Title
Staff Report for a City Council Resolution to Approve a Consulting Services Agreement with ConvergeOne for a Data Center Storage Upgrade for the Amount of $157,518.14; and Authorizing the Appropriation of $157,518.14 from the IT Fund Balance (approves one agreement totaling $157,518.14 and authorizes appropriation in the amount of $157,518.14).
Staffreport
SUMMARY AND RECOMMENDATIONS
Staff recommends that the City Council approve a resolution authorizing the City Manager to execute an agreement with ConvergeOne to install and configure new storage systems to replace the existing storage in the City and Police Department data centers. The contract is for $157,518.14.
BACKGROUND
The City of San Leandro’s data centers in City Hall and the Police Department are designed with a centralized data storage architecture. The Dell EqualLogic storage devices currently in use, which are mission critical IT infrastructure, have reached the end of their useful life and should be replaced.
Analysis
The City of San Leandro’s Information Technology Division manages mission critical data center infrastructure and maintains two data centers: one for City Hall systems, which includes City Hall, public works, and the library system, and one for the Police Department. These data centers are physically and logically segmented, consistent with Department of Justice (DOJ) regulations.
The City’s data center architecture uses centralized Storage Area Network devices (SANs) that are accessed by virtualized server and network systems. These mission critical storage devices support nearly all of the servers and applications used by City staff, including the entire New World system used by the Police Department.
The current storage devices are Dell EqualLogic and were installed when the Police Department and City Hall data centers were modernized in 2014 and 2015, respectively. The typical useful life of storage devices is seven years, and the EqualLogic devices are approaching that mark. When the devices reach this point, Dell will stop supporting them. While infrastructure can be maintained beyond vendor support, this is not recommended for these mission critical systems.
As such, staff recommends replacing the Dell EqualLogic devices with upgraded Dell PowerStore devices. Staff is trained on Dell equipment and recommends maintaining Dell for its reliability and quality. The new Dell equipment will double storage capacity, increase processing speed, integrate with the City’s backup and disaster recovery policies, and maintain business continuity by requiring only minimal downtime during the upgrade procedure.
Staff recommends the procurement for Dell equipment and services by ConvergeOne through the National Association of State Procurement Officials (NASPO) Contract #MNWNC-109, a cooperative purchasing agreement for Dell equipment that is available to public agencies in the state of California, including local government agencies.
More information about this contract, including verification that ConvergeOne is approved to sell Dell equipment and services through a NASPO Contract #MNWNC-109, is available here: <https://www.delltechnologies.com/en-us/emcwsca/data-storage/california/index.htm>.
In addition to the NASPO contract pricing, the staff negotiated additional discounting, including Dell buying back the EqualLogic devices. The City completed several IT projects with ConvergeOne and is satisfied with its service, quality, and reliability.
Legal Analysis
The City Attorney’s office reviewed and approved the purchase agreements as to form.
Fiscal Impacts
The total one-time cost of Dell PowerStore devices and implementation services is $157,518.14.
There are no ongoing maintenance costs. The agreement includes a five-year extended hardware and software warranty with 24/7 support.
Budget Authority
There are sufficient funds in the 688 Fund Balance to Appropriate into Account 688-13-001-5310.
PREPARED BY: Michael Hamer, Assistant IT Manager, Information Technology Division, City Manager’s Office