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.
VMWare
HP
Internal server
* These cities do not have their own police force, and so have fewer users on email making a hosted
solution more economical
* *Logis cities
II, 1 Virtualization Hardware
* Cisco
* Dell
HP
d None
Unknown
HIP, 17
Virtualization Software
Unknown,
■ VMWare
■ Hyper -V
Unknown
■ None
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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
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marconet.com 5824 Page 4 _,.
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