View Agenda Item

8.C.

City Council Meeting - FINAL

Meeting Date:: 09/03/2019
Co-Submitter:: CJ Perry
From:: Matt Kakert, IT Administrator - Systems

Information

TITLE:

Consideration and Approval: Cooperative Purchase of Server Hardware from Dell Marketing, L.P. in the amount of $59,742.48 plus applicable sales tax.

STAFF RECOMMENDED ACTION:

Approve the purchase of server hardware in the amount of $59,742.48, plus applicable sales tax, from Dell Marketing, L.P. ("Dell") using Dell's cooperative purchasing agreement with the State of Arizona - State Procurement Office; and
Authorize the City Manager to execute the necessary documents.

Executive Summary:

The servers servicing our main virtual infrastructure are aging and due for replacement based off of best practices and our policies to promote replacing the servers every three years for reasons of reliability. This cooperative purchase includes three servers to power our Failover Cluster which will provide high availability for our applications, ERP, S Drive, etc. If this purchase is approved, in order to utilize these City resources to their fullest, we plan to continue to use the deprecated servers in the Disaster Recovery site, as well as for testing purposes where critical uptime requirements are not as necessary.

Financial Impact:

One-time cost of $59,742.48, plus applicable sales tax. This cost has been budgeted in Information Technology Section 001-02-014-0042-1-4301 for FY 2020.

Policy Impact:

None

Connection to Council Goal, Regional Plan and/or Team Flagstaff Strategic Plan:

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

Previous Council Decision on This:

None.

Options and Alternatives:

1. Approve the hardware purchase as submitted; or
2. Do not approve this hardware purchase and direct staff how to proceed. Because our primary server infrastructure will be out of warranty, we will lose vendor support.

Background and History:

It is industry accepted best practices and the City's policies to replace critical server infrastructure every three years. Our warranty period on the hardware was set for three years and because the warranty has expired, it is necessary to replace the hardware.

Key Considerations:

The hardware and warranty is being purchased through designated vendors under Arizona State - State Procurement Office cooperative purchasing contract (ADSPO16-098163).

Community Benefits and Considerations:

Ongoing maintenance and server hardware assure the City most stable infrastructure and performance, which is critical in support of the City's computer and application infrastructure.

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