Title
Recommendation to Approve the Purchase and Installation of a Storage Area Network (SAN) Server and Switches in the Amount of $300,227 to Replace the Existing Disk Storage Server that Has Reached its Space Capacity and End of Life. (Information Technology 704)
Body
NOTE: The report was revised on July 3, 2018 and is attached as “Staff Report - REVISED”
To: Honorable Mayor and Members of the City Council
From: Elizabeth D. Warmerdam, Acting City Manager
Re: Recommendation to Approve the Purchase and Installation of a Storage Area Network (SAN) Server and Switches in the Amount of $300,227 to Replace the Existing Disk Storage Server that Has Reached its Space Capacity and End of Life
BACKGROUND
The City of Alameda’s existing Dell mid-range Compellent Disk Storage Server was implemented in 2011 and has reached its end of life expectancy that is typically 5-7 years of useful life. The server has also reached its limit for disk storage capacity. The server was originally purchased to store a single data system (i.e., iManage data). Since the server was implemented, the City has also been storing multiple data system on it. Staff is requesting that the City Council consider approving the purchase and installation of replacement of the existing data storage hardware.
DISCUSSION
Staff researched various solutions for a comprehensive storage platform to allow for future technology growth. Staff recommends purchasing and implementing Tegile’s comprehensive Storage Area Network (SAN).
About Tegile
Tegile uses newer solid-state drive technology that will greatly improve speed performance, increase the amount of data storage space available and continue to reduce server replacement costs through virtualizing servers throughout the City. Virtualization moves many smaller physical servers into one larger server.
This new SAN will allow the City to move forward with the upcoming projects such as:
• Microsoft Exchange’s required upgrade;
• Perform an upgrade to the Retain Email Archive System in order to perform a proper backup, as the Retain System stores data prior to migrating to the Microsoft email platform;
• Consolidate storage systems from three data centers down to two, which will reduce other associated operational costs;
• Build additional virtual servers to accommodate other departments’ physical server limitations; and
• Allow for future technology growth.
Tegile developed what the company calls IntelliFlash Metadata Acceleration, which is a way to store metadata on high speed solid state disks, apart from the underlying data. As a result, Tegile was named Storage Company of the Year in 2015, making them a leader in the industry.
Staff is proposing for the equipment to be purchased from Tegile and installed by KIS of Fremont, which has implemented many of the City’s technology solutions in the past.
Competitive Bidding
Pursuant to Alameda Municipal Code section 2-61.7 (Joint Purchases with Public Agencies), purchase of equipment, among other items, may be purchased without resorting to formal bidding provided that the price paid by another public agency was itself the subject of competitive bidding.
Tegile is a NASPO ValuePoint vendor located in Alameda County. As part of a public competitive process, Tegile was awarded a Master Agreement by the Minnesota Department of Administration to supply certain computer hardware. All NASPO ValuePoint master agreements are awarded following a competitive bid process. The California Department of General Services has signed a Participating Addendum covering storage products offered by Tegile (referred to as Band 5) (Exhibit 1). The Addendum allows local governments and other political subdivisions of the State to purchase with competitively bid prices under this Master Agreement.
City staff recommends that the City purchase Tegile’s SAN at the price listed on the attached quote, which is below the NASPO price list, which was subject to competitive bidding (Exhibit 2). Tegile’s subcontractor, KIS, the City’s Valued Added Reseller, would install the hardware.
Accordingly, if approved by the Council, staff will purchase hardware and the accompanying maintenance and installation service (to be performed by KIS, subcontractor of Tegile) to implement Tegile’s SAN.
FINANCIAL IMPACT
The total cost of the Tegile Storage Area Network and switches, including installation is $300,227. This total price is comprised of: (a) hardware price of $276,010, and (b) installation quote of $24,217 (Exhibit 2), for a total cost of $300,227. The funds for this purchase are budgeted in the Information Technology Replacement Fund.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
The purchase complies with sections 2-617 and 2-62.2 of 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.
RECOMMENDATION
Approve the purchase and installation of a SAN server and switches in the amount of $300,227 to replace the existing disk storage server that has reached its space capacity and end of life.
Respectfully submitted,
Carolyn T. Hogg, Information Technology Director
Financial Impact section reviewed,
Elena Adair, Finance Director
Exhibits:
1. Participation Addendum
2. Tegile Quote (SAN and Switch)