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HomeMy WebLinkAbout2012-08-08 PACKET 08.A.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # CI DATE ?161 g• • PREPARED BY Finance Robin Roland ORIGINATING DEPARTMENT DEPARTMENT HEAD COUNCIL ACTION REQUEST 1. Consider approving an agreement with Solbrekk Business Technology Solutions for virtual server equipment and software as proposed. 2. Consider approving agreements with Marco, Inc. for the upgrade of the City's phone system at a cost of $63,077.00 and for the purchase of new data equipment in the amount of $34,857.92. STAFF RECOMMENDATION 1. Approve the agreement with Solbrekk Business Technology Solutions. 2. Approve the agreements with Marco, Inc. These items were tabled from the 7/18/2012 City Council Meeting. SUPPORTING DOCUMENTS ® MEMO /LETTER: Memo from Robin Roland. ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: ® OTHER: Attachments. COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER Document2 = City of Cottage Grove -N Finance Department TO: Honorable Mayor and City Council Ryan Schroeder, City Administrator FROM: Robin Roland, Finance Director DATE: August 3, 2012 1h, SUBJECT: Consider approval of agreements: with Solbrekk Business Technology to convert to a virtualized server environment and with Marco, Inc. to upgrade the City's phone system and provide additional equipment necessary for implementation of both solutions Introduction As the new Public Safety /City Hall project was designed in 2011, we took the approach that several technology upgrades, which had purposely been delayed in anticipation of this project, would be implemented with the opening of the building. These included conversion to a virtualized server environment and implementation of a full Voice over IP phone solution. The building therefore includes construction components consistent with these assumptions (wiring, server room sizing etc.). If we do not migrate to the new systems at this time, we anticipate significant expenditures on throwaway items to 'patch' our existing systems to our new environment — for instance, we do not have digital telephone jacks in offices /workstations in the new building, so our current 18 year old handsets would not function without significant rewiring. We also do not have network capacity (licensing or jacks on our switches) to add the additional 12 workstations called for in the Police Department. Aborting the migration approach at this time will be costly resulting is two, not one, transition periods and in redundant expenditures. Furthermore, if we move all of our existing technology, we will be leaving the BEC essentially barren of any technology at all. Finally, a survey of peer communities revealed that our recommended approach is the norm amongst those communities — not the exception. At the July 18 meeting of the City Council, these technology upgrades were tabled with the request for more information on the solutions, including how the proposed solutions related to /reflected on a response to issues raised regarding IT by the "Good to Great" organizational development process. As a result, we have met with our G2G IT subcommittee, have researched solution options, and have discussed direction with IT professionals within the public sector marketplace. This research has reinforced our proposed project approach. We respectfully request authorization to proceed as has been planned. Honorable Mayor, City Council, and Ryan Schroeder Page 2 of 3 • As discussed at the July 18 meeting, we expect conversion to a virtualized server environment will provide the City with more flexibility and capacity in information technology processing and storage. Furthermore, we expect a reduction in capital expenses due to our server consolidation. We expect to improve reliability of our operating systems by minimizing necessary and /or unplanned downtime and to reduce overall electrical power consumption, thereby experiencing reduced utility costs. Virtualization combined with the fiber optic connection to the public works building provides for enhanced safety and security of the City's data with a business continuity /disaster recovery plan. The two virtualization proposals which were received are provided in a side by side comparison (A). 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. Solbrekk proposed 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. Additionally, the IT staff has done a survey of cities of similar size, to evaluate how many of them use a virtualized environment and which solution they use. The survey (B) reflects a majority of cities using not only virtualization, but using the solution (VMWare and HP hardware) which staff is recommending. 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. An analysis of the proposed solutions as they relate to the G2G themes is also attached (C). This list of responses was compiled by the IT committee at their meeting on July 26 and members of that committee will be in attendance at the Council meeting to answer any questions. 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 expected cost for the website redesign. The annual maintenance costs are budgeted as operating expenditures in the Information Services Budget. Funding for the other equipment and other software will come from the PS /CH technology budget. Two proposals for the full implementation of the Voice Over IP Telephone solution were also solicited by the IT staff. A side by side analysis of those proposals is attached (D). In the memo provided previously, the IT coordinator recommends reuse of the core of our existing Mitel system, replacement of our 18 year old handsets and the addition of advanced features such as unified messaging and email integration, which are all included in the proposal. Honorable Mayor, City Council, and Ryan Schroeder Page 3 of 3 To install the VMWare solution and the Mitel phone solution, several `connecting' pieces of technology are required. These items are all on the state contract and we will purchase them through Marco Inc. in conjunction with our phone purchase but under a separate agreement. A copy of their proposal is attached (E). To clearly outline how all these purchases fit together in the MIS/Technology /Public Safety /City Hall budgets a spreadsheet of budget to actual analysis (F) is included. Requested Action 1. Approve agreement with Solbrekk Business Technology Solutions for virtual server equipment and software as proposed. 2. Approve agreements with Marco Inc. for the upgrade of the City's phone system at a cost of $63,077.00 and for the purchase of new data equipment in the amount of $34,857.92. SOLBREKK Proposal HP P4500 SAN with 14.4 TB (To be split, at City Hall and PW) $ 39,729.00 Servers - HP DL 360 G7, dual 6 core proc., 64 GB, quantity 2 9,320.00 VMWare Essentials Plus with Vmotion Veeam Essentials Enterprise Backup HP X1400 8 Terabyte NAS as backup device Labor- EST 100 Hours @ $140 /hour Annual maintenance 3 yrs. Support on HP X1400 8 Terabyte NAS Annual support on VMWare Essentials Plus with Vmotion 3 yrs. support on P4500 SAN device from HP SAGE Proposal HP 4300 SAN with 7.2 TB (not split), refurbished $ 18,488.00 Servers - HP DL 360 G7, quad core proc., 64 GB, quantity 2 7,335.00 HP Storageworks software to emulate SAN 2,288.00 Server for PW to emulate SAN HP DL 360 G7, 64 GB, 7.2 TB 6,823.00 3,995.00 Vmware vSphere Enterprise with vCenter (quantity 2) 2,340.00 Backup software, restore to detailed level 4,939.00 14,000.00 Labor discount moving charge for Rack move to new site Miscellaneous Cables Total $ 74,323.00 Annual maintenance 1,249.00 3 yrs. support on refurbished P4300 SAN device from HP 1,124.00 Annual support on Vmware vSphere 2,459.00 Annual support on backup software 5,453.00 1,240.00 28,900.00 (2,890.00) 193.00 500.00 Total $ 68,330.00 1,624.00 1,273.07 403.00 Annual maintenance total 4,832.00 Other equipment: HP 47U Server Rack with side panels Wireless Access Points - HP E- MSM430 quantity 3 w /contr Other Software MS Win 2008 Datacenter Edition (4 processors) MS Win 2008 Connection Licenses (200) MS Exchange 2010 Server License MS Exchange 2010 Connection Licenses (200) Watchguard Firewall at PW Site for internet redundency Annual maintenance total 3,300.07 Other Equipment 2,856.00 HP Rack with PDU, stabilizer, ballast option kit 2,576.00 2,608.00 Wireless Access Points - HP E- MSM430 quantity 3 w /contr. 2,333.00 5,464.00 4,909.00 Other Software 7,196.00 MS Win 2008 Datacenter Edition (2 processors) 4,635.00 4,400.00 MS Win 2008 Connection Licenses (200) 4,288.00 435.00 MS Exchange 2010 Server License 651.00 10,200.00 MS Exchange 2010 Connection Licenses (200) 12,417.00 1,335.00 Watchguard Firewall at PW Site for internet redundency 2,442.00 23,566.00 24,433.00 Survey included 16 other cities with populations between 25,000 and 45,000, plus cities of other sizes that volunteered info in response to a query sent out through the LMC IT Listserv. City Pop. Using Server Virtualization? Virtualization Software Virtualization Hardware Email Andover* 30,598 Yes -2 yrs. VMWare HP Hosted Brooklyn Center ** 30,104 No N/A N/A Internal server Brooklyn Park 75,781 Yes -4 yrs. VMWare HP Internal server Columbia Heights 19,496 Yes -7 yrs. VMWare HP Internal server Cottage Grove 34,589 No N/A N/A Internal server Fridley 27,208 Grand Rapids 10,869 Yes -3 yrs. VMWare HP Internal server Inver Grove Heights ** 33,880 No N/A N/A Mankato 39,309 Yes HyperV- switching to VMWare Cisco Internal server Maplewood 38,018 with Roseville VMWare HP Internal server Moorhead 38,065 Yes -6 yrs. VMWare HP Internal server Oakdale 27,378 with Roseville VMWare HP Internal server Owatonna 25,599 Yes -6 yrs. HyperV HP Internal server Richfield ** 35,228 Yes VMWare HP Rogers 8,597 Yes HyperV HP Internal server Roseville 33,660 Yes -3 yrs. VMWare HP Internal server Savage 26,911 Yes -4 yrs. VMWare HP & Sun Internal server Shakopee ** 37,076 Yes VMWare HP Shoreview* 25,043 Yes -4 yrs. VMWare HP Hosted Stillwater 18,225 Yes -1 yr. VMWare HP Internal server Willmar 19,610 Yes -4 yrs. VMWare Dell Internal server Winona 27,592 No N/A N/A Internal server Woodbury 61,961 Yes -4 yrs. VMWare HP Internal server League of MN Cities N/A Yes -4 yrs. 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Mitel /Marco Description Cordless Headset & module bundle phone model 5312 2 line LCD IP phone model 5330 Polycom IP conference phone Viking Outdoor box UC advanced console option (software) MAS virtual appliance (base application software) Virtual MCD (base phone system software) MCD Enterprise License MCD SIP Trunk Licenses Power, cables,fiber connections, installation UCC Standard user license for Enterprise Labor for install of hardware & software, training and warranty Rebate quantity cost total 5 $ 282 $ 1,410 26 126 3,276 99 261 25,839 5 699 3,495 2 450 900 1 510 510 1 597 597 1 897 897 30 108 3,240 8 75 600 1 3,333 3,333 2 10,200 20,400 1 17,580 17,580 Total $ 63,0771 Shoretel /Dennison Proposal Description quantity cost total phone model IP115 26 $ 159 $ 4,134 phone model IP230 105 259 27,195 phone modelIP560 1 349 349 phone model IP655 3 695 2,085 Power adapters for PW /Arena 6 35 210 Extension and mailbox licensing 124 200 24,800 Extension only licensing 38 140 5,320 Client software license 1 595 595 SIP trunk software license PW /Arena 10 50 500 Additional site license PW /Arena 1 495 495 Switches, cables, rack mounts, viking ext housing various 12,353 12,353 Project management, programming, labor & training 1 18,490 18,490 Discount (11 Total $ 84,967 1 year software support 4 total proposal $ 89,820 In" RI--m The proposed schedule of equipment below is the detail of all items included in the solution. This schedule includes all equipment and labor services if applicable. HP Data Part Number Description Unit Sell Ext Sell 1 J9532A HP E5412- 92G- PoE + /2XG -SFP+ v2 zi $9,631.44 $9,631.44 Switch Chassis - Manageable - Power Over Ethernet 1 J9536A HP 20 -port Gig -T PoE+ / 2 -port $2,579.40 $2,579.40 10GbE SFP+ v2 z1 Module (J9536A) 2 39306A #ABA HP J9306A Redundant Power Supply - $615.44 $1,230.88 1.50 kW - Internal - 110 V AC, 220 V A I ^�— - -- 1 HA104A3 #2T6 HP Care Pack Support Plus 24 - 3 Year $3,805.20 $3,805.20 Extended Service - 24 x 7 x 4 Hour - On -site - Maintenance - Parts & Labor - Ph al Se 2 ....... ..__ J�146A #ABA NP ProCurve 291.0a1- 24G -Po Ethernet $1, 735;44 $-3470.- 88 ----- _ ... Switch -. 4 x SFP (mini -GBIC) Shared - 24 x 10 /100 /1000Base -T LAN 5 J4858C HP Mini -GBIC Transceiver Module - 1 $234.64 $1,173.20 x 100013ase -SX - SFP (mini -GBIC) 3 J4859C HP Mini -GBIC Transceiver Module - 1 $503.44 $1,510.32 x 100013ase -LX - SFP (mini -GBIC) 1 39310A HP ProCurve 3500yi- 24G -PoE+ Layer $2,183.44 $2,183.44 3 Switch - Manageable - 10 /100 /1000Base -T - Power Over Ethernet 1 J9146A #ABA HP ProCurve 2910al- 24G -PoE Ethernet $1,735.44 $1,735.44 Switch - 4 x SFP (mini -GBIC) Shared - 24 x 10 /100 /1000Base -T LAN 2 J4858C HP Mini -GBIC Transceiver Module - 1 $234.64 $469.28 x 100013ase -SX - SFP (mini -GBIC) 1 J4859C HP Mini -GBIC Transceiver Module - 1 $503.44 $503.44 x 1000Base -LX - SFP (mini -GBIC) 1 MDF MDF materials, Copper and Fiber $2,750.00 $2,750.00 Patch Cables EQUIPMENT SUB- TOTAI, $31,042.92 SERVICES SUB -TOTAL $3,815.00 TOTAL PRICE (not including $34,857.92 taxes) nlvn� a- yrW—J t� r3 / S 2• ,72 marconet.com 5824 Page 4 _,. 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