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9.C.
City Council Meeting - FINAL
Meeting Date:
05/03/2022
Co-Submitter:
Paul Santana
From:
Matt Kakert, IT Operations Manager

Information

TITLE:

Consideration and Approval of Contract: Cooperative Purchase Contract with vCORE Technology Partners, LLC in the amount of $58,491.73, plus applicable taxes, for VMWare software licensing and migration support.

STAFF RECOMMENDED ACTION:

  1. Approve the Cooperative Purchase Contract with vCORE Technology Partners, LLC in the amount of $58,491.73, plus applicable taxes, for the purchase of VMWare software licensing and migration support; and
  2. Authorize the City Manager to execute the necessary documents.

Executive Summary:

The Cooperative Contract Purchase of this VMWare software and migration support is necessary to upgrade and migrate the software of the City's primary infrastructure management system. The previous infrastructure management system has been in use for years, but as the City environment has expanded, the City has outgrown it. Due to this, the City has experienced stability issues. The current support software is not robust enough to help troubleshoot infrastructure issues. The Cooperative Contract Purchase will allow the City to have better stability and better software support for the City's critical server infrastructure.

The Cooperative Purchase Contract with vCORE includes a requirement that the vendor assist with migration. vCORE will also be assisting with planning the environment to conform to industry best practices and tailor the deployment to the City's environment.

Financial Impact:

One-time cost of $55,329.71, plus applicable sales tax. This cost has been budgeted in Information Technology Section 001-01-014-0040-1-4231 for FY 2022. 

Policy Impact:

None.

Connection to PBB Key Community Priorities/Objectives & Regional Plan:

Strategic Plan: Provide Exceptional Service: Provide employees tools, training and support.

Previous Council Decision on This:

None.

Options and Alternatives:

  1. Approve the Cooperative Purchase Contract with vCORE for software licensing and migration support; or
  2. Do not approve this software purchase and direct staff how to proceed. Because the current software has been causing unplanned downtime, this alternative creates a risk of future and more impactful downtime events.

Background and History:

The City has experienced stability issues with existing systems due to growth within the City. The current software support contract is limited which makes troubleshooting issues difficult. Most peer community partners have already moved to this new VMWare platform.

Purchasing staff identified the State of Arizona competitive and open procurement #AZSPO15-093839 that resulted in contract #ADSPO16-098163 with Dell Marketing, L.P. for software licensing and migration support. vCORE Technology Partners, LLC is a subcontractor under that State contract.

Key Considerations:

The software, support, and setup assistance are being purchased through designated vendors under Arizona State - State Procurement Office cooperative purchasing contract (ADSPO16-098163).

Community Benefits and Considerations:

Ongoing software maintenance and support has been planned and budgeted from according Information Technology budgets, after the included three (3) years.

Community Involvement:

None.

Expanded Options and Alternatives:

None.

Attachments