Title
Recommendation to Authorize the City Manager to Execute Two Agreements with Keep It Simple for Professional Services Required for Configuration of Dell Virtual Machine Host Servers in the Amount Not-to-Exceed $62,000. (Information Technology 60626074)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
On May 16, 2023, City Council approved the purchase of Dell Virtual Machine Host Servers (VMWare) (File 2023-3015) in an amount not-to-exceed $297,523. At the time, staff was not made aware that the quote received did not include professional services to configure the equipment. The cost of the professional services required for configuration is $62,000. Subsequently, the total cost for the VMWare and the professional installation services agreement is not-to-exceed $359,523.
BACKGROUND
The City of Alameda (City) employs server virtualization to optimize its server infrastructure for efficient operations of its computer, network and storage hardware. Virtualization allows the City to have one physical server that creates secure virtual servers, which are maintained and administered by the City. This ensures redundancy and efficiency of computer, network and storage resources and ensure availability of mission-critical applications and files such as the finance and payroll system, police records management and Fire Telestaff software.
VMWare is an industry leader and trusted partner in virtualization and has been the chosen on-premises server virtualization provider for the City for several years. Dell is also an industry leader in the area of server and desktop computers and has been used by the City for several years as well. Dell servers will be used to host the VMWare virtualization technology. In addition to replacing servers because they have reached end-of-life, a redesign of the City’s virtual services is necessary to create a firewall between the City and Police Department network, as required by California Law Enforcement Telecommunications System (CLETS) regulations. Virtual servers increase the City’s ability to maintain business continuity in the event of an outage caused by a hardware/network failure or a significant cybersecurity incident.
DISCUSSION
Both the Dell host servers and VMWare licensing and configuration are being procured through cooperative purchasing, per the City’s Purchasing Policy. The Dell host servers are on the NASPO VALUE POINT Cooperation Agreement pricing and the VMWare licensing is on the Quilt Cooperation Agreement pricing. Staff worked with Value-Added Reseller, Keep It Simple (KIS) to procure the Dell server and VMWare license purchases.
The new servers and redesign of the City’s server virtualization platform will help achieve the following:
• Replace end-of-life server hardware.
• Increase resiliency between the Data Center at City Hall and the Emergency Operations Center (EOC) in the event of a network or hardware failure.
• Remove the City’s dependency on separate, network attached storage (SAN) appliances that are approaching or are already at their end-of-life lifecycles.
The purchase of Dell host servers was approved by City Council on May 16, 2023, in an amount not-to-exceed $297,523. The two virtualization platform redesign agreements total an amount not-to-exceed $62,000, for a combined project total not-to-exceed $359,523. The separate Police Department agreement is necessary because it is a separate server and that equipment must be separated from the rest of the City network to comply with CLETS regulations.
FINANCIAL IMPACT
The total cost of the Dell servers, VMWare licensing, and configuration is not-to-exceed $359,523. Funds for this purchase and configuration are budgeted in the Information Technology Internal Service Fund (606).
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action conforms with the Alameda Municipal Code.
ENVIRONMENTAL REVIEW
This action is not a project for the purposes of the California Environmental Quality Act (CEQA) under CEQA Guidelines section 10561(b)(3) as there is no possibility that this action may have a significant effect on the environment.
CLIMATE CHANGE
There are no identifiable climate impacts or climate action opportunities associated with the subject of this report.
RECOMMENDATION
Authorize the City Manager to execute two agreements with Keep It Simple for professional services required for configuration of Dell Virtual Machine Host Servers in the amount not-to-exceed $62,000.
Respectfully submitted,
Carolyn T. Hogg, Information Technology Director
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Quote with KIS for professional services.
2. Quote with KIS for professional services for the Police Department.
3. Agreement - City
4. Agreement - Police