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Home My WebLink About10F Purchase Network Hardware o � Pxr ti � v � 4646 Dakota Street SE Prior Lake, MN 55372 ' � t IjV�Sp� iP CITY COUNCIL AGENDA REPORT MEETING DATE: January 13, 2014 AGENDA #: 10F PREPARED BY: Kelly Meyer, Asst. City Manager PRESENTED BY: Kelly Meyer AGENDA ITEM: CONSIDER APPROVAL OF A RESOLUTION AUTHORIZING THE PURCHASE OF NETWORK HARDWARE DISCUSSION: introduction The purpose of this agenda item is to consider purchase of a storage area network device (SAN) to be utilized for re-building the City's network infrastructure. Hi StOry Over the last 15 years, the City has built a traditional network system with components replaced and added over time as the City organization (and the demand for more storage and more complex software) has grown. Most commonly, the system has consisted of between 5-7 physical network servers, (we also have 5"stand-alone" servers specifically dedicated to a software system), which support approximately 85 end user devices across all divisions (pcs, laptops, mobile devices). The purchase date and replacement date identified in the 2012 CIP for the City's primary servers are listed below: Server Name Purchase Targeted Notes Date Replacement Date Laserfiche 2008 2015 Exchange 2004 2012 Hardware not replaced. In this case, we converted to cloud services in 2013. Office 365 Data 1 2007 2016 Likely would need to accelerate re lacement in advance of 2016. Police 2003 2014 Finance 2008 2015 Finance 2- -- -- Both an application server antl a ADD 2014 storage server were contemplated to su ort the ERP s stem. The estimated replacement cost in the CIP for the additional server required for the ERP system, and the replacement of aging equipment over the next three years was $57,457.00. Phone 952.447.9800 / Fax 952.447.4245 / www.cityofpriorlake.com There is no question that technology is playing a bigger role in the delivery of City services. For example — • Public Works Maintenance, traditionally an industry more focused on rolling stock than computer technology, now has software specifically designed to support maintenance operations. Prior Lake has been building/utilizing Cartegraph to track everything from tree inventories, to street condition, to labor hours for individual tasks, to maintenance records on equipment. In order to implement and use this information effectively, the network needs to provide storage capacity for the data, as well as be able to deliver it quickly to off-site locations. • Police, who have long used mobile technology, are now required for liability and courtroom purposes to use in-squad video, with some metro departments now exploring the use of constant on-duty video on officer helmets and/or eyewear. Videos files have large storage demands. • Digital document storage/LaserFiche — The City has many records retention requirements for storing permanent data. As the system grows, and the size of file types grow, there is more demand for storage capacity and retrieval speed to facilitate transparency and cost effective archival. • Financial System — As the ERP system is implemented across the City organization, adequate network resources are critical to support both the application demands, and the storage needs. Part of the successful on-going use of the system will be judged by the ability for end users to retrieve data effectively and quickly. It is critical to support the investment the City has already made in the software. New, beneficial technologies are emerging every day. Given that (1) the demands for storage and speed will continue to grow, (2) two servers would be needed to support the ERP (one a replacement and the other an addition), and (3) the remaining existing servers were scheduled for replacement in the next 3 years, it is the right time to re-structure the network so that it will meet organizational demands into the future. Current Circumstances In the 2014 CIP, the Technology Plan contemplates replacement of the network with three primary devices — 2 redundant high-capacity host servers, and a Storage Area Network (SAN). This network configuration will build shared storage capacity, create redundancy within the two servers, is flexible should an additional server need to be added in the future, and increases the speed at which data is delivered. In addition, CIT (the City's IT consulting firm), and City staff have discussed the configuration with the technical team at BS&A and all parties are comfortable that the network will effectively support the new ERP software upon implementation and well into the future. 2 Conclusion Some hardware upgrades were considered a prerequisite for completing the ERP upgrade. The costs were also included in the overall cost matrix for this project. Staff has proceeded to purchase the servers, and some of the software so that the new system can be built as quickly as possible and not hold up the implementation of the ERP. The cost of the Storage Area Network device exceeds the City Manager's purchasing authority, so is presented to the Council for consideration. ISSUES: The SAN device recommended by CIT based upon their experience and knowledge of the City's software and service demands is a Nimble CS220. There are other SAN devices by other manufacturers available in the market, but Nimble is the device recommended to meet the City's needs now and into the future, recognizing that the City's expectation is that this investment is intended to be at least a 6-7 year storage solution. The Nimble Storage Area Network will provide — • 320 GB Flash Cache which allows accelerated performance for higher throughput; • 12 TB of Raw storage space, with higher storage efficiency, and integrated data protection and disaster recovery. • Simplified and flexible storage management and reduced day-to- day operational support. • A recent article about Nimble Storage solutions is attached. The City received two quotes for the hardware. Two other resellers the City has used in the past were also asked to provide quotes — Summit Information Technology, and CDW. Both declined advising that since CIT was the first reseller to register the quote with the manufacturer, they would not be able to be competitive. Staff is recommending the low quote of $36, 500. Nimble CS220 Com uter Inte rated Technolo ies $36,500.00 SOVRAN Technolo Solutions $58,580.00 Once the City has received the Storage Area Network device, CIT will begin the set up and installation of the software. We are hopeful the transition to the new nefinrork will take place by mid-February. FINANCIAL The 2014 General Fund Technology budget includes $65,835 in IMPACT: hardware/software costs for the network rebuild. The costs to date are as follows: Item Cost GF Technolo Bud et Allocation $65,835 2 HP Proliant host servers $13,470 VMWare software $5,619 Windows Server Std 2012 est $4,889 SQL Server 2012 $5,438 Nimble Stora e Area Network SAN $36,500 $65,916 TOTAL $81 3 I Sales tax exemption - These hardware purchases are exempt from sales I tax. It is worth noting that with a sales tax rate of 6.875%, the City has I saved $4531 on this purchase. ', ALTERNATIVES: 1. Motion and second approving a resolution authorizing the purchase of , network hardware in an amount not to exceed $36,500 from Computer Integrated Technologies. 2. Table this item and provide staff with further direction. RECOMMENDED MOTION: Alternative 1. 4 O� P ��P N � U tr� 4646 Dakota Street SE �''IN�vF,so'��' Prior Lake, MN 55372 RESOLUTION 14-xxx A RESOLUTION AUTHORIZING THE PURCHASE OF NETWORK HARDWARE FROM COMPUTER INTEGRATED TECHNOLOGIES. Motion By: Second By: WHEREAS, the 2014 Capital Improvement Program (CIP) contemplates the replacement of network servers and reconfiguration of the City's network infrastructure; and WHEREAS, The reconfiguration requires the purchase of a storage area network device (SAN); and WHEREAS, The cost of such device exceeds the $20,000 purchasing authority of the City Manager under the City's Purchasing Policy; and WHEREAS, City staff received the following quotes for the equipment: Nimble CS220 Com uter Inte rated Technolo ies $36,500.00 SOVRAN Technolo Solutions $58,580.00 and WHEREAS, the expenditure is programmed in the 2014 General Fund operating budget.and contemplated as part of the city's ERP upgrade project. NOW THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF PRIOR LAKE, MINNESOTA as follows: 1. The recitals set forth above are incorporated herein. 2. City staff is hereby authorized to purchase the storage area network (SAN) device from Computer Integrated Technologies in an amount not to exceed $36,500. PASSED AND ADOPTED THIS 13TH DAY OF JANUARY 2014. YES NO Hedber Hedber Keene Keene McGuire McGuire Morton Morton Souku Souku Frank Boyles, City Manager