Title
Recommendation to Approve the Purchase of Virtual Machine Host Servers in the Amount of $297,523 from Keep It Simple to Replace the Existing Virtual Machine Host Servers that Have Reached End of Life and to Redesign the City’s Virtual Infrastructure for Increased Resiliency and Redundancy. (Information Technology 60626074)
Body
To: Honorable Mayor and Members of the City Council
From: Jennifer Ott, City Manager
EXECUTIVE SUMMARY
The City of Alameda’s (City) existing Dell Virtual Machine Host Servers were implemented in 2015 and 2018 and have reached their end-of-life expectancy that is typically 5-7 years of useful life. These host servers are needed to host our virtual infrastructure platform, VMWare, that runs mission-critical servers on the network. The replacement of the servers plus the redesign will provide the City with increased resiliency and redundancy in the event of network or hardware failures.
BACKGROUND
The 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
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) for 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 host servers and virtualization platform redesign in the amount of $297,523 will be purchased and installed by KIS of Fremont, which has implemented many of the City’s technology solutions in the past. The separate Police Department quote is necessary because 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 and VMWare licensing, including installation is $297,523. The funds for this purchase are budgeted in the Information Technology Internal Service Fund (606).
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
The purchase 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.
RECOMMENDATION
Approve the purchase of the virtual machine host servers in the amount of $297,523 from KIS to replace the existing servers that have reached their end-of-life lifecycle and to redesign the City’s virtual infrastructure for increased resiliency and redundancy.
Respectfully submitted,
Carolyn T. Hogg, Information Technology Director
Financial Impact section reviewed,
Margaret O’Brien, Finance Director
Exhibits:
1. Quote from KIS for Dell servers, VMWare licensing and professional services.
2. Quote from KIS for Dell servers, VMWare licensing and professional services for the Police Department.