O
W
N
N
N
t6
O
N
N
Q
C
W
N
U
,
N
G
C
U
u
0q
N
LO
1
X
X
-c
d
>
ti
>�
Y
°
.>
w
w
u
E
2
a
M
a
a
o=
o
0
0
0
0
0
0
o
O
o
0
0
0
0 0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0
0 0
0
0
0
0
0
0
m
O
u1
O
Q�
O
M
o1
V
Oi
N
l0
W
l0
O
�.n
O
V1
lD
N
N
m
m
O�o
m
O
m
O
M
to
I�
M
m
M
m
O
m
N
N
r('
m
co
�o ci
It
'T
N
M
0
f6
�
O
O
Q1
N
u
c
i
o
c
c
>
C
C
O
G
\
N
cr
>
m
c
p
x
m
aj
U
"T
O
�
O
Y
In
N
C
¢
l6
v
c
.>
z
a
o
p
p
m
y
.Q
0 0
v
�
os
o
Q
Y
N
4
N
p)
}.
0
Y
Y
°
.B
_O
O
u
N
N
n
>
O
@
C
O
y�j
v
c
N
�°
-
to
>
N
O
w
'D
w
"'
u
O
N
C
N
d
00
N
u
O
3
o
Y
u=
O
O
w
°°
1
O
i
E
N
dJ
N
CL
O
t0
O
N
C_
u
'
bA
lf1
f6
H
L
f6
(6
L
^
v
L
X
X
0.
i
Z i
X
O
i
G
Q
m
Q
m
O
S
O
C
v
E
c
0
C
W
N
Z
N
N
C
v
T
u
@
N
O
Y
0
41
C
O
v
a
A
O
- o
a
c N
G
L
In N r4 N N V V V Q Q N Q CO V
N N N O O O
L L H L M M M Q Q N Q
bA b0
Loom v ° w v 3 3 0 0
N N M N X X X O O X O N N
C— — C C C C C
p_— O O O m m@ Y Y m Y o o
Q! m v O 0 0 C C O C N N
W a a X X X X X
a O 0 M C 0 � 0 �0 0 r c0 01 a O
N O O O O O O O O O O O O O 0
0 0 0 0 0 0 0 0 0 0 0 0 0 0
L
u
d
O @
N v �
N @ m y1
m
> m c a v
N m N N N
N N
Y 0 N y m p
m [ a N @
p i t
O C 0 E a±
a. O E E p v� N E @ @ @� v
@ Q m U Y C O U
a Q a O a O w> U v o_
@
N N C
m
—
U 0 O U
m 3 v o c c$ u o
C Y C W u@
y U_
V1 O C. O 0 0. 0 W> W z J J
>
N
a
Y
@
-
Oq
N
L
Q
O
O
�
@
@
m
N
m
�
>
a
C
m
N
a
C
v
a a
O
9
p N
a
O
=
N
O
0
N
N
41
@
u
X
m C
@
m N
: N
p a
_N
L N
¢ y
N N
y y
p
z
N
r
N
>>
N
v m@
r r>
0 0
z z
T
u
@
N
O
Y
0
41
C
O
v
a
A
O
- o
a
c N
G
L
In N r4 N N V V V Q Q N Q CO V
N N N O O O
L L H L M M M Q Q N Q
bA b0
Loom v ° w v 3 3 0 0
N N M N X X X O O X O N N
C— — C C C C C
p_— O O O m m@ Y Y m Y o o
Q! m v O 0 0 C C O C N N
W a a X X X X X
a O 0 M C 0 � 0 �0 0 r c0 01 a O
N O O O O O O O O O O O O O 0
0 0 0 0 0 0 0 0 0 0 0 0 0 0
L
u
d
O @
N v �
N @ m y1
m
> m c a v
N m N N N
N N
Y 0 N y m p
m [ a N @
p i t
O C 0 E a±
a. O E E p v� N E @ @ @� v
@ Q m U Y C O U
a Q a O a O w> U v o_
@
N N C
m
—
U 0 O U
m 3 v o c c$ u o
C Y C W u@
y U_
V1 O C. O 0 0. 0 W> W z J J