COUNCIL COMMUNICATION
TO: Honorable Mayor and Council
FROM: Jonathan Baskette, Information Technology Manager
SUBJECT:Title
Approve Cooperative Purchase Agreement with Dell Marketing L.P. and the Cooperative Purchases of General Computer Equipment, Peripherals, and Related Services; and Cooperative Purchase of a Network Server Expansion from Sterling Computers Corporation (Jonathan Baskette)
Body
FUNDING SOURCE:
General Fund
PURPOSE:
Approve the Cooperative Purchase Agreement (500477) with Dell Marketing L.P., utilizing Arizona State Contract (CTR068890) and allow the Information Technology Division (IT) to purchase a network server to expand the City’s server infrastructure for future capacity and failover. The purchase for server infrastructure will be made through Sterling Computers Corporation, an authorized reseller for Dell Marketing L.P., utilizing the Cooperative Purchase Agreement pursuant to City Code §§ 3.10.010.3(A)(1) and 3.10.030.1.
BACKGROUND:
IT utilizes the Cooperative Purchase Agreement with Dell Marketing L.P. for day-to-day ongoing operational needs such as leases for equipment, laptops, monitors, personal computers, etc. It is anticipated that the annual expenditures for these routine items will exceed $50,000 per year. Approval of the Cooperative Purchase Agreement will allow IT to continue to make these purchases over the $50,000 amount for those items which have funding that is budgeted and available.
Staff will seek Council approval for any one-time larger purchases that exceed $50,000 such as the server infrastructure currently being requested. The IT Data Center currently hosts 148 servers, which continue to grow in resource utilization. Based on the growth rate and new system requests, the infrastructure should be expanded from 4 to 5 appliances. An appliance is a piece of hardware containing a virtual server cluster. Each appliance is sized to contain a designated number of servers. If an appliance is offline, the servers can move to another appliance without an outage. Keeping the environment sized correctly is essential to maintain 99.9% uptime. The cost for this appliance is $119,337.84.
COMMUNITY IMPACT:
The data center hosts critical systems that require 24/7 functionality. These systems either support citizens or deliver information directly to them. Extended system outages affecting public safety and utilities would significantly impact the community.
FISCAL IMPACT:
Funding is available and allocated in the Fiscal Year 2023-24 General Fund budget for the ongoing, routine items that will exceed $50,000 in a fiscal year. The total cost for the server infrastructure project is $119,337.84. The project includes an expanded server node and initial implementation services from Sterling to configure and install the appliance.
ATTACHMENTS:
Sterling Server Expansion
SUGGESTED MOTION:Recommended ACtion
I move to approve and authorize the City Manager to execute the Cooperative Purchase Agreement with Dell Marketing L.P.; approve expenditures for general computer equipment, peripherals, and related services in excess of $50,000 annually; authorize City staff to exercise the option to renew for 36 additional months; and approve the purchase of server infrastructure for $119,337.84 from Sterling Computers Corporation.